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Media Checks statement of fair processing

By accessing the eBulk system and providing thirtyone:eight with your personal details, you agree to accept and be bound by the terms of this fair processing statement, summarised here. 

Our online service is committed to protecting the privacy of our users.When you supply any personal information to this site, we have legal obligations towards you in the way we deal with your data as follows:  

  1. We will hold your personal information on our systems for as long as needed to meet the service you have requested and remove it in the event that the purpose has been met. 

  1. We will ensure that all personal information supplied is held securely, in accordance with the UK Data Protection Legislation (Data Protection Act 2018 and UK GDPR). 

  1. We will provide a safe and secure experience for users of this site. 

  1. We will ensure that the information you submit to us remains private, and is only used for the purposes set out below. 

 Fair Processing Principles 

  • Your personal information is only processed with your knowledge. 

  • Only information that we actually need is collected and processed. 

  • Your personal information is only seen by those who need it to do their jobs. 

  • Personal information is retained only for as long as it is required. 

  • Decisions affecting you are made on the basis of reliable and up to date information. 

  • Your information is protected from unauthorised or accidental disclosure. 

  • Inaccurate or misleading data will be corrected as soon as possible. 

  • Procedures are in place for dealing promptly with any dispute. 


All information requested is used solely for the purpose of carrying out a background check on your online digital presence. 

For Media/Social Media checks we use a third-party professional screening partner, SP Index (https://www.sp-index.com), experienced in processing personal data for the purpose of such checks. The scope of such checks will include all online open-source information, but specifically:

  • Up to 10 years online history 

  • Results may include historic content outside of this period where such content is readily and publicly visible at the time of the research 

  • Social and professional networking and media 

  • Blogs and vlogs 

  • News and media reports 

  • Information displayed publicly online by 3rd parties 

  • Any other relevant open-source information available 

Data is collected, stored and processed by Thirtyone:eight, Security Watchdog and SP Index in accordance with the UK Data Protection Act and UK GDPR. We will treat your personal information as confidential and we will not disclose it to any third party except: (i) with your prior agreement; (ii) as necessary for providing our Media/Social Media checking service to you and your employer (those involved in your recruitment process and responsible for safeguarding at an organisational level); or (iii) as required by law.

For example, in the Church of England, where a parish has joined Thirtyone:eight via their diocese, applications are accessible to the diocese, as they are involved in the recruitment process and are responsible for safeguarding at an organisational level. 

Any organisation which uses this eBulk is obliged to sign a service contract requiring them to:

  • Abide by the UK Data Protection Act and UK GDPR

The Matrix Security Watchdog eBulk solution is hosted within an ISO27001, UK-based data centre and all components of the service are protected by intrusion detection and intrusion prevention devices. Completed applications are fully encrypted and securely transferred to SP Index using the eBulkPlus Interface. 

eBulk Recruiter Agreement 

All organisations using the eBulk system must agree to: 

  1. Ensure that all personal information supplied is held securely, in accordance with the UK Data Protection Legislation (Data Protection Act 2018 and UK GDPR). 

  1. Continue to ensure that all users follow the instructions contained within Thirtyone:eight guidance. 

  1. Ensure that all User Accounts and other details are kept safe and secure. 

  1. Not share User Account Details with any party not explicitly authorised by Thirtyone:eight. 

  1. Request Thirtyone:eight to withdraw the Account details from any user acting in a malicious manner or users no longer authorised to access the System. 

  1. Not divulge the user account details to Thirtyone:eight (except for support purposes) or any third party. 

  1. Ensure that any Media/Social Media checks requested or carried out only with the applicant’s permission and consent. 

  1. Ensure that Media/Social Media checks results are not kept any longer than necessary to make a suitable decision and in line with your organisational policies.  

  1. Comply with any new or revised guidance or relevant legislation that Thirtyone:eight notify you about. 

  1. Ensure all applicants have awareness of and have read the Thirtyone:eight statement of fair processing. 

  1. Acknowledge that Thirtyone:eight can hold no responsibility and will not support Users accessing the service if any issue of liability arises from use of the Customer’s or User’s equipment. 

  1. Ensure that User computers have appropriate up to date anti-virus software, anti-malware, and an active firewall. 

  1. Ensure the utmost security of the eBulk system and encourage all users to use as secure an email address as they can by using strong passwords and two factor authentication and users must not divulge email passwords or log in details to anyone else. 

  1. Ensure all Users have received appropriate training to use the System. 

  1. Not use the System in a manner that may harm or impair any other party’s use of it. 

  1. Not use the System in an attempt to gain unauthorised access to any service, network, account or data by any means. 

Page last updated: 01 October 2024