QuantLink Ltd Privacy Notice

Introduction

Thank you for choosing to be part of our community at QuantLink Ltd (“we”, “us”, or “QuantLink”).

We are committed to protecting your privacy and processing your personal data fairly and lawfully in compliance with the GDPR.

The data controller is QuantLink Ltd trading as QuantLink (registered in England under registration no. 14635216 and with its registration address at 231 Goulden House, Bullen Street, London, SW11 3HH.)

The data controller is registered with the ICO under number: ZB524086

This privacy notice (“Privacy Notice”) describes how we collect and process your personal data. This Privacy Notice applies on and from March 15th, 2023.

Keeping Your Data Safe 

At QuantLink, we are committed to looking after certain information that identifies you as an individual or relates to an identifiable individual (“Personal Information”), giving it the respect and safety it deserves in line with our legal obligations. This Privacy Notice serves to tell you in detail, the purposes for which we process your Personal Information, our legal basis for doing so, who we will share your data with, your rights and anything else that is important for you to know. We will only process your Personal Information in accordance with the terms of the following Privacy Notice.

About QuantLink Ltd 

QuantLink Ltd is a company that provides recruitment related services to its clients. In order to provide these services, we must process Personal Information and in doing so, we act as a data controller. This means that we are responsible for deciding how and why your data is used and for ensuring that your data is handled both legally and safely.

You may have provided your personal details to us directly by such means as an application or a registration form via our website, or we may collect them from another source such as a professional contact.

Grounds for data collection 

Processing of your personal information (meaning, any information which may potentially allow your identification with reasonable means; hereinafter "Personal Information"). We collect your Personal Information and will process your Personal Information for the purposes of providing you with our work finding solutions and/or providing information relevant to you. This includes, for example, assessing your suitability for our services, updating our databases, and developing and managing our services and relationship with you and to our clients. It is also necessary for the performance of our contractual obligations towards you and providing you with our services, to protect our legitimate interests and for compliance with legal and financial regulatory obligations to which we are subject.

When you use the Site, you consent to the collection, storage, use, disclosure and other uses of your Personal Information as described in this Privacy Policy.

We encourage our Users to carefully read the Privacy Policy and use it to make informed decisions. 

What information do we collect?

We collect two types of data and information from Users. 

The first type of information is un-identified and non-identifiable information pertaining to a User(s), which may be made available or gathered via your use of the Site (“ Non-personal Information ”). We are not aware of the identity of a User from which the Non-personal Information was collected. Non-personal Information which is being collected may include your aggregated usage information and technical information transmitted by your device, including certain software and hardware information (e.g. the type of browser and operating system your device uses, language preference, access time, etc.) in order to enhance the functionality of our Site. We may also collect information on your activity on the Site (e.g. pages viewed, online browsing, clicks, actions, etc.).

The second type of information Personal Information which is individually identifiable information, namely information that identifies an individual or may with reasonable effort identify an individual. Such information includes:
  • Device Information: We collect Personal Information from your device. Such information includes geolocation data, IP address, unique identifiers (e.g. MAC address and UUID) and other information which relates to your activity through the Site.
  • Registration information: When you register to our Site you will be asked to provide us certain details such as: full name; e-mail or physical address, and other information.  
If you are a candidate, we may collect the following Personal Information on you: 
  • General contact details such as a name, address, email and phone number; 
  • Your work experience/history; 
  • Professional qualifications; 
  • Your eligibility to work in the relevant country; 
  • Your opinions and feedback on interviews and our service; 
  • Compensation information that you communicate to us and information relating to the terms of your employment such as restrictive covenants;
  • Any other information that you voluntarily offer which is relevant to work-finding services;
If you are a client, we may collect the following Personal Information on you: 
  • General business contact details such as name, address, email and phone number; 
  • Your current employment and if necessary your past work experience; 
  • Your opinions and feedback on candidates and our service; 
  • Any other information that you voluntarily offer which is relevant to work-finding services. 
In the event that we have a requirement to process your sensitive Personal Information in line with work finding services (e.g. medical/health information, criminal records), we will always get consent.

