Privacy Policy

When visiting our website, you will be able to select and save your cookie preference when accessing the Home Page.  We use essential cookies, which are necessary for the operation and security of our website, and optional performance and advertising cookies. Our optional cookies, if selected, will allow us to collect the following:

• Information about how you use our website, and if applicable, which websites you were redirected from.
• Technical information about your device or browser when you use our website, including geolocation data to determine what country you are accessing our website from, device ID, browser type and version and time zone setting.

How we collect your personal data

• We collect data about you from your device and via third-party website analytics services such as Google Analytics and cookies (see section on Cookies below) when you visit our website. We do not make, and do not allow our Google Analytics settings to make any attempt to find out the identities of those visiting our website.

What we use your personal data for and the lawful basis

• To help us improve our website
• To keep our website updated, secure and relevant

We process the personal data of visitors to our website based on our legitimate interest as a controller.

A cookie is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. Tribal uses cookies to help us identify and track visitors, regarding their usage on our website. Certain features of our websites may not function properly without the aid of cookies. For further information please view our cookie policy.

• We collect your contact details, content (and copies) of your communications with us, by email, web forms and through telephone contact.
• Information about how you use our website, and if applicable, which websites you were redirected from. For more information, please see the Visitors to our website page.

What we use your personal data for and the lawful basis

• To respond to information requests
• To add your details to our subscription lists where you have asked us to do so. (You can opt out of marketing communications at any time by contacting us at [email protected] )

We process the personal data provided through enquiries based on our legitimate interest as the controller, or where you have given your consent.

The following information is based on Tribal acting as a processor in the performance of its duties under contract with a client.  Tribal processes personal data relating to our clients and their end users (e.g., employees), in accordance with our contracts. This information may be subject to our client’s own privacy policies.

What personal data do we collect?

In the performance of our contractual obligations, dependent on the service we provide, we will collect all or some of the following personal data of our client’s employees or other stakeholders:

• Contact name, email, job title, telephone number, work address, date of birth, home address, gender, title, employment history and work schedule, bank account details, income, deductions, NINO, tax information, benefits, absences/leave. We may also process special categories of data, such as health, race, trade union activities if necessary for our HR service provision and provided by our client.
• Tribal offers professional and managed services to support customers’ IT operations. If the delivery of a service involves the use of sub-processors this will be made clear in the contract for services. Tribal’s sub processors are bound to processing agreements that require them to protect your data, ensuring that the confidentiality, integrity, and availability of the data is maintained.
• Details (and copies) of communications and interactions between us, by email, telephone, post or via our website
• Information about how you use our website, and if applicable which websites you were redirected from. For more information see our Visitors to our website page.
• We may receive personal data directly from you or from various third parties and public sources, including from social media channels

How we collect your personal data

We collect personal data in the following ways:

• Where you have provided your details via email, website forms, or telephone contact and have subsequently entered a contract with us.
  • Within documentation shared from a client or a third-party that has been requested or commissioned by the client to share such documentation with us.
• From other business areas within the Tribal -NexSphere Business Solutions/Seetec Group.

What we use your personal data for and the lawful basis

Unless otherwise stated the use of personal data will be for the fulfilment of a contract and the provision of services provided by Tribal.

This will include:

• Contacting you regarding operational tasks associated with account management.
• To provide information, and recommendations about other Tribal services that may be of interest to you (legitimate interest) Emails sent to you will include an option to unsubscribe from future email messages.
• To provide you with details of candidates that may be of interest to you if you are a client of our recruitment services (legitimate interest. Emails sent to you will include an option to unsubscribe from future email messages.
• Providing our professional opinion to you or those relevant to the Contract.
• For the necessary administration of our organisational processes and to meet our legal and contractual obligations.
• Exercising our legal rights, including to detect and prevent fraud and to protect our intellectual property.
• Sharing personal data, or relevant documentation which may contain personal data, which belongs to individuals working on the contract, with collaborating organisations or other parties as instructed by the client.

What Personal Data do we collect?

