Introduction

The UK General Data Protection Regulation provides individuals (known as data subjects) with the ‘Right to be Informed’. This means organisations that collect, store and use (or ‘process’) your data, are legally required to provide information to which you are entitled to.

At Candidates Matter (Cogitatio Ltd) we take the privacy and security of your personal information very seriously. We commit to protect any personal information you share with us, or that we legitimately receive from a partner organisation.

We will be open about how we process your personal data and act in accordance with data protection legislation and we will never sell your personal information to third parties.

By using our website and our services you are agreeing that you have read, understand and agree to the terms in this policy.

Contents:

1. Who we are

2. Data we collect

3. How we collect your data

4. Our lawful basis

5. How we use your data

6. Who we share your data with

7. Data retention

8. How we keep your information safe

9. Your rights

10. How to contact us

1. Who we are

Candidates Matter is a trading name of Cogitatio Ltd.  Our goal is to improve the recruitment process in the industry and bring a more human touch to the existing processes.

Cogitatio Ltd was founded in 2010 and provides a range of services for businesses and consumers of which Candidates Matter is just one.

2. Data we collect

“Personal Information” is information that identifies you as an individual or relates to an identifiable individual. Personal Information we may collect through Candidates Matter services registration, feedback forms, sign-up forms, surveys, websites, public databases and third parties includes:

 

Information:

• First Name and surname

• Business Name (if applicable)

• Postal Address

• Email Address

• Phone Numbers

• Date of Birth

• Payment details (card numbers and bank details as per your choice of payment method)

 

Website Usage:

• Details of your visits to and usage of our websites

• Details of whether you have:

  • Opened our emails.

  • Clicked on a link.

  • Watched our videos.

 

3. How we collect your data

We collect personal information when you register to use one or more of the Candidates Matter services and/or when you provide feedback, or sign up on- or off-line to receive information.  We also collect personal data about you from 3rd parties who use our membership verification pages as they have to provide your personal details and membership number to validate your membership.   We may supplement the information you provide with data from the public domain, such as Companies House and other public databases. 

 

When you use our websites or apps

• You can find details about our Cookie Policy on our website.  Like most websites, ours use ‘cookies’ to help us make our websites, and your user experience, better. Cookies mean that a website will remember you.

• We track the Internet Protocol (IP) address used to connect your computer to the Internet; computer connection information such as browser type and version; and time zone setting, browser plug-in types and versions; operating system; download history, which we sometimes aggregate with similar information from other contacts to improve the navigation and services.

• During some visits we may use software tools such as JavaScript to measure and collect session information, including page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.

4. Our Lawful basis

The use of our services is optional.  But, as part of the provision of these services you will need to agree to provide certain personal information to allow us to identify you, ensure the security of your services and help prevent fraud. 

We have contractual relationships with suppliers, customers and employees processing is necessary to administer the pre-contract and contractual obligations for the performance of a contract. We use personal information in ways, you would reasonably expect to keep you informed and to run the business.  We process and share some information because it is necessary to comply with laws and regulations to do with running an organisation and employing staff including but not limited to – health & safety legislation, tax laws, human rights and employment laws. 

Consent

• The provision of information to stakeholders, which may include direct marketing, will be done when the data subject has explicitly consented to the processing of their personal data for one or more specific purposes.

• Consent will be used for the main subject of photography and recording (video and audio).

 

5. How we use your data

We collect and use personal information for the purpose of delivering the Candidates Matter Services.  We may use the information you give us along with details about the pages you read, your attendance at events and the products and services you use, as well as data from other appropriate third parties, to help us make our information, services, and communications more relevant for you.  We also us it to identify usage trends on our websites and social media channels in order to enhance, improve or modify our websites and to facilitate your participation in interactive features you may choose to use on our websites and social media, also to personalise your user experience by presenting content tailored to you.  We may also use your data when testing our services to minimise the impact of bugs in our services.

We may contact you to notify you regarding your account, to troubleshoot problems with your account, to resolve a dispute, to collect fees or monies owed, to poll your opinions through surveys or questionnaires, to send updates about our company, or as otherwise necessary to contact you to enforce our User Agreement, applicable national laws, and any agreement we may have with you. For these purposes we may contact you via email, telephone, text messages, and postal mail.

