Privacy Notice

Privacy Notice

This privacy notice is here to explain how we (Headforwards Solutions LTD) use and protect any information you give us whilst using our site.We want to ensure that your privacy is protected at all times.

We will only ever use your data in the way you intended it when you provided it to us. This should be explicitly clear, if you are unsure please contact us. We will regularly review and revise our privacy policy, to ensure you are protected.

This policy was last updated on 24th May 2018.

Personal Data

Whilst using our website, software applications or services, you may provide us your personal information (name, address, email, account details, etc.). We will use this information to administer our website, applications, client databases and marketing material. We will ensure that all personal information supplied is held securely in accordance with the General Data Protection Regulation (EU) 2016/679, as adopted into law of the United Kingdom in the Data Protection Act 2018.

How do we collect information?

Headforwards Solutions Ltd collects information in two possible ways:

  • When you directly give it to us (“Directly Provided Data”)

When you communicate with us, you may choose to voluntarily give us certain information – for example, by filling in text boxes or completing registration forms. All this information requires a direct action by you at that time in order for us to receive it.

  • When you give us permission to obtain from other accounts (“User Authorised Data”)

Depending on your settings or the privacy policies for other online services, you may give us permission to obtain information from your account with those other services. For example, this can be via social media or by choosing to send us your location data when accessing our website from your smartphone.

How long do we keep your data for?

Headforwards Solutions Ltd will not retain your personal information for longer than necessary. We will hold onto the information you provide either while your account is in existence, or as needed to be able to provide the Services to you, or (in the case of any contact you may have with our Customer Care team) for as long as is necessary to provide support-related reporting and trend analysis only.

If legally required, or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our Terms and Conditions, we may also retain some of your information for a limited period of time as required, even after you have closed your account or it is no longer needed to provide the Services to you.

Registration forms

Data we collect from job applicants

If you apply for a job with Headforwards we will collect and store the following information:

  • Your name
  • Your email address
  • Your phone number
  • Your CV
  • Your nationality / citizenship status

We will only ever use this information to process your job application with us on the legal basis that it may lead to us entering into a contract of employment with you.

This information is stored within a system provided by Recruitee, all data submitted with a job application is stored within the EU. Recruitee have their own privacy and data protection measures which are fully GDPR compliant.

You have the option to receive further emails from us regarding new job opportunities, our news, tech learnings and event invites. If you select no, you will never receive these emails. You can unsubscribe from these emails from us by clicking the “unsubscribe” link at the bottom of any email or by contacting us at any time to request this.

We may contact potential candidates via social media to invite them to apply to a position. In the event that we do this we will record the social media contact information for that candidate. If a potential candidate asks us to stop contacting them in this way we will retain enough information on them to ensure that we do not contact them in the future.

Some candidates may be asked to complete a skills assessment. We do this by inviting a candidate to use Codility - an online testing system. Codility have their own terms of service and privacy policy which you can agree to when creating an account on their system. We will store the results of that assessment for use in the recruitment process and for subsequent applications by the same candidate.

Data from applicants will only be retained for the period necessary for us to conclude the recruitment process, however we may retain certain information such as your name and the result of the recruitment process to refer to in the event that you subsequently apply for another role in the future.

Data we collect from potential customers

If you fill in the contact form on our website we will collect the following information:

  • Your name
  • Your email address
  • Company
  • Your message
  • Where you heard about us

We will only use this information to respond to your enquiry.

Customer information will be stored within our customer relationship management system on the basis that it is in our legitimate business interest to maintain records of communications with previous, current and potential customers.

This data is hosted by HubSpot, Inc. in the United States. HubSpot, Inc. has certified to the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks as administered by the U.S. Department of Commerce, in order to implement appropriate safeguards for such transfers pursuant to Article 46 of the GDPR.

Marketing data

When you apply for a position or contact via our contact form you will also have the option to receive marketing communications from us.
If you select no, you will not be added to our marketing mailing list.

We will periodically send marketing communications to you on the basis that you have given us consent to do so. You can withdraw your consent and unsubscribe from receiving marketing emails from us by clicking the “unsubscribe” link at the bottom of any email. Once you do this, you will no longer receive any marketing emails from us.

When you withdraw your consent for marketing communications we will retain that information about you to ensure that we comply with your wishes.

Data used for email marketing will be stored in Mailchimp. Mailchimp comply with the Privacy Shield Principles for all onward transfers of Personal Information from the EU and Switzerland, including the onward transfer liability provisions.

