Privacy Policy

@Ninox Limited

Registered in England number 13382177

Registered office: 5 Woodhatch Spinney, Coulsdon, CR5 2SU, UK

@Ninox Limited ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and share personal data when you interact with us.

Information We Collect

We collect personal data through various channels, including our website, written correspondence (including email), CVs, conversations, or meetings with our consultants. We also obtain personal data from third parties, including:

Referees - when you are offered a job.
Former employers - to confirm dates of employment.
Educational institutions - to check your academic qualifications.
Relevant authorities - to obtain details of unspent criminal convictions.
Credit reference agencies - to check your financial standing.
Publicly available sources - such as LinkedIn and social media sites.
Clients - to whom we have provided your CV and engaged with you as part of a job application or given feedback on your CV.

Purposes of Data Collection

We collect and use personal data to:

Provide recruitment services and match candidates to job openings.
Communicate with clients and candidates.
Respond to requests and enquiries.
Optimise website performance and user experience.
Inform you about our services, including job opportunities, industry reports, events, promotions, and competitions.
Conduct satisfaction surveys.
Establish and maintain commercial relationships with business clients.
Ensure efficient business operations.
Fulfil contractual obligations.
Establish, exercise, or defend legal claims.
For direct marketing purposes.

Legal Basis for Processing

We process your personal data based on:

Your consent.
The performance of a contract with you.
Compliance with legal obligations.
Our legitimate interests or those of a third party, which include maintaining communication with clients and candidates, informing you about similar services, ensuring efficient operations, and maintaining business relationships.

Data Sharing

We may share your personal data with:

Potential employers/employees
Service providers who support our business operations.
Relevant authorities where required by law.

Data Retention

We retain personal data for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements. The criteria we use to determine retention periods include the nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, and our legal obligations.

Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. These measures include secure servers, encryption, and access controls.

Your Rights

You have the following rights regarding your personal data:

Right to access.
Right to rectify.
Right to erase.
Right to restrict processing.
Right to data portability.
Right to object to processing.

To exercise these rights, please contact zoe.lepluart@ninox-limited.com.

We are subject to applicable data protection legislation including but not limited to the General Data Protection Regulation (Regulation (EU) 2016/679) (the “GDPR”), and the UK GDPR. Please note that when we refer to the GDPR throughout this Privacy Policy, we are referring to both the GDPR and UK GDPR.

Cookies and Tracking

We use cookies and similar tracking technologies to enhance user experience on our website. For more information, please refer to our Cookies Policy.

International Data Transfers

We do not transfer personal data outside the UK/EU.

Complaints

If you have any questions about our privacy policy or our processing of your personal data, or if you wish to make a complaint, please email us at zoe.lepluart@ninox-limited.com. You also have the right to lodge a complaint with the UK Information Commissioner’s Office:

Telephone: 0303 123 1113
Website: https://ico.org.uk/concerns/.
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Policy Updates

We may update this privacy policy from time to time. We will post any changes on this page.

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