Privacy and Data Protection Policy

1. Introduction

Tikapro respects the privacy of its users and is committed to protecting personal information. This Privacy and Data Protection Policy explains how Tikapro collects, receives, stores, uses, shares, protects and otherwise processes personal information when individuals and organisations use the Tikapro website, platform, applications, communications systems and associated services.

Tikapro is a professional employment, recruitment, locum and professional connection platform designed initially for the veterinary profession and capable of expansion into other professions and international markets.

References in this Policy to “Tikapro”, “we”, “our” or “us” mean the legal entity identified in Section 3. References to “you”, “your”, “user” or “users” include job seekers, permanent applicants, locums, veterinary professionals, employers, practices, practice managers, recruiters, corporate organisations, advertisers, sponsors, professional organisations and users from other professional sectors supported by Tikapro.

This Policy should be read with the Tikapro Terms and Conditions and Cookie Policy.

2. Acceptance and privacy information

When you create an account or use Tikapro, you acknowledge that you have been provided with access to this Privacy Policy. Where Tikapro relies upon consent for a particular processing activity, consent will be requested separately where required.

Acceptance of Tikapro’s Terms and Conditions does not automatically constitute consent to every form of personal-data processing. Where the law requires specific consent, for example for particular marketing activities or certain cookies, Tikapro will obtain that consent separately.

3. Who controls your information?

The data controller responsible for Tikapro is currently:

• Tikapro Ltd
• Trading as: Tikapro
• Registered address: 123 Stapleton Road, Glasgow & Loch Lomond, United Kingdom
• Privacy email: privacy@tikapro.co.uk
• General contact: info@tikapro.co.uk
• Telephone: +44 37 827 8227

Tikapro is being developed as an internationally scalable professional platform. Tikapro may in the future establish subsidiaries, associated companies, branches or offices in other countries. This Policy will be updated where a change to Tikapro’s corporate structure materially changes the identity of the controller or the manner in which users’ personal information is processed.

4. Applicable data-protection law

Where applicable to Tikapro’s activities, personal information will be handled in accordance with applicable UK data-protection and privacy legislation, including the UK GDPR, the Data Protection Act 2018 and applicable electronic-communications and privacy legislation, as amended from time to time.

Where Tikapro offers services in other countries, additional privacy and data-protection legislation may apply. Where mandatory local legislation provides users with additional rights, Tikapro will comply with those requirements where they apply to the relevant processing.

5. Tikapro’s privacy principles

• Process personal information lawfully, fairly and transparently.
• Collect information for specified and legitimate purposes.
• Keep information adequate, relevant and limited to what is necessary.
• Maintain reasonable accuracy and update information where necessary.
• Retain identifiable information for no longer than necessary.
• Protect information through appropriate technical and organisational safeguards.
• Restrict access to those who legitimately require it.
• Respect applicable user rights.

6. Information we may collect

6.1 Identity and account information

• Name and username
• Email address and telephone number
• Password or authentication credentials
• Profile photograph
• Account type
• Town, city, postcode and country
• Nationality where relevant and lawful
• Right-to-work status
• Information supplied during account creation

7. Professional information

• Profession, qualifications and degree
• University or educational institution and year qualified
• Professional registration number and RCVS number where applicable
• Professional status, employment history and experience
• Skills, clinical interests, disciplines and species experience
• Employment preferences and preferred working areas
• Availability, salary expectations and locum rates
• Preferred shifts and work patterns
• Right-to-work information
• CV or résumé
• Other professional information voluntarily added to a profile

Tikapro may adapt these fields when it expands into additional professions.

8. Employer and practice information

• Practice or organisation name
• Business address, postcode, telephone and email
• Website and practice type
• Professional or regulatory information
• Practice manager and responsible professional details
• Overseeing veterinary surgeon details where applicable
• Job vacancies and locum requirements
• Recruitment preferences
• Subscription and billing information

Some information relating exclusively to a corporate entity may not constitute personal information, although information identifying individuals within that organisation may do so.

