Privacy Policy for Formwerk HR

Last Updated: 1st January 2024

Introduction

Formwerk HR ("we", "our", "us"), located at 59 Orwell Road, Dublin, D06 DD32, Ireland, is committed to protecting the privacy and personal data of our clients, prospective clients, and website visitors. This Privacy Policy outlines how we collect, process, use, and store your personal information when you interact with our online platform or engage with our HR consulting services, which include talent acquisition, HR strategy development, performance management systems, employee relations, and compliance and legal advisory.

We adhere to the principles of the General Data Protection Regulation (GDPR) and other applicable data protection laws. This policy will inform you about your privacy rights and how the law protects you.

Information We Collect

We may collect various types of personal data from you depending on your interaction with our site and services:

• Identity Data: This includes your first name, last name, title, and company name.
• Contact Data: This includes your email address, telephone number, and physical address.
• Professional Data: If you are applying for a role or engaging our talent acquisition services, this may include your resume/CV, employment history, educational background, skills, and references.
• Technical Data: This includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our site.
• Usage Data: This includes information about how you use our online platform, products, and services.
• Marketing and Communications Data: This includes your preferences in receiving marketing from us and your communication preferences.
• Service Data: Information related to the HR consulting services you engage with, which may include details about your organisation's HR practices, employee data (anonymised or pseudonymised where possible), performance metrics, and compliance records.

We do not collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect information about criminal convictions and offences, unless specifically required for certain talent acquisition processes and with explicit consent.

How We Collect Your Personal Data

We use different methods to collect data from and about you, including:

• Direct Interactions: You may give us your Identity, Contact, and Professional Data by filling in forms on our site or by corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you:
  • Enquire about our services;
  • Engage us for HR consulting services;
  • Subscribe to our newsletters or publications;
  • Request marketing materials to be sent to you;
  • Provide feedback or apply for a job.
• Automated Technologies or Interactions: As you interact with our online platform, we may automatically collect Technical Data about your equipment, browsing actions, and patterns. We collect this personal data by using cookies, server logs, and other similar technologies.
• Third Parties or Publicly Available Sources: We may receive personal data about you from various third parties and public sources as set out below:
  • Technical data from analytics providers (e.g., Google Analytics);
  • Contact, Professional, and Transaction Data from providers of technical, payment, and delivery services;
  • Identity and contact data from publicly available sources (e.g., LinkedIn, company websites).

How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• To provide and manage our comprehensive HR consulting services, including talent acquisition, HR strategy, performance management, employee relations, and compliance.
• To process and manage your inquiries and requests, and to communicate with you about our services.
• To manage our relationship with you, which will include notifying you about changes to our terms or privacy policy, and asking you to leave a review or take a survey.
• To administer and protect our business and this online platform (including troubleshooting, data analysis, testing, system maintenance, support, reporting, and hosting of data).
• To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you.
• To use data analytics to improve our website, products/services, marketing, client relationships, and experiences.
• To comply with legal obligations and respond to lawful requests from public authorities.

Disclosure of Your Personal Data

We may share your personal data with the following parties:

• Service Providers: Third-party service providers who provide IT and system administration services, professional advisors (e.g., lawyers, accountants for compliance).
• Regulators and Other Authorities: We may disclose information if required by law, court order, or governmental regulation, or if such disclosure is necessary to protect our rights, property, or safety, or the rights, property, or safety of others.
• Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal data may be transferred to the acquiring entity.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International Transfers

We may transfer your personal data outside of the European Economic Area (EEA) to countries that do not have the same data protection laws as Ireland and the EEA. Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
• Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
• Where we use providers based in the US, we may transfer data to them if they are part of the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.

Data Security

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. For example, if you engage us for HR consulting services, we typically retain records for the duration of the engagement and for a period thereafter as required by law or professional best practice.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

• Request access to your personal data.
• Request correction of your personal data.
• Request erasure of your personal data.
• Object to processing of your personal data.
• Request restriction of processing your personal data.
• Request transfer of your personal data.
• Withdraw consent at any time where we are relying on consent to process your personal data.

If you wish to exercise any of the rights set out above, please contact us at our address, 59 Orwell Road, Dublin, D06 DD32, Ireland.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Cookies

Our online platform uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them, please see our Cookie Policy [Link to Cookie Policy if separate, otherwise integrate directly].

Changes to This Privacy Policy

We keep our Privacy Policy under regular review and will place any updates on this webpage. This version was last updated on the date indicated at the top of this policy.

Contact Details

If you have any questions about this Privacy Policy or our privacy practices, please contact us at:

Formwerk HR

59 Orwell Road,

Dublin, D06 DD32,

Ireland.

You have the right to make a complaint at any time to the Data Protection Commission (DPC), the Irish supervisory authority for data protection issues (www.dataprotection.ie). We would, however, appreciate the chance to deal with your concerns before you approach the DPC, so please contact us in the first instance.