Flexa Ltd (”We”) are committed to protecting and respecting your privacy. Flexa Ltd is certified as GDPR compliant by the IASME consortium. As a result, you will see our GDPR compliance stamp at the footer of our website.
This policy (together with Website Terms and Conditions and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us (your “Information”).
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
For the purpose of the Data Protection Act 1998 (the Act) and the EU General Data Protection Regulation (GDPR), the data controller is Flexa Ltd, 7 Zinc House, 28 Elsdale St, Hackney, London E9 6QY.
When you sign up to Flexa through our website, you may choose to provide us with information including your name, address, email, contact number, ethnicity / race, sexual orientation, whether you have a disability, you preferred pronoun(s) and your CV. This information will be stored securely in our own back-end systems. You may, of course, sign up for Flexa providing just your email address in the first instance. Please be assured that we do not share your personal details with any other company (including employer partners) without your specific consent.
Additionally, we never share your “restricted” personal information with third parties (including employers) and we won’t ask permission to do so either. Just so you know, “restricted” personal information would include things like your ethnicity / race and sexual orientation, which you may not want shared at all. We just don’t do that.
Like most websites, we receive and store certain details whenever you use the Flexa website. We use “cookies” to help us make our site – and the way you might use it – better. Cookies mean that a website will remember you when you visit. They also help us understand how you use our website, where we can make improvements and how best to send you interesting things like suitable roles (only if you have agreed to hear from us, of course). As part of this process, we use Google Analytics to track the activity on the Flexa website.
As part of the registration process, you’ll have noticed that you can sign up to our mailing lists. We operate two separate mailing lists; one is for updates to role vacancies and the other is for general newsletters and other marketing updates.
To provide you with these emails, we need to collect some personal information. These help us to send you mails that we hope are actually interesting, rather than dross that spams your inbox. Don’t worry: we don’t rent or trade email lists with other organisations and businesses.
We use third-party providers, Sendgrid and Hubspot, to deliver our emails. If you’re a candidate, you will receive mails via Sendgrid; if you work at a corporate partner, you might receive emails from Hubspot. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our email sends. For more information, please see the privacy notices of Sendgrid and Hubspot.
You can unsubscribe to our mails (or some of our mails) at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails. It’s automated and you won’t hear from us again (either at all, or on the topic you want us to stop talking to you about).
Naturally, as we operate an active job platform at Flexa, we do need to pass on your personal details if you apply for a job at one of our employer partners. To this end, we’ll typically pass on your name, email address, phone number and CV. We won’t specifically pass on any other data about you, but please bear in mind what is included on your CV. To be clear, this means that we will never pass on your data in relation to ethnicity / race, sexual orientation or gender / pronoun(s).
We won’t ever pass on an application without your consent, however. As a general rule, when you choose to apply for a role, we will take that as your consent to pass on details to that employer in that instance (and that instance only).
It’s worth us explaining how we will pass on your application / data to our employer partners (after you apply for a role). In some instances, we will pass your application via email directly to a member of the employer company (typically an internal recruiter). In other instances, we will ensure that your application is placed directly in the Applicant Tracking System that our partner uses. Commonplace ATS’s include: Lever, Greenhouse, Recruitee, Zoho, Pinpoint, Teamtailor, and Workable; but there are many others, which we may need to use from time to time. If your data being processed into an ATS concerns you, we recommend looking at the privacy notice of the relevant ATS; however, please bear in mind that the vast majority of employers do use an ATS.
Lastly, Flexa will only transfer data outside of the UK, European Economic Area, USA and Canada where it is compliant with data protection legislation and the means of transfer provides adequate safeguards in relation to your data.
Access to your personal information
You are entitled to view, amend, export, or delete the personal information that we hold. Email your request to our team at firstname.lastname@example.org and we shall respond promptly.
Where do we store your information?
All Information we process is processed by our staff in the EU. For the purposes of IT hosting and maintenance, this information is located on servers within the European Union.
For the purposes of sending you our newsletter, issuing you with an invoice and processing payments, (if you consent) we use service providers that are based in the EU and the United States.
We ensure that the service providers that are not based in the EU have mechanisms in place to ensure that your data is secure and that they adhere to the EU Commission’s standards for export of personal data.
No other third parties have access to your personal data unless the law allows them to do so.
Once we have received your information, we have a Data Protection regime in place to oversee the effective and secure processing of your personal data and we will use strict procedures and security features to try to prevent unauthorised access.
However and unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site at transmission stage; any transmission is at your own risk.
How long do we keep your information for?
If you do not use Flexa or interact with our services for a significant period of time, we will delete some or all of your Personal Data from our site. Our criteria for deletion is determined according to the frequency of interactions observed and the nature of the Personal Data.
What are your rights?
If at any point you wish to know which Information we are processing about you, or if you do not wish for us to process your Information anymore or if you believe the Information we process on you is incorrect or obsolete you can request to see this Information and/or have it corrected or deleted by us by contacting us at email@example.com.
If you wish to raise a complaint on how we have handled your Information, please contact us at the email address above to have the matter investigated.
If you are not satisfied with our response or believe we are processing your Information not in accordance with the law you have the right to complain to the Information Commissioner’s Office https://ico.org.uk/
Should the changes affect processing activities performed on the basis of the individual’s consent, Flexa shall collect new consent from the individual, where required.