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Privacy & Cookies - Our promise to you

At Graphcore, we are committed to protecting the privacy and security of our customers and site visitors. We will always strive to keep your data safe and secure. Our Privacy Policy outlines exactly why we need your data and how we use it. If you have any questions or concerns relating to the privacy of your data, please contact us at info@graphcore.ai. For all our services, the data controller (the company responsible for your privacy) Graphcore Limited.

Information Collection 

Our site uses mail forms to fulfill customer requests for information. We collect contact information (names, email addresses and company names, for example) submitted voluntarily from the mail forms. We do not collect or store any type of personal or sensitive data which has not been submitted voluntarily. We do maintain usage logs that allow us to help monitor how visitors are using our web site so that we may better assess their needs.

We use third-party service providers to monitor traffic patterns to show how and when visitors use our site. These monitoring technologies may use cookies where authorized by Graphcore. This information is used to improve site design and enhance the visitor experience. The information collected by these means is anonymous and does not personally identify the visitor. Note that browser Privacy Options may offer user control over the acceptance of both first and third party cookies.

How we use your information

We use your information for a variety of reasons. Some of these include but are not limited to; to provide information to our customers, to send you our newsletter and invitations to events, to provide you with product updates or to reply to a job application submitted to us.

If you choose to provide us with information about yourself by applying for a job at Graphcore and sending your CV, we will ensure it is held securely for a maximum of 6 months. It may be accessed from Graphcore locations, as required for recruitment purposes, by personnel with appropriate privileges. Personal data may be shared with external organisations as required to facilitate the recruitment process. 

Sharing your information

We do not, and will not, sell any of your personal information data to any third party. We value our customers trust and loyalty.

However, we share your data with some companies as an essential part of being able to effectively provide all of our services to you. These companies include our Customer Service platform provider – to provide a customer ticketing system and our marketing platform provider – to send you email updates and product news, for example. You can contact us at info@graphcore.ai for a full list of these third parties.

Marketing Messages

If you have asked to receive email updates such as our newsletter, invitations to events and webinars or product information, we’ll send them to you until you tell us otherwise. If you’d like to stop receiving marketing messages from us, you can do so at any time by:

- Clicking on the ‘unsubscribe’ link in any email
- By contacting us at info@graphcore.ai

Once you do this, we’ll make sure you don’t receive any further marketing messages from us. Please note that it may take a few days to fully update all of our systems and process your request, so you may receive an email during that process. Please note, if you have multiple email addresses you will need to unsubscribe each email address individually. Stopping marketing messages will not stop customer communications, if you use Graphcore products.

Keeping your information

We’ll hold onto your information for up to 2 years or as long as we need it in order to provide our services to you. We may keep hold of some of your information as required, if it is reasonably necessary to meet legal requirements, prevent fraud or enforce our terms and conditions.

Changes to how we protect your privacy

We may update this page from time to time, to ensure you are fully informed about how we are processing your data. If we make significant updates to our policy, we will contact you by email so that you can review any upcoming changes before you continue to use our services.

Cookies

We use cookies on our website. For more information on cookies, please see our Cookie Policy.

Where we store your personal data

We may store your information outside of the EEA, but only in countries who have a GDPR compliant Privacy Shield in place, such as the USA.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Disclosure of your information

We may disclose your personal information to third parties: If Graphcore Limited or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.

If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of Graphcore, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Your Consent

By using our web site, you consent to the collection and use of information as specified above. If we change our privacy policy, we will post those changes on this page so that you are always aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it.

How to contact us

If you have any questions about this privacy notice or would like us to stop using your information, please contact us at:

Email: info@graphcore.ai
Phone: +44 (0) 117 214 1420
Post: 11-19 Wine Street, Bristol, BS1 2PH, UK

About us

Graphcore.ai is a site operated by Graphcore Limited (company number 10185006), whose registered office is 107 Cheapside, London, EC2V 6DN (Graphcore). VAT Number: 244987658.

Candidate Data (V1.1 25 October 2019)

1. What is the purpose of this notice?

1.1. Graphcore Limited (company number 10185006), whose registered office is 107 Cheapside, London, EC2V 6DN (Graphcore) is committed to protecting the privacy and security of your personal information.

1.2. This privacy notice describes how we collect and use personal information about you during and after your application to work with us (whether as an employee, worker or contractor), in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

1.3. Graphcore is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

1.4. This notice applies to any prospective employees, workers and contractors. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time.

1.5. It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

2. The kind of information we hold about you

2.1. Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

2.2. There are “special categories” of more sensitive personal data which require a higher level of protection. Please see 2.4 below.

