Ensuring the privacy of our candidates

Welcome to Nova8! We’re excited to partner with you as you advance in your career. As part of our commitment to providing top-quality services, we collect and use certain information about you.

At Nova8, safeguarding your privacy is our priority. This Candidate Privacy Information Statement outlines your privacy rights concerning the personal data we handle and the measures we implement to protect your information. We understand it’s a lengthy document, but we encourage you to review it thoroughly. For your convenience, an index is provided below to help you navigate directly to the sections that interest you.

Index

• Key terms for clarification
• What personal data does the company collect and utilise?
• Why do we use your personal data?
• What are the legal considerations?
• Are you required to provide the personal data we request?
• Do we process your data without human involvement?
• How long do we retain your personal data?
• Do we share your data with third parties?
• Is your data transferred outside the European Union?
• What rights do you have regarding your data?
• How does Nova8 ensure data security?
• How can you contact us?
• How do we manage updates to this Statement?

Some Terms to Clarify

To begin, it’s important to clarify how certain terms are used in this statement.

It may be straightforward, but in this document, we refer to you as “the Candidate” or simply “You.”
When we mention “us” or “the Company,” we’re referring to  Nova8 Consulting Limited, our  registered office is located at 39 The Metro Centre, Tolpits Lane, Hertfordshire WD18 9. Nova8 offers a range of services, including recruitment, talent development, mentoring, coaching, and marketing consultancy.

To support our operations, the Company utilises various IT cloud-based applications.

Lastly, this statement addresses information related to individuals. It covers details about you, including both factual information and your personal opinions. It does not focus on information about the Company, although there can be some crossover. This type of data is often referred to as “Personally Identifiable Information,” or “PII.”

What Personal Information Does the Company Collect and Use?

The personal information the company typically gathers includes, but is not limited to: your name, date and place of birth, contact information, and qualifications (such as education, training courses, and internships), documents verifying your identity and right to work, as well as any other details you provided on your resume or CV;

If you reach out to us, we may retain a record of that communication in some cases;

If you contact us, we will maintain a record of our correspondence;

Feedback about you from our staff and third parties, as well as any feedback you provide about others;

Your feedback on our services, gathered through satisfaction surveys;

We also collect data from your visits to our website including (but not limited to) your IP address, browser type, timestamp, location, country, traffic data, and other communication data, as well as the resources you access. This information will help streamline your future visits to our website. For instance, we might suggest jobs managed by branches near your location when you contacted us;

We also gather information for marketing and analysis purposes, including data on how you respond to email, SMS, phone calls, and other marketing campaigns. We will have requested your explicit consent before sending any marketing communications through these channels;

Photos and videos of you during video interviews, training sessions, or similar events (you will have the opportunity at the session to opt out of being recorded, videoed, or photographed);

Details of any disabilities and any accommodations we may need to arrange for you in the workplace;
In some situations, we may also collect other sensitive information beyond just disability details, but only when legally permitted for example, we may ask about your background for equal opportunities monitoring.

Additionally, we want to inform you that Nova8 will conduct any necessary assessments as part of the selection process, which may involve processing the data you provide, and the results will be included in our recruitment database as part of the selection process.

You should also be aware that, as part of the selection process, the hiring entity may review your public social media profiles (such as LinkedIn, Facebook, Twitter, etc.) and other publicly available information and records. This is done solely to evaluate your experience, professional skills, and to determine whether your profile aligns with Nova8’s culture and values.

Photos and/or videos collected from you for identification purposes and to verify your right to work.

Why Do We Use Your Personal Information?

The company gathers and processes your personal information to:

Provide the services you expect, such as finding suitable job opportunities, assisting with training, or facilitating the job application process. This includes sending your resume to potential employers for consideration and keeping you informed of future job opportunities through email, phone, mail, or other communication channels; With your consent, use your contact information for direct marketing, such as via email, messaging, or phone;

Further develop, test, and improve our website/Portal or other existing or new systems/processes to better serve you;

Use your information in the testing of new IT systems and processes when dummy data cannot fully simulate the operation of these new systems;

Conduct studies, statistical, and analytical research, such as comparing the effectiveness of candidate placements across different business sectors and regions, and identifying factors that may influence any differences observed;

Transfer data to third parties (see below);

Comply with any necessary legal obligations; and

We also process your information to:

• Ensure the security and protection of individuals, premises, systems, and assets;
• Monitor compliance with internal policies and procedures;
• Manage communications and other systems used by the Nova8 Group (including internal contact databases);
• Investigate or respond to incidents and complaints;
• Promote and document training sessions, including using photos or videos of these sessions to market similar sessions both internally and externally to third parties, for which we will request your explicit consent;
• Fulfill obligations and cooperate with investigations by police, government, or regulators; and
  Participate in any potential or actual business transactions, such as the purchase, sale, or joint venture of a business or company that any member of the Nova8  is involved in.

Why and on What Basis Do We Process Personal Data?

By law, we must have a legal basis to process the information we hold about you. These legal grounds include:

Fulfilling a Contract or Taking Steps Before Entering a Contract
If you are already working with Nova8 or are about to engage with us, our processing of personal data for these purposes is grounded in fulfilling a contract or taking steps prior to entering into a contract (as mentioned in purposes above).This includes services such as helping you find suitable job opportunities, assisting with training, or facilitating the job application process.