9. CVs and documents

• CVs and résumés
• Professional certificates and qualifications
• Professional registration information
• Photographs, logos and videos
• Job-advertisement media
• Other relevant documents

Users should not include unnecessary sensitive information in documents uploaded to Tikapro.

10. Job application information

• Jobs viewed
• Applications and expressions of interest
• CV submissions
• Communications and interviews
• Application status
• Offers and acceptances
• Declined applications
• Other recruitment activity

11. Locum Lounge and Locum List information

• Availability and unavailable dates
• Preferred areas and geographic search radius
• Preferred rates, day rates and hourly rates
• Shift preferences and working hours
• Block availability, weekends, nights and on-call preferences
• Accommodation and travel requirements
• IR35 or engagement preferences
• Applications and negotiations
• Confirmed bookings
• Preferred locum relationships
• Calendar information generated within Tikapro

Tikapro may use this information to help professionals and practices find each other efficiently.

12. Urgent locum functionality

Where Tikapro provides urgent vacancy functionality, including vacancies for tomorrow, the next seven days or another short period, Tikapro may use relevant location, availability and professional information to display urgent opportunities to potentially suitable users. Users remain responsible for deciding whether to apply for or accept an opportunity.

13. Location information

• Postcode, town, city, county or region and country
• Approximate location
• Selected search radius
• IP-derived approximate location
• Device location where specifically enabled

Tikapro may use third-party mapping technology to provide maps, distances and location searches. Where precise device location requires permission, Tikapro will request that permission through the appropriate browser, application or operating-system mechanism.

14. Messaging

Tikapro may provide direct communications between users and may process messages, sender and recipient information, timestamps, attachments, message status, quick replies and other communications information.

Tikapro may access or review communications where reasonably necessary to operate the service, investigate complaints, identify fraud or misuse, protect users, maintain security, enforce Tikapro’s Terms or comply with legal requirements. Tikapro does not claim ownership of users’ private communications.

15. Email, telephone, WhatsApp and external communications

Tikapro may provide functionality allowing users to initiate communication through third-party communication services. Once a user chooses to communicate through an external service, that service may process personal information under its own terms and privacy policy. Tikapro is not responsible for the independent privacy practices of third-party communication providers.

16. Payment information

• Payer name and billing address
• Invoice details
• Subscription information
• Payment amount
• Transaction identifier
• Payment status
• Other information required to administer payment

Tikapro intends to use specialist payment processors for card payments rather than unnecessarily retaining complete card details itself.

17. Technical information

• IP address
• Browser and operating system
• Device type and device identifiers
• Login records and session information
• Pages viewed and searches
• Interaction information
• Referring website
• Date and time
• Error logs and security information
• Cookie identifiers

This information may be used to operate, secure and improve Tikapro.

18. Where information comes from

Directly from you

For example when you register, create a profile, upload a CV, advertise a vacancy, list locum availability, communicate with another user or contact Tikapro.

From another Tikapro user

For example where an employer provides information concerning an authorised representative or responsible professional.

From professional or public registers

Where appropriate and lawful, Tikapro may verify professional registration or similar information using authoritative publicly available sources.

From service providers

Tikapro may receive payment, security, communications, analytics and technical information from providers helping Tikapro operate the platform.

19. Why we use personal information

• Create and authenticate accounts
• Maintain profiles
• Verify professional information
• Provide job and locum searches
• Provide maps and geographic search
• Display vacancies and suitable professional profiles
• Enable applications and CV submission
• Enable communications
• Manage locum availability and calendars
• Identify potential scheduling conflicts
• Provide reminders and urgent opportunities
• Facilitate recruitment
• Process payments, subscriptions and invoices
• Provide customer support
• Investigate complaints, fraud and platform abuse
• Protect users and maintain security
• Analyse and improve platform performance
• Develop new features
• Communicate important service information
• Provide permitted marketing
• Administer sponsorship and advertising
• Comply with law and enforce Tikapro’s Terms
• Establish, exercise or defend legal claims

20. Our lawful bases

Contract

Processing may be necessary to provide the Tikapro service requested by you or to take steps at your request before entering into a contract. This may include registration, applications, profiles, messaging and subscription administration.