2.3. In connection with your application for work with us, we may collect, store, and use the following categories of personal information about you:

2.3.1. Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.

2.3.2. Recruitment information (including interview notes and opinions taken during and following interviews and other information included in a CV or cover letter or as part of the application process).

2.3.3. Employment records (including job titles, work history, training records and professional memberships).

2.3.4. Any test results of any tests, usually coding or personality tests, included in the recruitment process.

2.3.5. Compensation history.

2.4. We may also collect, store and use the following “special categories” of more sensitive personal information:

2.4.1. Information about any specific access requirements in relation to interview attendance.

3. How is your personal information collected?

3.1. We typically collect personal information through the application and recruitment process, either directly from you or sometimes from an employment agency.

4. How we will use information about you

4.1. We need the categories of information in the list above primarily because they are necessary for assessing your suitability for employment, entering into a potential contractual relationship with you and to enable us to comply with legal obligations. The situations in which we will process your personal information are listed below:

4.1.1. Making a decision about your recruitment or appointment.

4.1.2. Determining the terms on which you work for us.

4.1.3. Checking you are legally entitled to work in the UK.

4.1.4. Assessing qualifications for a particular job or task.

4.1.5. Dealing with legal disputes involving you.

4.1.6. Ascertaining your fitness to carry out the role.

4.1.7. Complying with health and safety obligations.

4.2. In terms of our legitimate interests or the legitimate interests of third parties, these legitimate interests are to enable us to deal with and defend any dispute or legal proceedings.

4.3. We may also use your personal information where we need to protect your interests (or someone else’s interests). For example, if you became seriously unwell or had an accident during the recruitment process, we may need to provide a hospital with personal information about you.

4.4. If you fail to provide information when requested which is necessary for us to consider your application (such as evidence of qualifications or work history), we may not be able to process your application successfully.

4.5. We will only use your personal information for the purposes for which we collected it. Occasionally we may reasonably consider that we need to use it for another reason compatible with the original purpose. For example, if we contact you about a different role (or career opportunity) than the one you originally applied for. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

4.6. There are limited circumstances where we will disclose your personal information without your knowledge. Any such disclosures will be made either where required by law or in line with data protection legislation (for example, in relation to police investigations).

5. How we use sensitive personal information

5.1. “Special categories” of sensitive personal information require higher levels of protection.

5.2. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:

5.2.1. In limited circumstances, with your explicit written consent.

5.2.2. Where we need to carry out our legal obligations and in line with our data protection policy.

5.2.3. Where it is needed for equal opportunities monitoring, and in line with our data protection policy.

5.2.4. Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.

5.2.5. Where it is necessary for establishing, exercising or defending legal claims.

5.3. We will use your sensitive personal information in the following ways:

5.3.1. We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.

5.3.2. We may use all special categories of data to defend legal claims.

6. Data sharing

6.1. We work with certain third parties during our recruitment process. These are:

6.1.1. Greenhouse (applicant tracking system)

6.1.2. LinkedIn Talent Solutions

6.1.3. Various recruitment agencies

The use of Greenhouse means that personal data will be stored in the US, outside the European Economic Area (EEA). Greenhouse are US-EU Privacy Shield compliant and we have a contract in place with Greenhouse and their privacy information is available at https://www.greenhouse.io/legal  

6.2. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

6.3. We may share your personal information with a regulator or to otherwise comply with the law.

7. Data security

7.1. We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.

7.2. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

8. Data retention

8.1. We will retain your personal information for as long as necessary to complete the recruitment process. This will include retaining information so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. For unsuccessful candidates, we will then securely destroy your personal information after six (6) months. For successful candidates, your application and recruitment information will transfer across to your employee folder.

8.2. If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.

8.3. If you are successful in being appointed to a role with us, our privacy notice for an employee will apply. A copy will be available on our Company intranet.

9. Rights of access, correction, erasure and restriction

9.1. It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes.

9.2. Under certain circumstances, by law you have the right to:

9.2.1. Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

9.2.2. Request correction of the personal information that we hold about you.  This enables you to have any incomplete or inaccurate information we hold about you corrected.

9.2.3. Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

9.2.4. Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

9.2.5. Request the transfer of your personal information to another party.

9.3. If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please send your request to peopleteam@graphcore.ai

9.4. You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

9.5. We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

10. Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer or personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the People team. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

11. Right to complain

You have the right to make a complaint at any time to the Information Commission Office (ICO), the UK supervisory authority for data protection issues. For further information please see https://ico.org.uk/make-a-complaint/ 

12. Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.