The type of personal data we collect from our suppliers will depend on the product or service provided.  In most cases this will include some or all the information listed:

• Name, Job Title, organisation/company details, contact information- telephone number and email address
• Information that you provide to us as part of our procurement and due diligence processes.
• Bank details, VAT number and status, UTR, published accounts, to enable us to make payments for goods and services received.
• Payment details and remittances – to evidence payments for services received
• Credit Reference Reports – to inform risk judgements about continuity of supply from our suppliers.
• Invoices and credit notes – recording transactions between us

How we collect your personal data

• When you have approached us to become a supplier – or to join our preferred supplier list.
• When you or the organisation you work for has submitted a proposal to become a supplier and/or entered a contract of work with us.
• From other business areas within NexSphere Business Solutions Ltd/Seetec Group, where there is a legitimate interest to do so.

What we use your personal data for and the lawful basis

• Review your suitability to provide your services to us as part of our procurement and due diligence processes. (legitimate interest)
• To agree a contract or purchase order with you (performance of a contract)
• Conduct business operations with you (performance of a contract)
• Process the payment of invoices (performance of a contract)
• To advise you of services offered by Tribal, that may be of interest to you (legitimate interest)

• We collect personal and contact information when the client registration form is completed online, including the name of the company contact, company details, email address and telephone number(s).
• Details (and copies) of communications and interactions between us, by email, telephone, post or via our website.
• Information about how you use our website, and if applicable which websites you were redirected from. For more information see our Visitors to our website page ADD LINK.
• We may receive personal data directly from you or from various third parties and public sources, including from social media channels

We use the personal and contact information provided by you and copies of communications to manage our relationship with you: For example:

• To notify you about potential applicants (legitimate interest)
• To communicate with you in response to any query or request (legitimate interest)
• To provide information and recommendations about any services or candidates that may be of interest to you. (legitimate interest)

Your company information and contact details will be retained for a period of 36 months from registration or last interaction, after which time you will be contacted to confirm that you wish to remain in partnership with us.

However, you can ask us to remove your details from our client partners list at any time, by contacting: [email protected]  , Tel: 01245 975566.

At the end of that retention period, your data will either be deleted or anonymised (so that it can no longer be associated with you) for reporting, evaluation, or statistical purposes.

Apprenticeships

Information we collect about you may be provided directly by you when you complete the online application form, or as a referral from the National Apprenticeship Service (NAS) or other recruitment or employability sources.

• Personal and contact information which may include your name, address, email address, telephone number and date of birth.
• Details (and copies) of your communications and interactions with us including by email, telephone and through our website.
• Information about how you use our website, and if applicable, which websites you were redirected from. For more information, please see ‘Visitors to our website’.
• Copies of documents you provide to prove your identity (e.g., driving licence and passport) as part of the recruitment process, or where there is a legal reason to request this from you.
• We may also receive personal data directly from you or from various third parties and public sources, including from social media channels (if you interact with us through those channels).

What we use your personal data for and the lawful basis

• Assess your suitability for apprenticeship opportunities (legitimate interest). This information may be provided by you, the National Apprenticeship Service or from other recruitment or employability sources.
• To register you on our Talent Pool, so that we can contact you should suitable vacancies arise. (Your details will be retained for up to 24 months.  You can request for your data to be deleted at any time). (legitimate interest)
• Communicating with you throughout the referral/application process and whilst on programme. (performance of a contract)
• We will share your personal data with the National Apprenticeship Service, if you were referred to us by this service.

Recruitment Services

We will collect personal and contact details from you when you complete the online registration form to use our recruitment service or when joining our Talent Pool.

• This will include your name, address, email address, telephone number(s), employment history, qualifications, cv and if you choose to share with us ethnicity and diversity information.
• Copies of documents you provide to prove your identity (e.g., driving licence and passport) as part of the recruitment process, or where there is a legal reason to request this from you.
• Details (and copies) of your communications and interactions with us including by email, telephone and through our website.
• Information about how you use our website, and if applicable, which websites you were redirected from. For more information, please see ‘Visitors to our website’.
• We may also receive personal data directly from you or from various third parties and public sources including from other employment sources, social media channels (if you interact with us through those channels).