    How we get the information and why we have it?

    Processing of your personal information (meaning, any information which may potentially allow your identification with reasonable means; hereinafter " Personal Information "). We collect your Personal Information and will process your Personal Information for the purposes of providing you with our work finding solutions and/or providing information relevant to you. This includes, for example, assessing your suitability for our services, updating our databases, and developing and managing our services and relationship with you and our clients. It is also necessary for the performance of our contractual obligations towards you and providing you with our services, to protect our legitimate interests and for compliance with legal and financial regulatory obligations to which we are subject.

    When you use the Site, you consent to the collection, storage, use, disclosure and other uses of your Personal Information as described in this Privacy Policy.
    We encourage our Users to carefully read the Privacy Policy and use it to make informed decisions. 

    Most of the personal information we process is provided to us directly by you for one of the following reasons:
    • The provision of work-finding services (for candidates)
    • The provision of talent-finding services (for clients) 
    We also receive personal information indirectly, from the following sources in the following scenarios:
    • Through direct contact with us or an employee of ours; 
    • Through a job application on our website; 
    • Through a job application on a job board; 
    • Through a referral from a professional contact within the industry; 
    • Through a networking site such as Linkedin; 
    • Through contact at events and/or conferences; 
    • Through a variety of inquiry and subscription forms on our website; 
    • Through an online search platform;
    • Through industry related service providers such as Prequin;
    • We may have sourced some of this information from publicly accessible sources, such as FCA Register;
    • When you voluntarily provide us your personal details in order to register on our Site;
    • When you use or access our Site in connection with your use of our services;
    • From third party providers, services and public registers (for example, traffic analytics vendors).
    Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are: 
    (a) Your consent. You are able to remove your consent at any time. You can do this by contacting contact@quantlink.co.uk
    (b) We have a legitimate interest.

      What we do with the information we have?

      We do not rent, sell, or share Users’ information with third parties except as described in this Privacy Policy.

      We use the information that you have given us in order to:
      • To offer work-finding services as part of our business as an executive global talent acquisition firm; 
      • To maintain and develop an ongoing relationship with you; 
      • If you are a candidate, contacting you with relevant job opportunities similar to ones that you have either expressed an interest in, or have the relevant skills for; 
      • If you are a candidate, sending your information to clients in instances where you have demonstrated an interest in a particular type of work and/or industry but not expressly consented to the passing of your CV; 
      • If you are a client, contacting you with relevant candidate skill sets for your vacancy; 
      • If you are a client, contacting you with additional tailored talent acquisition services such as employer branding and people intelligence services; 
      • To improve our services to you. 
      We may share this information with:
      • Clients that we work with to provide search service. We only share your personal information with parties outside of QuantLink Ltd when you have given us express permission to do so, and we will not share it beyond these parties. Express permission may come in the form of an email, text message, telephone call or in-person but we will always seek it overtly before sharing your personal information.
      • Our data processors which we employ to perform business functions and services on our behalf; these include our IT and Database providers, accounting and legal advisors, our CRM and Applicant Tracking Systems providers. 
      • Any government, law enforcement agencies or regulators such as the Police, HMRC, the Employment Agencies Standards or any other regulator as required by law; 
      • We may, at our discretion, share completely anonymised or aggregated sets of data with third parties without gaining consent of individuals.
      • Any other organisation you request us to share your data with if it is appropriate to do so in line with work finding services.
      We may also disclose information if we have good faith to believe that disclosure of such information is helpful or reasonably necessary to: (i) comply with any applicable law, regulation, legal process or governmental request; (ii) enforce our policies (including our Agreement), including investigations of potential violations thereof; (iii) investigate, detect, prevent, or take action regarding illegal activities or other wrongdoing, suspected fraud or security issues; (iv) to establish or exercise our rights to defend against legal claims; (v) prevent harm to the rights, property or safety of us, our users, yourself or any third party; or (vi) for the purpose of collaborating with law enforcement agencies and/or in case we find it necessary in order to enforce intellectual property or other legal rights.