Legitimate interests

Tikapro may process information where necessary for legitimate interests and where those interests are not overridden by users’ rights. These interests may include operating Tikapro, improving the service, maintaining security, preventing fraud, protecting users, administering business-to-business relationships, understanding service performance and establishing or defending legal rights.

Legal obligation

Tikapro may process information where required to comply with applicable law.

Consent

Tikapro may rely upon consent for particular activities where appropriate, including certain marketing, cookies, optional permissions or features. Consent may be withdrawn where processing is based upon consent. Withdrawal does not retrospectively make previous lawful processing unlawful.

Vital interests

In exceptional circumstances information may be processed where necessary to protect an individual’s life or vital interests.

21. Information you must provide

Certain information is required to create and operate a Tikapro account. Where a required field is necessary for Tikapro to provide a requested service, failure to provide it may mean Tikapro cannot create the account or provide that functionality. Optional information will be identified where reasonably practicable.

22. Special category information

Tikapro is not designed to routinely collect sensitive or special-category information unless necessary. Users should avoid unnecessarily entering information about health, race or ethnicity, religious beliefs, political opinions, trade-union membership, genetic information, biometric identification, sex life or sexual orientation into profiles, CVs or messages.

Where Tikapro intentionally processes special-category information, an appropriate legal basis and additional condition will be identified where required.

23. Professional verification

Tikapro may verify professional registration information against appropriate authoritative sources. For veterinary professionals this may include professional registration details. Verification does not constitute a guarantee by Tikapro regarding clinical competence, suitability, professional performance, honesty, employment suitability or fitness to practise. Employers remain responsible for performing appropriate recruitment checks.

24. Profile visibility

Different information may have different visibility. A user may be able to make selected professional information available to potential employers or other authorised Tikapro users. Where Tikapro provides visibility controls, users are responsible for selecting their preferred settings.

• Private account information
• Professional profile information
• Applicant information
• Locum availability
• Employer information
• Publicly displayed advertisements

Passwords and payment credentials will not be publicly displayed.

25. Who we may share information with

• Users to whom you intentionally submit information
• Employers, practices, applicants, locums and recruiters
• Tikapro group entities where applicable
• Hosting, cloud and database providers
• Authentication, email and communications providers
• Mapping providers
• Payment processors
• Analytics and security providers
• Customer-support providers
• Professional verification providers
• Professional advisers, accountants, auditors and insurers
• Regulators, courts, law-enforcement bodies and government authorities where lawful

Tikapro will not provide unrestricted access to personal information merely because an organisation has a commercial relationship with Tikapro.

26. Employers as independent controllers

When a professional intentionally submits personal information to an employer, practice or recruiter, that organisation may become an independent data controller. For example, once an employer receives a CV for a vacancy, it may process that CV as part of its own recruitment process. The employer is responsible for complying with its own legal obligations concerning that information.

27. No sale of private user data as Tikapro’s core business

Tikapro does not operate on the basis of selling users’ private CVs, account information or private communications to unrelated organisations for their independent unrelated marketing. If Tikapro materially changes its business model in a way that constitutes a regulated sale or sharing of personal information in an applicable jurisdiction, this Policy and relevant user controls will be updated as required.

28. Advertising and sponsors

Tikapro may display advertisements, sponsored material, professional services or commercial offers. The display of advertising does not itself mean that Tikapro has disclosed a user’s identity to the advertiser. If Tikapro introduces personalised advertising involving personal information, appropriate disclosures and controls will be introduced where required.

29. Marketing

Tikapro may send permitted communications concerning Tikapro services, employment and locum opportunities, new functionality, relevant professional information, surveys, events, offers and related services. Users may opt out of electronic direct marketing through the unsubscribe mechanism provided or applicable account settings. Tikapro may continue to send essential service communications even where marketing has been declined.

