Privacy Policy

ActionHR Privacy Notice (Recruitment Platform – Tribepad)

Last updated: 28/04/2026

1. Introduction

ActionHR takes the security and privacy of personal information seriously and is committed to protecting your data.

ActionHR is the Human Resources Shared Service for the Royal Borough of Kingston upon Thames and the London Borough of Sutton. The Royal Borough of Kingston is the hosting authority for the service.

This privacy notice explains how we collect, use, and protect your personal information when you use our recruitment platform (powered by Tribepad).

For further information on how Kingston Council processes personal data, please refer to Kingston’s General Privacy Notice.

2. Who is responsible for your data

The Royal Borough of Kingston upon Thames is the Data Controller for personal data processed through this recruitment platform.

Tribepad acts as a Data Processor, providing the recruitment system on our behalf.

3. What information we collect

When you use the recruitment platform, we may collect and process:

  • Personal details (e.g. name, address, contact details)

  • Employment history and qualifications

  • Application information (CVs, supporting statements)

  • Equal opportunities monitoring information (where provided)

  • Right to work information

  • References and pre-employment check information

  • System usage data (e.g. login activity)

We may also collect limited technical information such as IP address and browser type through cookies and analytics tools.

4. How we use your information

We use your personal data to:

  • Process and manage job applications

  • Assess your suitability for roles

  • Communicate with you about your application

  • Carry out pre-employment checks

  • Monitor equality and diversity (where applicable)

  • Improve our recruitment services

5. Lawful basis for processing

We process your personal data under the following lawful bases:

  • Performance of a contract (to process your job application)

  • Legal obligation (e.g. right to work checks)

  • Legitimate interests (to manage recruitment effectively)

  • Consent (for optional data such as equality monitoring)

6. Sharing your information

Your information may be shared with:

  • Relevant hiring managers and recruiting services within participating councils

  • Tribepad (as our system provider)

  • Third-party providers involved in recruitment processes (e.g. referencing, DBS checks), where applicable

We do not sell your personal data.

7. International data transfers

Your data will not be transferred outside the UK or EEA unless appropriate safeguards are in place in line with UK GDPR.

8. Data retention

We retain your personal data in line with recruitment retention schedules:

  • Candidate data is typically retained for [e.g. 6–12 months] after the recruitment process ends

  • If you are successful, your data will be transferred to your employee record

  • You may request deletion of your data where appropriate

9. Your rights

Under data protection law, you have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request deletion of your data

  • Restrict or object to processing

  • Withdraw consent (where applicable)

To exercise your rights, please contact us using the details below.

 

10. Cookies and website tracking

The platform uses cookies to support functionality and improve user experience. You can manage your cookie preferences through your browser settings.

11. External links

This platform may contain links to external websites. We are not responsible for the privacy practices of those sites.

12. Contact and complaints

If you have any questions about this notice or how your data is used, please contact:

Email: sla.actionhr@kingston.gov.uk

You also have the right to complain to the Information Commissioner’s Office (ICO):
https://www.ico.org.uk

13. Changes to this notice

We may update this privacy notice from time to time. The latest version will always be available on this page.