Compliance with Legal Obligations

Sometimes, we must process data to comply with legal or regulatory obligations. Public authorities, such as tax, finance, or data protection bodies, may request personal information from us, providing us with a legal obligation to disclose information about you (e.g., for crime prevention or detection). In such cases, we are legally required to provide your data to the authorities.

Pursuing Our Legitimate Interests

Processing may be necessary to serve the legitimate interests of Nova8, which involves running our business in a way that respects your interests and fundamental rights. This means that when processing is necessary for our legitimate interests, we carefully weigh your interests and fundamental rights against our own to ensure we do not process data in a way that overrides your rights.

We will only process your personal information on other grounds if we have your explicit consent, which serves as an additional basis for processing.

Do You Have to Provide the Personal Information We Request?

You are not required to provide us with your personal information, but without it, we may not be able to work with you or offer our services. Additionally, choosing to provide limited personal information may restrict the services we can offer you.

Do We Process Your Information Without Any Human Involvement?

Yes, at times we do. The Company utilises automated systems and processes, including automated decision-making (such as profiling), to deliver the services you and our clients request. For instance, when our clients search for candidates, we can use automated criteria to search our candidate database. This process considers factors like your availability, skill set, pay rate, and occasionally, feedback from previous clients, to create a ranked shortlist of candidates most likely to meet the client’s needs. As a result, your ranking may vary based on how closely your profile aligns with the client’s requirements.

How Long Do We Retain Your Personal Information?

The Company may retain your personal information for up to 2 years after your registration with us. If you secure employment through us, we may need to retain your personal data for a longer duration to fulfil ongoing legal and contractual obligations. Typically, we keep data related to taxes, employment contracts, and financial information (including payroll data) for 7 years after your employment ends, while other personal information is retained for 2 years.

Do We Share Your Data with Third Parties?

As previously mentioned, we often share your data with third parties to fulfil the purposes outlined above. We do this under the following circumstances:

To Our Suppliers:

We may engage suppliers to perform administrative and operational tasks to support our relationship with you. These suppliers are bound by contractual and legal obligations to protect your data’s confidentiality and respect your privacy. They only have access to the data necessary for their tasks. Typical suppliers include IT providers (who host or support our IT systems, including your information), facilities management companies (who handle physical security at our buildings and need to know about you to grant access), and back-office finance and accounting service providers (who process accounts payable and receivable). We also work with suppliers who provide IT services and solutions, such as video interview and skills assessment tools.

To Our Clients/Prospective Employers:

We may share your data with our clients who are offering jobs or assignments that align with your interests or with those who express interest in your profile. These clients are bound by contractual and other confidentiality obligations to protect your data, both towards us and towards you.

To Government, Police, Regulators, or Law Enforcement Agencies: We may disclose your data to governmental bodies, police, regulators, or law enforcement agencies if we believe, at our sole discretion, that we are legally required or authorized to do so, or if we deem it necessary.

During Business Transactions: As part of due diligence in the context of a merger, acquisition, or other business transactions, we may need to share your data with the potential seller or buyer and their advisors.

Do We Transfer Your Data Outside the European Union?

No, your data will not be transferred or processed outside the European Union.

What Are Your Rights?

Right to Access and Obtain a Copy of Your Personal Information:
You have the right to ask whether we process any of your personal information. If we do, you are entitled to access some of that information and receive details about how it is processed. In some cases, you can request an electronic copy of your data. Under certain conditions, you also have the right to request the portability of your personal information, meaning we will provide it to a third party at your request.

Right to Correct Your Personal Information:

If you can show that the personal information we hold about you is inaccurate, you can request that we update or correct it. We encourage you to use the self-service Portal to directly update your information whenever possible.

Right to Erasure/Right to Be Forgotten:

In certain situations, you have the right to request the deletion of your personal data. You can submit such a request at any time [email protected], and Nova8 will review whether your request should be permitted, subject to any legal obligations requiring us to retain data. If we determine that your request to delete your personal information should be permitted, we will do so without undue delay. Please note that once your data is deleted, the Company may no longer be able to provide services to you. If you wish to re-register with the company, you will need to re-enter your data.
Right to Restrict Processing
In certain situations, you have the right to limit how your personal data is processed. However, please note that restricting processing may affect the range of services we can provide to you.

Right to Object

If the company processes your data based solely on its legitimate interests or for direct marketing purposes, you have the right to object to this processing based on your specific circumstances.
If you wish to exercise any of your rights, please email [email protected] so we can promptly process your request.
Additionally, you have the right to file a complaint with the data protection authority in your place of residence or work, or where you believe an issue related to your data has occurred.

How Can You Contact Us?

If you have any questions or concerns about our Statement, need more details on how we protect your information, or would like to contact the company’s Data Protection Officer (DPO), Natalie Edwards, please email [email protected]

How Do We Manage Changes to This Statement?

The terms of this Statement may be updated periodically. We will notify you of any significant changes through appropriate channels, either via this website or by contacting you through other communication methods.