30. Cookies and similar technologies

Essential technologies

Necessary for authentication, security, account operation and essential platform functionality.

Preference technologies

Used to remember settings and choices.

Analytics technologies

Used to understand platform performance and usage.

Advertising technologies

Used where Tikapro introduces applicable advertising or campaign measurement.

Where consent is legally required before a technology is used, Tikapro will provide an appropriate consent mechanism. Further information will be provided through Tikapro’s Cookie Policy and Cookie Preference Centre.

31. International use of Tikapro

Tikapro is designed to be capable of international operation. Users may potentially search internationally, apply for jobs abroad, recruit internationally, communicate across borders or access Tikapro while travelling. Tikapro may therefore process information in more than one country.

32. International data transfers

Where personal information is transferred internationally, Tikapro will comply with applicable international-transfer requirements. Where required, safeguards may include applicable adequacy regulations or decisions, the UK International Data Transfer Agreement, the UK Addendum to approved EU Standard Contractual Clauses, Standard Contractual Clauses, binding corporate rules, contractual safeguards, technical safeguards, recognised certification mechanisms or another legally permitted mechanism.

Where required, Tikapro will conduct the appropriate assessment concerning the protection available following the transfer.

33. Future international expansion

Tikapro may establish operations, subsidiaries or offices internationally. Potential expansion does not mean that Tikapro currently operates from any particular overseas jurisdiction. When an international entity actually becomes part of Tikapro’s processing structure, Tikapro will update this Policy where appropriate to identify the entity, its role, jurisdiction, applicable privacy legislation, international transfers and relevant user rights.

34. Data storage and hosting

Tikapro may use reputable cloud, hosting and infrastructure providers. Personal information may therefore be stored or processed in locations where those providers operate. Tikapro will take account of security, reliability, privacy safeguards, contractual protection, international-transfer requirements, backups and business continuity when selecting material providers.

35. Security

• Encryption in transit
• Encryption at rest where appropriate
• Authentication controls and password security
• Role-based access and least-privilege principles
• Logging and security monitoring
• Backups
• Vulnerability management
• Secure software-development practices
• Supplier controls
• Confidentiality requirements
• Incident-response procedures

No internet-based platform can guarantee absolute security. Users are responsible for protecting their account credentials.

36. Suspected account compromise

Users should notify Tikapro promptly if they believe their password has been compromised, someone has accessed their account, their information is being misused or they have identified a potential security vulnerability. Tikapro may temporarily restrict an account where reasonably necessary to protect the user or platform.

37. Personal data breaches

Tikapro will maintain procedures for investigating personal-data breaches. Where legally required, Tikapro will notify the appropriate supervisory authority within the applicable statutory period. Affected individuals will also be informed where notification is legally required.

38. Retention

Active accounts

Information may be retained while the account remains active.

CVs and profiles

Generally retained while the relevant account or profile remains active or until removed, subject to legal and backup requirements.

Job and locum records

Retained for an appropriate operational period and subsequently deleted, anonymised or archived where there is a legitimate requirement.

Communications

May be retained for an appropriate period for service operation, security and dispute resolution.

Financial information

Invoices and transaction records may be retained for applicable tax, accounting and legal requirements.

Security information

Logs may be retained for an appropriate security, fraud-prevention and investigation period.

Marketing preferences

Suppression information may be retained where necessary to ensure Tikapro continues to respect an opt-out.

Backups

Information contained in backups may remain until removed through normal backup rotation.

Tikapro will maintain an internal retention schedule and review retention periods periodically.

39. Account deletion

Users may request account deletion. Deleting an account will normally remove the profile from active Tikapro use. Tikapro may retain limited information where necessary for legal compliance, accounting, tax, fraud prevention, security, dispute resolution, enforcing agreements or legal claims. Where identifiable information is no longer required, Tikapro may delete or anonymise it.