      User Rights

      Under data protection law, you have rights including:
      1. Your right of access - You have the right to ask us for copies of your personal information. 
      2. Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
      3. Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. 
      4. Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances. 
      5. Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
      6. Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
      7. Your right to withdraw consent - You have the right to withdraw at any time by emailing contact@quantlink.co.uk
      However, please note that these rights are not absolute, and may be subject to our own legitimate interests and regulatory requirements. 

      You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. However, we may charge a response fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances. 

      Please contact us at contact@quantlink.co.uk if you wish to make a request.

      How to complain - You can also complain to the ICO if you are unhappy with how we have used your data.

      The ICO’s address:            
      Information Commissioner’s Office
      Wycliffe House
      Water Lane
      Wilmslow
      Cheshire
      SK9 5AF
      Helpline number: 0303 123 1113

      Retention

      We only retain your information for as long as is necessary for us to use your information as described above or to comply with our legal obligations. However, please be advised that we may retain some of your information after you cease to use our services, for instance if this is necessary to meet our legal obligations, such as retaining the information for tax and accounting purposes.

      When determining the relevant retention periods, we will take into account factors including:
      (a) our contractual obligations and rights in relation to the information involved;
      (b) legal obligation(s) under applicable law to retain data for a certain period of time;
      (c) our legitimate interest where we have carried out a balancing test (taking into consideration that the areas we cater to are highly specialised and people generally do not move roles frequently. To continue to be able to match passive candidates with relevant opportunities we require data from many years ago.);
      (d) statute of limitations under applicable law(s);
      (e) (potential) disputes;
      (f) if you have made a request to have your information deleted; and
      (g) guidelines issued by relevant data protection authorities.

      Otherwise, we securely erase your information where we no longer require your information for the purposes collected.

      Cookies

      We and our trusted partners use cookies and other technologies in our related services, including when you visit our Site or access our services. 

      A "cookie" is a small piece of information that a website assign to your device while you are viewing a website. Cookies are very helpful and can be used for various different purposes. These purposes include allowing you to navigate between pages efficiently, enable automatic activation of certain features, remembering your preferences and making the interaction between you and our Services quicker and easier. Cookies are also used to help ensure that the advertisements you see are relevant to you and your interests and to compile statistical data on your use of our Services. 

      The Site uses the following types of cookies:

      a. 'session cookies' which are stored only temporarily during a browsing session in order to allow normal use of the system and are deleted from your device when the browser is closed; 

      b. 'persistent cookies ' which are read only by the Site, saved on your computer for a fixed period and are not deleted when the browser is closed. Such cookies are used where we need to know who you are for repeat visits, for example to allow us to store your preferences for the next sign-in; 

      c. 'third party cookies' which are set by other online services who run content on the page you are viewing, for example by third party analytics companies who monitor and analyze our web access.

      Cookies do not contain any information that personally identifies you, but Personal Information that we store about you may be linked, by us, to the information stored in and obtained from cookies. You may remove the cookies by following the instructions of your device preferences; however, if you choose to disable cookies, some features of our Site may not operate properly and your online experience may be limited.

      We also use a tool called “Google Analytics” to collect information about your use of the Site. Google Analytics collects information such as how often users access the Site, what pages they visit when they do so, etc. We use the information we get from Google Analytics only to improve our Site and services. Google Analytics collects the IP address assigned to you on the date you visit sites, rather than your name or other identifying information. We do not combine the information collected through the use of Google Analytics with personally identifiable information. Google’s ability to use and share information collected by Google Analytics about your visits to this Site is restricted by the Google Analytics Terms of Use and the Google Privacy Policy.