What we use your personal data for and the lawful basis

• To register you for our services, (Talent Pool) *, to enable us to consider your suitability for vacancies (performance of a contract)
• Communicating with you throughout the referral/application process. (performance of a contract)
• Equality and Diversity information (if provided) will be used for statistical and analysis purposes and may be shared with prospective employers as part of the referral process (legitimate interest)

*If you have joined our Talent Pool, your data will be retained for up to 24 months.  You can request us to delete your data from the Talent Pool at any time, by contacting [email protected]

Depending on your relationship with Tribal we may share your information with all or some of the following:

• Other business areas within the Tribal/NexSphere Business Solutions/Seetec group where we have a legitimate interest to do so.
• Cloud and external providers of software systems, IT solutions and business support services used by the group.
• Professional advisers, such as lawyers, auditors and insurers for the purposes of providing consultancy, legal, insurance and accounting services.
• Auditors – to audit our systems and processes for the purposes of ensuring efficiency or regulatory or contractual compliance.
• UK law enforcement agencies and third-party security companies for the purposes of ensuring that we comply with the law and have adequate security measures in place.
• With prospective employers (in relation to our recruitment/apprenticeship services)
• With credit reference agencies – Tribal (NexSphere Business Solutions Ltd) have a legitimate interest to use your personal data to assist in combating fraud and we may share client information with credit reference agencies, to make sure you have the means of paying for our services.
• With HMRC, Banks for processing salary payments, Insurance Providers, Pension Funds, Bodies responsible for administering court orders for deductions directly from earnings.
• Regulatory Bodies for compliance audits and inspections. (legal obligation)
• Other third parties, if we are under a duty to disclose or share personal information to comply with a legal or regulatory obligation, including any safeguarding concerns.
• With third party providers of IT and Data Processing Services as used by the group.
• With law enforcement agencies, or public authorities if we are required to disclose or share your personal data to meet a legal obligation, for example to prevent or detect crime. We will only disclose your personal data to these third parties to the extent we are required to do so by law.

• We will only keep your personal data for as long as necessary. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal/statutory requirements.
• At the end of that retention period, your data will either be deleted or anonymised (so that it can no longer be associated with you) for research or statistical purposes.
• In some circumstances you may be entitled to ask us to delete your data: see ‘Your rights’ below for further information. ADD LINK

We have technical and organisational measures in place to protect your personal data:

• We are independently certified to a number of industry recognised standards, including Cyber Essentials and Cyber Essentials Plus, which helps us maintain the highest levels of security across our entire business.
• Our security controls are designed to maintain the Confidentiality, Integrity & Availability of personal information at all times.
• Our group-wide staff training and awareness portfolio covers key risk areas and specific controls associated with all sensitive data.
• The Tribal website is accessed using ‘https’ ensuring that all information that is sent and received over the internet is encrypted for additional security.
• We have selected and deployed technical measures such as password complexity requirements, anti-virus and anti-malware software, firewalls, encryption, email and internet filtering and VPNs for secure remote access.
• We have implemented soft controls such as Clear Desk, Clear Screen policies, preferred supplier, and ethical procurement policies.
• As described in this Privacy Notice, we may in some instances disclose personal data to third parties. Where we do, we require that third party to have appropriate technical and organisational measures in place to protect your personal data via robust contracts and agreements; however, in some instances we may be compelled by law to disclose your personal data to a third party and have limited control over how it is protected by that party.
• Our websites, systems and technical security controls are regularly audited by an independent auditor to ensure we maintain our security accreditations.

You have the right:

• to ask us not to use your personal data for direct marketing.
• to ask us not to process your personal data where it is processed based on legitimate interests if there are no compelling reasons for that processing.
• to request from us access to personal information held about you (see below).
• to ask for the information we hold about you to be rectified if it is inaccurate or incomplete.
• to ask that we stop any consent-based processing of your personal data after you withdraw that consent.
• to ask, in certain circumstances, to delete the personal data we hold about you.
• to ask, in certain circumstances, for the processing of that information to be restricted; and
• to ask, in certain circumstances, for your data to be moved to another controller

If you have any queries or concerns relating to this Privacy Notice, the processing of your personal data, or you wish to exercise any of your data subject rights please contact [email protected]

To help us process your request, please provide the following information:

• Your Full Name
• A description of the data you are requesting, including dates if applicable.
• Your relationship with Tribal

If you remain dissatisfied with our response, you have the right to complain to the Information Commission (IC).  The IC contact details are available here: https://ico.org.uk/concerns/.