Data Processors

Data Processors, Sub-Processors and Suppliers

Data Processors, Sub-Processors and Suppliers

We have listed the third party processors, suppliers and sub-processors we currently work with. We ensure we have a written contract in place with any third party processor we use to ensure that the processor only acts on our written instruction, that we are confident in the security of the data we have shared, and that we can perform audits and inspections to ensure that the data we share with them is secure and they are compliant with relevant data protection laws. These third party service providers are required not to use your Personal Data other than to provide the services requested by us.

These suppliers and sub-processors include:

  1. Aircury Ltd, a company that provides us with products and services for transferring and transforming data between our data systems. Data location: UK, and is registered under company number 10641335.
  2. Amazon Web Services, Inc. (AWS), a subsidiary of Amazon.com, Inc which provides our cloud computing services. Data location: UK.
  3. Ashby, provides recruitment software used to manage applications for Multiverse job vacancies. Data location: USA.
  4. Auth0 (Okta, Inc.), an identity and management platform used to provide Single Sign On (SSO) capability across our platforms. In order to provide this service, they securely store the following user data: email address, Multiverse account password, first name and last name. Data location: USA.
  5. Cognassist (e-Quality Learning Ltd), a service developed to enable us to identify and support apprentices with additional learning needs. Data location: UK, and registered with the Information Commissioner’s Office under the UK Data Protection Act (no. ZA148727). Reason for processing: Legitimate interest of Cognassist to perform assessment and then ongoing support to apprentices on behalf of the Training Provider. Name needed to identify outcome of the report with the individual. Date of birth needed to inform assessment outcome based on age. Email and mobile phone number is collected to enable Cognassist to contact individuals to provide further support following assessment. Postcode is collected because Cognassist are trying to build up national profiles for their research into learning needs.
  6. Freshdesk (Freshworks Inc.), a customer support software used to communicate with users and track queries to ensure they are resolved. Data location: USA.
  7. Github, internal code repository for Multiverse as well as a repository for apprentice curriculum materials. Data location: USA
  8. G Suite and Google Cloud Platform (Google Group), which provides cloud computing, productivity and collaboration tools, software and products to us. Data location: EU.
  9. Heap Inc., used to provide user analytics to improve our products and services. We'll never capture sensitive information (e.g. passwords) and avoid capturing more data than required to improve our products and services. Data location: USA.
  10. HiBob, Human Resource Information System used to manage the Multiverse employee lifecycle. Data location: EU.
  11. Hivebrite, a cloud community management and engagement provider, which allows us to host and manage the Multiverse Community Hub. Data location: EU.
  12. Hotjar, a technology service that helps us better understand our users’ experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.), enabling us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behaviour and their devices. This includes a device's IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf.
  13. Hubspot, marketing and sales platform that helps attract visitors and convert leads. Data location: USA.
  14. Intercom, Inc., customer support software to manage queries from users through to resolution. Data location: EU.
  15. iPEGS Ltd (MiPEGS service), a service that allows us to collect information and data from you through digital forms that you complete electronically. Data location: UK, and registered with the Information Commissioner’s Office under the UK Data Protection Act (no. ZA166460). Reasons for processing: Legal obligation with the Education and Skills Funding Agency.
  16. Iterable, a service that allows us to send emails and SMS messages to you based on customer segments, for managing your Multiverse application and marketing purposes. Data location: USA.
  17. Jumpcloud, open directory platform that manages Multiverse identity, access and device management. Data location: USA.
  18. Meta Platforms, Inc, a social network and advertising platform that allows us to communicate with you and advertise to prospective candidates. Data location: USA.
  19. Microsoft Teams, chat based workspace that is used as an alternative communication method with clients and apprentices. Data location: UK.
  20. OpenAI, hosts ChatGPT, the large language model used to create AI-based tools and features. Data entered into ChatGPT is not used to train OpenAI's own in-house models. Data location: USA.
  21. OVH Ltd, a cloud infrastructure provider, which allows us to host data servers. Data location: UK, and is registered with the Information Commissioner’s Office under the UK Data Protection Act (no. Z1153433). All of our OVH servers are located within the UK and are owned by Multiverse.
  22. Pellcomp Software Ltd, the provider of the PICS learner management system that we use to manage learner data once an apprentice starts an apprenticeship, and for financial management services. Data location: UK, and registered with the Information Commissioner’s Office under the UK Data Protection Act (no. Z7316870).
  23. Postmark, tool used to send emails from our platform. Data location: USA.
  24. Qualtrics International Inc., tool to create surveys that are sent to clients and apprentices. Data location: EU.
  25. Salesforce, Inc., CRM software for sales and marketing. Data location: UK.
  26. Slack, instant messaging platform for employees. Data location: USA.
  27. SmartSurvey Ltd, Tool to create surveys that are sent to clients and apprentices. Data location: UK.
  28. Tableau Software UK Ltd, a data visualisation and analytics platform. Data location: UK, and is registered with the Information Commissioner’s Office under the UK Data Protection Act (no. Z2760739). All data processed using Tableau software is stored within the UK on Multiverse-owned servers.
  29. The Education and Skills Funding Agency (ESFA), the executive government agency of the UK Department for Education, with which we share learner data in accordance with the terms and conditions of funding imposed on providers of learning and our legal obligation as a training provider. Data location: UK, and registered with the Information Commissioner’s Office under the UK Data Protection Act (no. Z1001723).
  30. Turnitin, plagiarism checker for apprentice coursework. Data location: USA.
  31. Webanywhere, Host our learner management system Applied. Data location: UK.
  32. Zapier, provides software to integrate web applications via automation. Data location: USA.
  33. Zoom, cloud video conferencing used by employees as well as with clients and apprentices. Data location: USA.