      Third party collection of information

      Our policy only addresses the use and disclosure of information we collect from you. To the extent you disclose your information to other parties or sites throughout the internet, different rules may apply to their use or disclosure of the information you disclose to them. Accordingly, we encourage you to read the terms and conditions and privacy policy of each third party that you choose to disclose information to. 

      This Privacy Policy does not apply to the practices of companies that we do not own or control, or to individuals whom we do not employ or manage, including any of the third parties which we may disclose information as set forth in this Privacy Policy. 

      How do we store your information?

      We take great care in implementing and maintaining the security of the Site and your information. 

      Your information is securely stored using our dedicated CRM / ATS system. This system has achieved internationally recognised ISO 27001:2013 certification. 
      The CRM / ATS system uses Amazon Web Services (AWS) as their host operating system in the cloud. Security and compliance is therefore a shared responsibility between AWS and the CRM / ATS system. The CRM / ATS system is responsible for securing your data, while AWS is responsible for securing the infrastructure that hosts it. AWS architecture ensures that data doesn’t migrate beyond a geographic boundary and complies with data regulations, including GDPR.

      Amazon’s data centre operations have been audited and certified under:
      • ISO 27001
      • SOC 1 and SOC 2/SSAE 16/ISAE 3402 (Previously SAS 70 Type II)
      • PCI Level 1
      • Federal Information Security Management Act – Moderate
      • Sarbanes-Oxley (SOX)
      For more information on how we store your data, please email contact@quantlink.co.uk

      Although we take reasonable steps to safeguard information, we cannot be responsible for the acts of those who gain unauthorized access or abuse our Site, and we make no warranty, express, implied or otherwise, that we will prevent such access.

      Transfer of data outside the EEA 

      Please note that some data recipients may be located outside the EEA. In such cases we will transfer your data only to such countries as approved by the European Commission as providing adequate level of data protection, or enter into legal agreements ensuring an adequate level of data protection.

      Marketing

      We will only use your Personal Information for the purposes of providing you with marketing material where we have obtained your consent for this service. 

      We try to ensure that our marketing activities are as personalised as possible. We provide information on industry related news and updates, upcoming events and any other information regarding our services that may be of interest to you based on your job-seeking and/or industry preferences or any other preferences that you have indicated whilst providing your consent. 

      We will only use email and/or SMS messages to provide this information to you depending on what contact method you have consented to. We will not pass your details on to any third party for marketing purposes. 

      You have the right to opt-out of these services or to request a change in your marketing preferences at any time, either by emailing contact@quantlink.co.uk or by unsubscribing using the link provided at the bottom of all marketing material.

      Corporate transaction

      We may share information in the event of a corporate transaction (e.g. sale of a substantial part of our business, merger, consolidation or asset sale). In the event of the above, the transferee or acquiring company will assume the rights and obligations as described in this Privacy Policy.

      Minors

      We understand the importance of protecting children’s privacy, especially in an online environment. The Site is not designed for or directed at children. Under no circumstances shall we allow use of our services by minors without prior consent or authorization by a parent or legal guardian. We do not knowingly collect Personal Information from minors. If a parent or guardian becomes aware that his or her child has provided us with Personal Information without their consent, he or she should contact us at contact@quantlink.co.uk.

      Updates or amendments to this Privacy Policy

      We reserve the right to periodically amend or revise the Privacy Policy; material changes will be effective immediately upon the display of the revised Privacy policy. The last revision will be reflected in the "Last modified" section. Your continued use of the Platform, following the notification of such amendments on our website, constitutes your acknowledgment and consent of such amendments to the Privacy Policy and your agreement to be bound by the terms of such amendments.

      How to contact us

      If you have any general questions about the Site or the information we collect about you and how we use it, you can contact us at contact@quantlink.co.uk.
      Our contact details:

      Company Name: QuantLink Ltd 

      Company Number: 14635216

      Registered Office Address: 231 Goulden House, Bullen Street, London, SW11 3HH

      Phone: +44 20 3398 7820


      ICO Registered Number: ZB524086

      Last Modified 15th March 2023
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