40. Your privacy rights

Depending upon applicable law and the circumstances of processing, users may have rights including:

• The right to be informed
• The right of access
• The right to correct inaccurate information
• The right to request erasure
• The right to restrict certain processing
• The right to obtain certain information in portable form
• The right to object to certain processing
• The right to withdraw consent
• Rights relating to certain automated decisions

Rights may be subject to statutory limitations and exemptions. Requests should be sent to privacy@tikapro.co.uk. Tikapro may need to verify identity before releasing or altering personal information.

41. Important - right to object

WHERE TIKAPRO RELIES UPON LEGITIMATE INTERESTS, YOU MAY HAVE THE RIGHT TO OBJECT TO THE PROCESSING OF YOUR PERSONAL INFORMATION.

YOU ALSO HAVE THE RIGHT TO OBJECT TO THE USE OF YOUR PERSONAL INFORMATION FOR DIRECT MARKETING.

Requests can be sent to privacy@tikapro.co.uk.

42. Withdrawing consent

Where Tikapro relies upon your consent, you may withdraw it. Tikapro will endeavour to make withdrawing consent as straightforward as providing it. Withdrawal will not affect the lawfulness of processing undertaken before consent was withdrawn.

43. Automated decision-making

Tikapro’s core principle is to connect professionals and organisations while leaving employment decisions with people. Tikapro may use automated systems to apply user-selected filters, organise results, identify potential scheduling conflicts, identify potentially relevant opportunities, detect spam or fraud, protect security or provide useful platform functionality.

Tikapro will not introduce solely automated decision-making producing legal or similarly significant effects without considering applicable data-protection requirements and providing required safeguards.

44. Artificial intelligence

Tikapro may introduce AI-assisted functionality in the future, potentially including search assistance, job-advert drafting, CV presentation, fraud detection, customer support, recommendations or administrative assistance. Material new AI processing involving personal information will be assessed before implementation.

This Policy does not constitute blanket consent for private user information to be used to train unrelated general-purpose artificial-intelligence models.

45. Data Protection Impact Assessments

Where a proposed processing activity is likely to create a high risk to individuals’ rights and freedoms, Tikapro will undertake a Data Protection Impact Assessment where required. Particular attention may be given to new functionality involving sensitive information, extensive profiling, significant automated decisions, large-scale monitoring, precise location information, AI or new categories of personal information.

46. Children

Tikapro is intended as a professional employment and recruitment service and is not directed at children. Users must satisfy the minimum age requirements in Tikapro’s Terms and applicable law. Tikapro does not knowingly seek to collect children’s personal information through its normal professional services.

47. Third-party services

Tikapro may contain links or integrations with third-party services. Those organisations may operate under their own privacy policies. Tikapro is not responsible for independent third-party privacy practices merely because Tikapro provides a link to or integration with that service.

48. Social media

Tikapro may operate social-media accounts. Where users interact with Tikapro through a social-media platform, that platform may process information under its own privacy terms.

49. Business sale, investment or restructuring

Tikapro may obtain investment, restructure, merge, sell assets or businesses, establish subsidiaries or be acquired. In those circumstances, relevant personal information may be disclosed to potential investors, purchasers, professional advisers, financiers or successor entities, subject to appropriate confidentiality, due diligence and data-protection safeguards. Any subsequent processing remains subject to applicable data-protection law.

50. Legal disclosure

Tikapro may disclose information where reasonably necessary to comply with applicable law, comply with a valid court order, respond to a lawful regulatory request, prevent fraud, investigate unlawful conduct, protect Tikapro, protect users, protect the public, enforce Tikapro’s Terms or establish, exercise or defend legal claims.

51. User responsibilities

Users must respect other users’ privacy. You must not use Tikapro to:

• Unlawfully collect personal information
• Harvest or scrape user information contrary to Tikapro’s Terms
• Build unauthorised marketing databases
• Sell information obtained through Tikapro
• Send unlawful spam
• Disclose confidential information
• Impersonate another person
• Misuse CVs
• Misuse contact details
• Process information obtained through Tikapro for an unlawful purpose

Tikapro may suspend or terminate accounts involved in misuse.