6. Who we share your data with

 We only share your data in the following circumstances:

• Where we appoint reputable data processors to complete processing activities on our behalf. For example, the use of website tools and hosting to publish and run our website and services.  The current suppliers of Candidates Matter (Cogitatio Ltd) includes (but is not limited to and may change from time to time:

  • Wix (website hosting)

  • Microsoft (Office 365 and other technologies)

• Our website is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to sell our products and services to you. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall.  
   
  All direct payment gateways offered by Wix.com and used by our company adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of credit card information by our store and its service providers.

• We will never sell your personal information to third parties or release your personal information to any company outside of the Candidates Matter (Cogitatio Ltd) for their mailing or marketing purposes.

• You information will be shared when an organisation wished to verify your membership.  Under this function, the organisation verifying your membership will provide to us personal information and your membership number and we will respond with a valid or invalid response.

7. Data retention

• We will retain your personal information for no longer than necessary for the purpose it was obtained unless a longer retention period is required or permitted by law.

• The length of retention will be ongoing unless you request that we delete your data under your right to be forgotten.  Should you decide to use your right to be forgotten, your services will be cancelled and you will not be refunded for any remaining time on your contract.  We will keep the data you have provided for research purposes and in case you decided to resubscribe again.  We also keep it for ongoing audit purposes.

• We retain data for research purposes.

• In the event we have no lawful basis for processing your personal data, it will be securely disposed.

8. How we keep your information safe

We ensure that there are appropriate and proportionate controls in place to protect your personal information through the use of encryption, where appropriate, and we store data within our suppliers’ cloud environments. We limit and control who has access to the personal information we hold through administrative, technical, and physical access controls.

• Where we use third party suppliers or partners to process personal data, we ensure the terms of any contract we have with them provide adequate protection.

• Our systems and storage are within the UK and EEA. Some of our suppliers or partners process personal information on our behalf outside the EEA, where a recognised data security protocol and safeguards are in place between the UK and that country.

9. Your rights

By law you have certain rights over your personal data that we hold about you. Some of the rights are complex and not all the detail is included in our summaries, you should therefore read the relevant guidance on the Information Commissioner’s Office website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/. 

Right to Access (or Right to Know):

• Data Subjects have the right to request access to their personal data held by an organisation. This includes information about how and why their data is being processed.

• You (the data subject) have the right to ask for a copy of the personal information held about you – known as a Data Subject Access Request (DSAR).

• We are required to respond within one month, with extensions to that deadline only being applicable in extraordinary circumstances.

• There is no charge to deal with your request and you can make a subject access request verbally or in writing.

• Anyone exercising the ‘right of access’ on your behalf must have your explicit consent to do so. Processing related to your ‘right of access’ is a statutory requirement under the UK GDPR and the Data Protection Act 2018.

 

Right to Rectification:

• Individuals can request corrections or updates to inaccurate or incomplete personal data.

 

Right to Erasure (or right to be Forgotten):

• Individuals have the right to request the deletion of their personal data under certain circumstances, such as when the data is no longer necessary for the purpose for which it was collected.

• Personal information obtained through consent is eligible and each request we receive will be treated on a case-by-case basis. It should be noted that we will retain enough information to ensure the individual is not contacted again.

• On occasion, some data may also have to be retained for legal record-keeping purposes, and we will always inform you when this is the case.

 

Right to Restriction of Processing:

• Individuals can request a temporary halt to the processing of their data, usually when they contest the accuracy of the information or when the processing is unlawful.

 

Right to Data Portability:

• Individuals can request their personal data in a structured, commonly used, and machine-readable format, and have the right to transmit it to another controller.

 

Right to Object:

• Individuals can object to the processing of their personal data based on legitimate interests or for direct marketing purposes.

 

Rights related to Automated Decision Making and Profiling:

• Individuals have safeguards against solely automated decisions, including profiling, that have legal or significant effects on them.

 

Right to Withdraw Consent:

• Where processing is based on consent, individuals have the right to withdraw that consent at any time. 

Right to be Informed:

• Individuals have the right to be informed about how their data is collected, used, and processed. This right encompasses the obligation of organizations to provide clear and concise privacy notices.

 

Right to Lodge a Complaint:

• Individuals have the right to lodge a complaint with a supervisory authority if they believe their data protection rights have been violated.

• Please contact the Candidates Matter in the first instance. If you’re not satisfied and wish to complain the independent supervisory authority in the UK is the Information Commissioner’s Office (ICO) information can be found at  www.ico.org.uk/global/contact-us/

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10. How to contacts us

All queries: info@candidatesmatter.com