Privacy Policy

Introduction

Working Holiday Work ("we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal information when you use our website and services.

This policy applies to all users of our website at workingholidaywork.com and our related services. By using our website, you consent to the collection and use of your personal information as described in this Privacy Policy.

Data Controller

Working Holiday Work is the data controller for the personal information we collect and process. You can contact us at:

Information We Collect

Personal Information You Provide

• Account information: Name, email address, password

• Profile information: Skills, experience, location, bio, phone number

• Job application data: Cover letters, resumes, application responses

• Helping Hand applications: Personal details, travel preferences, experience

• Communication: Messages sent through our contact forms or support channels

Information Collected Automatically

• Website usage data: Pages visited, time spent, clicks, search terms

• Device information: Browser type, operating system, IP address, device identifiers

• Location data: Approximate location based on IP address

• Cookies and tracking technologies: As described in our Cookie Policy

Free Tools (Itinerary Builder and Visa Checker)

• What you enter in the itinerary builder (your plans, and any name, age, sex or job details you add for the embassy form) is saved only in your own browser, on your device. It is not sent to us, and you can delete it by clearing your browser's site data.

• A share link you create holds a copy of your plan in the link itself, with your name and job details left out. Anyone you give the link to can open that copy.

• We record anonymous usage events, such as which passport country is chosen, that a plan was saved as a PDF, or the visa outcome you choose to tell us. These events don't include your plans or personal details.

• The first time you save or share your itinerary, we ask for your email address. We use it to email you a link back to your plan, and we keep it with the date you saved and your passport country. Your plan itself passes through our server only to build that link and is not kept.

• Working holiday tips emails are optional. We only send them if you tick the box to sign up, and we keep a record of what you agreed to and when. You can unsubscribe at any time by replying "unsubscribe" or contacting us.

• If you send a report with "Something wrong with this form?", we receive your message, your passport country and form type, and your email only if you give it.

Third-Party Information

We may receive information about you from third parties, such as social media platforms if you choose to connect your accounts, or from employers when they respond to your job applications.

How We Use Your Information

To Provide Our Services

• Create and manage your account

• Match you with relevant job opportunities

• Process your job applications and Helping Hand applications

• Enable communication between you and potential employers

• Provide customer support and respond to your inquiries

To Improve Our Services

• Analyze website usage to improve user experience

• Develop new features and functionality

• Conduct research and analytics

• Monitor and maintain the security of our platform

For Legal and Business Purposes

• Comply with legal obligations and regulatory requirements

• Prevent fraud, abuse, and security incidents

• Enforce our Terms of Service

• Protect our rights and the rights of our users

Legal Basis for Processing (UK GDPR)

• Contract: Processing necessary to perform our services and fulfill our contractual obligations to you

• Legitimate interests: Improving our services, security, fraud prevention, and business operations

• Consent: Marketing communications and non-essential cookies (you can withdraw consent at any time)

• Legal obligation: Compliance with applicable laws and regulations

How We Share Your Information

With Employers

When you apply for jobs, we share your application information (including your profile, CV, and cover letter) with the relevant employers. For our Helping Hand service, we share your information with partner employers when we introduce you to them.

With Service Providers

We work with trusted third-party service providers who help us operate our platform, including:

• AWS (Amazon Web Services) for hosting and data storage

• Google Analytics for website analytics

• PostHog (EU data hosting) for website analytics, session recordings with form inputs hidden, and error reports. If you accept analytics cookies and then apply, we link your visits to your application email so we can improve the application process

• Email service providers for transactional emails

For Legal Reasons

We may disclose your information if required by law, regulation, legal process, or to protect our rights, property, or safety, or that of our users or the public.

Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this Privacy Policy:

• Account data: Retained while your account is active plus 2 years after account closure

• Job applications: Retained for 3 years to facilitate potential future opportunities

• Analytics data: Retained for up to 26 months in Google Analytics, and up to 1 year in PostHog (session recordings for up to 30 days)

• Legal compliance: Retained as required by applicable laws

Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest

• Regular security assessments and monitoring

• Access controls and user authentication

• Secure hosting infrastructure with AWS

• Regular backups and disaster recovery procedures

International Data Transfers

Some of our service providers are located outside the UK and EEA, including AWS and Google Analytics. When we transfer your personal information internationally, we ensure appropriate safeguards are in place:

• Transfers to countries with adequacy decisions from the UK government

• Standard Contractual Clauses (SCCs) approved by the UK authorities

• Certification schemes and codes of conduct where appropriate

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated policy on our website and updating the "last updated" date. For significant changes, we may also notify you by email.