Website Cookies

A cookie is a small file which a website asks for permission to store on your computer’s hard drive. Once you agree, the file is added and the cookie temporarily stores information about your use of the website.

Cookies allow web applications to respond to you as an individual and give you a more enjoyable web experience. The web application can tailor its operations to your needs, likes, and dislikes by gathering and remembering information about your preferences.

We may use cookies to remember personal settings you have chosen on our website. In no other context do we use cookies to collect information that identifies you personally. Most of the cookies we set are automatically deleted from your computer when you leave our website or shortly afterwards.

We use anonymous session cookies (short-term cookies that disappear when you close your browser) to help you navigate the website and make the most of the features.

This website uses tracking software to monitor its visitors to better understand how they use the website. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.

Should users wish to deny the use and saving of cookies from this website onto their computer’s hard drive, they should take necessary steps within their web browser’s security settings to block all cookies from this website and its external serving vendors.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web traffic and improve our website to your needs.  We only use this information for statistical analysis purposes.

Overall, cookies help us provide you with a better website, by enabling us to see which pages you find useful and which you do not.
A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can modify your browser settings to decline cookies if you prefer. This may prevent you from taking full advantage of our website.

Strictly Necessary 3rd Party Cookies (Always active)

These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms.

You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.

Performance Cookies (Optional but recommended)

These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site.

All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site and will not be able to monitor its performance.

You can opt-out of making your site activity available to Google Analytics by installing a browser add-on.

3rd Party Cookies Used Solely for the Purposes of Advertisement (Optional)

These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites.

They do not store directly personal information but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising.

Please be aware, by opting-out of any of the following networks, you are opting out of all websites using their service.

Other 3rd Party Cookies (Recommended)

Disqus

We use the popular comment board, Disqus, on our website. This is so people can interact with articles we write. Disqus have their own privacy policy and Targeting Opt-Out which you will need to read.

https://help.disqus.com/customer/portal/articles/466259-privacy-policy

Website Analytics

To enable us to understand how our website is used we make use of a service called Hotjar.

We use Hotjar in order to better understand our users’ needs and to optimise this service and experience. Hotjar is a technology service that helps us better understand our users' experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behaviour and their devices (in particular device's IP address (captured and stored only in anonymised form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), preferred language used to display our website). Hotjar stores this information in a pseudonymised user profile. Neither Hotjar nor we will ever use this information to identify individual users or to match it with further data on an individual user. For further details, please see https://www.hotjar.com/legal/policies/privacy.

You can opt-out to the creation of a user profile, Hotjar’s storing of data about your usage of our site and Hotjar’s use of tracking cookies on other websites by following this opt-out link.

Links to other websites

Our website contains links to other sites we think will be of interest to you. However, we do not have control of these sites or of anything that happens when you leave our site. We cannot be responsible for the protection or privacy of any information you provide when visiting those sites. These sites are not governed by our privacy policy.

Your information

If you have previously given us your information, but wish to be forgotten, you can do this by emailing our data protection officer - dpo@headforwards.com

You can also request the information we hold on you by emailing the same address.

If you think the information we have regarding you is incorrect or incomplete, please email our data protection officer and we will quickly correct any information.

We will never sell, distribute or lease your personal information.

Rights

You have the right at any time to request a copy of the personal information we hold on you.

You have the right to ask us to update or correct any information we hold on you.

You have the right to request that we erase personal data we hold about you. We may be obliged to retain certain categories of data under law for fraud prevention, taxation or other legal reasons, however we will inform you of this whilst responding to your request.

You have the right to request the restriction or suppression of your personal data.

This is not an absolute right and only applies in certain circumstances.

You have the right to data portability. This gives you the right to receive personal data that you have provided to us in a structured, commonly used and machine readable format. You also have the right to request that we transmit this data directly to another data controller.

The right to data portability only applies when:

  • Our lawful basis for processing this information is consent or for the performance of a contract

and

  • We are carrying out the processing by automated means (i.e. excluding paper files).

The right to object to processing of your data

In addition to your rights outlined above you have the right to object to the processing of your personal data in certain circumstances.

You have an absolute right to stop your data being used for direct marketing.

Should you wish to contact us regarding any of your personal data, please email our data protection officer at DPO@headforwards.com

In the event that you feel we have failed to act in accordance with your rights, you have the right to complain to a supervisory authority. In the UK the authority is the Information Commissioner’s Office who can be contacted via their website: https://ico.org.uk/for-the-public/