This privacy policy applies across all websites that we own and operate and all services we provide, including Transformify CSR Recruitment Platform, Service Optimizer, Recruitment Software, ATS ( Applicant Tracking System), and any other apps or services we may offer (for example, online training). For the purpose of this notice, we’ll just call them our ‘services’.

 

 ‘Personal data’ means identifiable information about you, like your name, email, address, telephone number, bank account details, payment information, and so on. If you can’t be identified (for example, when personal data has been aggregated and anonymized) then this notice doesn’t apply. 

We may need to update this notice from time to time. Where a change is significant, we’ll make sure we let you know – usually by sending you an email.



Last updated: 18 May 2018


Here is a summary of some of the key changes we made on 18 May 2018:

 


 

Who are ‘we’?

When we refer to ‘we’ (or ‘our’ or ‘us’), that means Transformify Limited. Our headquarters are in the UK but we operate all over the world.  

 

For European Union data protection purposes, when we act as a controller in relation to your personal data, Transformify (UK) Limited (company number 09592745) is our representative in the European Union.

 


 

Our principles of data protection

 

Transparency: We are open, honest and transparent in our data processing approach.

Enablement: We enable connection and efficient use of personal data (only when absolutely needed) to empower productivity and growth.

Security: We follow the industry best practices to ensure the highest level of security and protection.

Stewardship: We accept the responsibility that comes with processing personal data.

 


 

How we collect your data

 

When you visit our websites or use our services, we may collect personal data. The ways we collect it can be broadly categorized into the following:

 

Information you provide to us directly: When you visit or use some parts of our websites and/or services we might ask you to provide personal data to us. For example, we ask for your contact information when you sign up for a free trial, respond to a job application or an email offer, take part in training and events, contact us with questions or request support. If you don’t want to provide us with personal data, you don’t have to, but it might mean you can’t use some parts of our websites or services.

Information we collect automatically: We collect some information about you automatically when you visit our websites or use our services, like your IP address and device type. We also collect information when you navigate through our websites and services, including what pages you looked at and what links you clicked on. This information helps us get a better understanding of how you’re using our websites and services so that we can continue to provide the best experience possible.

 

Information we get from third parties: Most of the information we collect, we collect directly from you. Very rarely, we may collect personal data about you from other sources, such as publicly available materials or trusted third parties like our marketing and research partners. We use this information to supplement the personal data we already hold about you and to validate the personal data you provide.

Where we collect personal data, we’ll only process it:

If we don’t collect your personal data, we may be unable to provide you with all our services ( these include billing, self-billing, etc.), and some functions and features on our websites may not be available to you.   

If you’re someone who doesn’t have a relationship with us, but have reasons to believe that a Transformify user has entered your personal data into our websites or services, you’ll need to contact that Transformify user for any questions you have about your personal data (including where you want to access, correct, amend, or request that the user delete, your personal data).

 


 

How we use your data

 

We use your personal data to operate our websites and provide you with any services you’ve requested and to manage our relationship with you. We also use your personal data for other purposes, which may include the following:

 

To communicate with you. This may include:

 

 

To support you: This may include assisting with the resolution of technical support issues or other issues relating to the websites or services, whether by email, chat or otherwise.

To enhance our websites and services and develop new ones: For example, by tracking and monitoring your use of websites and services so we can keep improving, or by carrying out technical analysis of our websites and services so that we can optimize your user experience and provide you with more efficient tools.

To protect: So that we can detect and prevent any fraudulent or malicious activity, and make sure that everyone is using our websites and services fairly and in accordance with our Terms & Conditions.

To market to you: In addition to sending you marketing communications, we may also use your personal data to display targeted advertising to you online – through our own websites and services or through third party websites and their platforms.

To analyze, aggregate and report: We may use the personal data we collect about you and other users of our websites and services (whether obtained directly or from third parties) to produce aggregated and anonymized analytics and reports, which we may share publicly or with third parties.

 


 

How we can share your data

 

There will be times when we need to share your personal data with third parties. We will only disclose your personal data to:

 


 

International Data Transfers

 

When we share data, it may be transferred to, and processed in, countries other than the country you live in. These countries may have laws different to what you’re used to. Rest assured, where we disclose personal data to a third party in another country, we put safeguards in place to ensure your personal data remains protected.

For individuals in the European Economic Area (EEA), this means that your data may be transferred outside of the EEA. Where your personal data is transferred outside the EEA, it will only be transferred to countries that have been identified as providing adequate protection for EEA data, or to a third party where we have approved transfer mechanisms in place to protect your personal data – i.e., by entering into the European Commission’s Standard Contractual Clauses, or by ensuring the entity is Privacy Shield certified (for transfers to US-based third parties).

 


 

Security

 

 We’re committed to protecting your personal data and have appropriate technical and organizational procedures in place to make sure that happens.

 


 

Retention

The length of time we keep your personal data depends on what it is and whether we have an ongoing business need to retain it (for example, to provide you with a service you’ve requested or to comply with applicable legal, tax or accounting requirements).

We’ll retain your personal data for as long as we have a relationship with you and for a period of time afterwards where we have an ongoing business need to retain it, in accordance with our data retention policies and practices. Following that period, we’ll make sure it’s deleted or anonymized.

 


 

 

Your rights

 

You have rights to:

You can exercise these rights at any time by login to your Transformify account or sending an email to compliance@transformify.org .

 

 


 

How to contact us

 

We prefer to communicate with you by email – this ensures that you’re put in contact with the right person, in the right location, and in accordance with any regulatory time frames.

The relevant email is: compliance@transformify.org