52. Employer responsibilities

Employers, practices and recruiters receiving personal information through Tikapro are responsible for using that information appropriately. They should use applicant information for legitimate recruitment purposes, secure it, limit access appropriately, avoid unnecessary retention, respect applicant rights, comply with applicable privacy legislation and provide their own privacy information where required.

Tikapro does not assume an employer’s independent data-protection responsibilities merely because the employer obtained information through Tikapro.

53. User-provided third-party information

You must not provide Tikapro with another person’s personal information unless you have an appropriate basis to do so. Where you provide information concerning another person, you are responsible for ensuring that doing so is lawful.

54. Accuracy

Users should maintain accurate account and professional information. Tikapro may provide account functionality allowing information to be corrected or updated. Tikapro may correct inaccurate information where appropriate.

55. Data minimisation

Tikapro intends to collect information reasonably necessary to provide and improve its services. Registration forms and platform features should be periodically reviewed so unnecessary information can be removed.

56. Privacy by design

Tikapro will consider privacy when developing material new features. This includes considering what information is genuinely required, who needs access, default visibility, retention, security, international transfers, user control and applicable legal requirements.

57. Data processors

Tikapro may appoint suppliers to process personal information on its behalf. Where legally required, appropriate contractual provisions will address processing instructions, confidentiality, security, subprocessors, user-rights requests, personal-data breaches, deletion or return of information and audit or compliance obligations.

58. International users

Tikapro may become available to users outside the United Kingdom. Where mandatory privacy legislation in another jurisdiction applies to Tikapro’s processing, eligible users may have additional rights. Tikapro may introduce jurisdiction-specific Privacy Supplements as international operations develop, including for the UK, European Union/EEA, United States, Canada, Australia, New Zealand, South Africa, United Arab Emirates and other jurisdictions.

A jurisdiction should be added when it becomes relevant to Tikapro’s actual operations rather than merely because Tikapro may operate there in the future.

59. UK complaints

Tikapro encourages users to contact Tikapro first so that privacy concerns can be investigated. UK users also have the right, where applicable, to complain to the Information Commissioner’s Office (ICO). Tikapro will cooperate with applicable supervisory authorities as required by law.

60. Changes to this Policy

Tikapro is expected to develop over time. This Policy may therefore be updated to reflect new functionality, additional professions, international expansion, new corporate entities, changes in suppliers, new payment services, AI functionality, advertising, new communication services, changes in law, regulatory guidance, security developments or changes to Tikapro’s business.

The latest version will state its effective date and last-update date. Where a change materially affects how existing personal information is processed, Tikapro will provide additional notice and obtain consent where legally required.

62. Contact Tikapro

For privacy questions, complaints or requests:

• Tikapro Privacy
• Email: privacy@tikapro.co.uk
• Registered address: 123 Stapleton Road, Glasgow & Loch Lomond, United Kingdom
• Telephone: +44 37 827 8227

Users making a rights request should provide sufficient information for Tikapro to identify the relevant account but should avoid sending unnecessary sensitive information by ordinary email.

63. Incorporation into Tikapro Terms and Conditions

This Privacy and Data Protection Policy is incorporated into and should be read alongside the Tikapro Terms and Conditions.

If there is a conflict between this Policy and the Terms and Conditions concerning the processing of personal information, applicable data-protection law and the provisions of this Privacy Policy relating specifically to personal-information processing will apply to the extent required by law.

Nothing in Tikapro’s Terms and Conditions is intended to exclude, restrict or waive a user’s mandatory rights under applicable data-protection legislation.

64. Severability

If any provision of this Privacy Policy is found to be invalid, unlawful or unenforceable, that provision will be interpreted or limited to the minimum extent necessary while the remaining provisions continue in effect, insofar as legally permissible.

65. Global development

Tikapro has been designed as a scalable professional platform capable of operating across professions and international markets. Tikapro may therefore amend its corporate, technological and operational structure as the business develops. Such expansion will not remove privacy protections that apply to existing users.

Where a new entity, country, processing activity or service materially changes the handling of personal information, this Policy will be reviewed and updated accordingly.