Privacy Policy

CANDIDATEX is committed to protecting your privacy. This privacy policy sets out the information we collect when you visit or use the website. We reserve the right to update this privacy policy, and you should check this page frequently.
We may modify this Privacy Policy at any time without any prior notice to you and will post the revised Privacy Policy on the Website. The revised Policy will be effective 180 days from when the revised Policy is posted on the Website and your continued access or use of the Service after such time will constitute your acceptance of the revised Privacy Policy. We therefore recommend that you periodically review this page.

CANDIDATEX’S PRIVACY AND DATA PROTECTION

We aim to ensure that all information from which you can be identified - also known as personal information - is handled in accordance with the UK Data Protection Act 1998, and from 25th May 2018, the EU General Data Protection Regulation (GDPR) ((EU) 2016/679). Your name, contact details and email address are kept securely and are never shared with or sold to any third party. Should you pay by card for any goods or services via our website the transaction is through xxyou’re your records are not kept or stored for future use. By contacting CandidateX you are agreeing to our saving your contact details to add to our newsletter emails which are sent out to keep you informed or to keep you appraised on our latest offerings or developments. This information covers how we collect information about you and what we do with this information. You can also find information about the cookies we use.

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below in paragraph 8.

1. YOUR RIGHTS UNDER UK AND EU DATA PROTECTION LEGISLATION

The Board of CandidateX are the data controllers of your information under the Data Protection Act 1998. All CandidateX staff and representatives must be aware and comply with the Data Protection Act 1988 and/or guidance from the Information Commission when they collect or handle data about an individual.

2. TYPE OF DATA WE COLLECT

We sometimes need to collect identity and contact data: - If you subscribe to our newsletter, your first name, surname and email address are added to our mailing list. Our mailing lists are managed through Mailchimp (their privacy policy can be accessed here). - If you correspond with us, either by email or by another form of communication, your message may include your name, address, email address and telephone number, as well as other personal information. We will never share your mails with any other parties Please see the other link for more information about cookies on our website.

When we run surveys or ask you to create an account on our Talent Intelligent Platform, we will additionnaly ask you to provide sensitive personal information such as race or ethinicy, sexual orientation, education etc.. 

This sensitive information will NEVER be shared with anybody outside of CandidateX and will only be used, in its anonymised and aggregated form, to support us and the CandidateX community (candidates and recruiters) in measuring the progresses of DEI in the workplace.


3. HOW WE WILL USE YOUR IDENTITY DATA/INFORMATION

We may use the information about you for the following purposes: - To inform and to update you about our services and DEI data. The legal basis is consent under Article 6(1)(a). If you wish to unsubscribe from our newsletter, please see below. - To respond to your enquiry. The legal basis is consent under Article 6(1)(a).

4. DISCLOSURE AND TRANSFER OF PERSONAL INFORMATION

CandidateX will never sell your personal information. We will also not pass on your personal information to third parties except where it is both necessary and in accordance with this privacy policy. It will be necessary for us to share your personal information with: - Government bodies and where we are required by law to disclose

5. DATA TRANSFER OF PERFONAL INFORMATION

This section outlines how we handle the transfer of personal information, including first names, last names, resumes, and locations, for individuals residing in Europe and the United States.

5.1 -International Data Transfers

When you use our Talent Intelligent Platform and apply to published roles, note that your personal information may be transferred to and processed in countries outside the European Economic Area (EEA) and the United States, where data protection laws may differ from those in your country of residence. 
We take appropriate steps to ensure that your personal information receives an adequate level of protection in accordance with applicable data protection laws.


5.2 Legal Basis for Data Transfers

For transfers of personal information from Europe to the United States, we rely on the EU-U.S. Privacy Shield Framework or other appropriate data transfer mechanisms, such as Standard Contractual Clauses, to ensure the protection of your data.

6. OPTING OUT OF OUR MAILING LIST

Every newsletter update contains an unsubscribe link in the footer. By unsubscribing, this automatically takes you off the list and you will not be emailed again by CandidateX

7. STORING AND PROTECTING INFORMATION ABOUT YOU

CandidateX does ensure that we store all personal data in a secure and safe manner and that all CandidateX staff, contractors and representatives will be responsible for ensuring the safety of all data. 6.1 We do ensure that all manual files and databases are kept up-to-date and have an agreed archiving policy. We do check and keep regular maintenance of this data and discard data when necessary. 6.2 We do ensure that all personal data is encrypted at rest and in transit. 6.2 We do ensure that employees and representatives protect individuals' data from accidental disclosure and that they know they have a legal duty to ensure they do not:

6.2.1 give passwords to other people, who will then have access to the data
6.2.2 recycle reports that contain personal data
6.2.3 leave data in a public place or that is easily accessed by unauthorised personnel, for example left about on laptops or in files either in or out of the office, where they can be accessed.

8. THIRD PARTY LINKS & USE OF YOUR INFORMATION

Our Service may contain links to other websites (such as YouTube) that are not operated by us. This Privacy Policy does not address the privacy policy and other practices of any third parties, including any third party operating any website or service that may be accessible via a link on the Website. We strongly advise you to review the privacy policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

9. YOUR RIGHTS

You have the right to access your personal data we may hold on you, and you have the right to require inaccurate personal data to be corrected. You also have the right to have your personal data deleted and the right to restrict the processing of your data in certain circumstances. If you wish to exercise these rights, please contact man.wong@candidatex.co. We will respond within one month.

10. RETENTION

We will retain your personal information with us for 90 days to 2 years after user accounts remain idle or for as long as we need it to fulfill the purposes for which it was collected as detailed in this Privacy Policy. We may need to retain certain information for longer periods such as record-keeping / reporting in accordance with applicable law or for other legitimate reasons like enforcement of legal rights, fraud prevention, etc. Residual anonymous information and aggregate information, neither of which identifies you (directly or indirectly), may be stored indefinitely.

11. GRIEVANCE / DATA PROTECTION OFFICER:

If you have any queries or concerns about the processing of your information that is available with us, you may email our Grievance Officer at CandidateX Ltd, International House, Nile Street, email: man.wong@candidatex.co. We will address your concerns in accordance with the applicable law Date created and modified 

Document created: 02 dec 2021 

Date modified:06 Sept 2023
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