Privacy Policy for Equinox HR Solutions

Equinox HR Solutions is committed to protecting the privacy and security of the personal data we process. This Privacy Policy describes how we collect, use, disclose, and protect information collected through our services, including Talent Acquisition, Employee Relations, Performance Management, Compensation & Benefits, HR Compliance, and Workforce Planning. We operate in compliance with the General Data Protection Regulation (GDPR) and other applicable data protection laws. Our purpose is providing comprehensive HR solutions to businesses.

1. Information We Collect

We collect various types of personal data to provide our HR services. This information may be provided directly by you, through your employer, or from publicly available sources.

• Personal Identification Information: Name, address, date of birth, gender, nationality, contact details (email address, phone number).
• Professional Information: Employment history, educational background, qualifications, skills, references, remuneration details, performance reviews, disciplinary records, and other information relevant to HR services.
• Sensitive Personal Data: In certain contexts and with your explicit consent or as required by law, we may collect sensitive personal data such as health information (for accommodations or benefits), trade union membership, or criminal records checks.
• Technical Data: When you interact with our online platform, we may collect IP addresses, browser type, device information, and usage data via cookies and similar technologies.

2. How We Use Your Information

We use the collected information for various purposes integral to our HR solutions, based on legitimate interests, contractual necessity, legal obligations, or your consent.

• Recruitment and Talent Acquisition: To identify, assess, and place candidates for employment opportunities.
• Employee Relations: To manage employee queries, resolve disputes, and facilitate communication within an organisation.
• Performance Management: To facilitate performance reviews, feedback, and development plans.
• Compensation & Benefits: To administer payroll, benefits, and salary reviews.
• HR Compliance: To ensure adherence to employment laws, regulations, and industry standards.
• Workforce Planning: To analyse workforce data for strategic planning and resource allocation.
• Operating and Improving our Services: To maintain and enhance the functionality and security of our online platform and services.

3. How We Share Your Information

We may share your personal data with third parties in the following circumstances, always with appropriate safeguards.

• Clients: When providing Talent Acquisition services, we share candidate information with prospective employers.
• Service Providers: We engage third-party service providers who assist us with HR, IT, and administrative functions (e.g., payroll providers, benefits administrators, background check services). These providers are contractually bound to protect your data and only process it according to our instructions.
• Legal and Regulatory Authorities: We may disclose information if required by law, subpoena, or other legal processes, or if we believe it is necessary to protect our rights, your safety, or the 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 as part of the transaction.

4. International Data Transfers

As an HR services provider, we may sometimes transfer personal data to countries outside the United Kingdom or the European Economic Area (EEA) if it's necessary for the provision of our services, for example, regarding international talent acquisition. When such transfers occur, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the European Commission or the UK Information Commissioner's Office, or by relying on adequacy decisions.

5. Data Security

We implement robust technical and organisational security measures to protect your personal data from unauthorised access, disclosure, alteration, and destruction. These measures include encryption, access controls, regular security assessments, and employee training on data protection best practices.

6. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. The precise retention periods vary depending on the type of data and the specific service provided.

7. Your Data Protection Rights

Under data protection laws, you have specific rights concerning your personal data. These include:

• The Right to Access: To request copies of your personal data.
• The Right to Rectification: To request that we correct any information you believe is inaccurate or incomplete.
• The Right to Erasure ( "Right to be Forgotten"): To request that we erase your personal data under certain conditions.
• The Right to Restrict Processing: To request that we restrict the processing of your personal data under certain conditions.
• The Right to Object to Processing: To object to our processing of your personal data under certain conditions.
• The Right to Data Portability: To request that we transfer the data we have collected to another organisation, or directly to you, under certain conditions.
• The Right to Withdraw Consent: Where processing is based on consent, you have the right to withdraw your consent at any time.

To exercise any of these rights, please contact us using the details provided below.

8. Cookies and Tracking Technologies

Our online platform may use cookies and similar tracking technologies to enhance user experience, analyse site usage, and support our HR services. You can manage your cookie preferences through your browser settings.

9. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will post any revised policy on this page, and the "Last Updated" date will indicate when changes were made. We encourage you to review this Privacy Policy regularly.

10. Contact Us

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

Equinox HR Solutions

Killyharry Road

UK

BT70 3DQ

Last Updated: 23 October 2023