At Scaleform we are committed to protecting your personal information and your right to privacy.

This privacy notice explains how we collect, use, and store your personal information when you submit your details via our website. 

Who are we?

Scaleform is a specialist recruitment organisation, which provides talent acquisition services on a fractional embedded basis for our clients. We operate as a sole trader and act in two distinct roles under data protection law. 

• As a data controller, when we collect and process personal data for our own business purposes, such as, candidate sourcing, business development, and marketing.

• As a data processor, when we process personal data strictly on behalf of a client, under their instructions. 

This privacy policy will be reviewed from time to time to take account of new laws and technology, as well as changes to our operations and practices to make sure it remains appropriate to the changing environment. Any information we hold will be governed by the most current version of the privacy policy. If you have any specific queries relating to the privacy policy please contact us using the details at the end of this policy. Please read this privacy policy carefully.

At Scaleform, we are committed to protecting the privacy of individuals whose personal data we handle - whether you’re a client, candidate or a site visitor. 

What is the purpose of this notice?

As described above, Scaleform sometimes acts as a “controller” in relation to personal data. This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are sharing information with us as part of our services. This privacy notice will make you aware of how and why your personal data will be used, namely for the purposes of discussing how we could support you, either as a client, or candidate, namely for the purposes of recruitment services, and how long the information will be retained for. It provides you with certain information that must be provided under the UK General Data Protection Regulation (UK GDPR).

Data protection principles

We will comply with data protection law and principles, which means that your data will be:

• Used lawfully, fairly and in a transparent way.

• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

• Relevant to the purposes we have told you about and limited only to those purposes.

• Accurate and kept up to date.

• Kept only as long as necessary for the purposes we have told you about.

• Kept securely.

The kind of information we hold about you as a data controller:

Clients & website visitors:

• Full name

• Email address

• Phone number

• Any additional information you voluntarily provide via phone, email, messaging app, or in person communication during the engagement of our services.

Candidates:

• Full name,

• Email address

• Phone number

• Home address

• Work history

• The information you have provided in your curriculum vitae and covering letter.

• Any information you provide to us during any direct communication with you.

In addition, when we are working as a data processor, under instruction of our clients, we may carry out equal opportunities monitoring as part of our recruitment services to that client, which involves collecting categories of sensitive personal data, including;

• Information about your race or ethnicity, religious beliefs, sexual orientation, and political opinions.

• Information about your disability or health status.

• Information about criminal convictions and offences.

How do we use your information?

For clients and site visitors enquiring about our services, we use the personal information you provide to:

• Contact you about our services

• Respond to your enquiries

• Keep a record of communications.

• Keep a record of your contact details, for future reference in order to provide ongoing support should you engage us on a project or for future projects.

• We may collect your IP address, operating system and browser type for system administration to analyse visitor trends and traffic on our websites, this information does not identify you individually and is not passed to third parties. 

For candidates, we use the personal information you provide to:

• Assess your skills and suitability for roles within our client organisations.

• Communicate with you about the recruitment process.

• Keep a record of your contact details, for future reference in order to provide support in finding a role.

• We may collect your IP address, operating system and browser type for system administration to analyse visitor trends and traffic on our websites, this information does not identify you individually and is not passed to third parties. 

• Carrying out equal opportunities monitoring to ensure the recruitment processes are fair (this will always be optional and candidates will have the right to request the erasure of this data at any time.)

We do not use your information for marketing purposes without your explicit consent, and we never sell your data to third parties.

Where do we collect personal data about you from?

• Directly from you. The information you provide while filling in our contact form on our website, our contact form via our Calendly link, or through email, telephone, or messaging app communications. Or from corresponding/meeting with you directly in person.

• From suppliers or clients. For example we may collect your name and contact details as a business contact for your organisation.

• Professional social media and networking sites (including LinkedIn.)

• Via Calendly our scheduling system 

• By reference, or word of mouth. For example, you may be recommended to us by a former employer, friend, or current/ex-colleague. 

Why do we collect and use your personal data?

We use your personal data so that we can provide our services to you, including to:

• Carry out our obligations arising from any contracts we intend to enter into or have entered into between you and us;

• Provide you with information about job vacancies and to assist you in finding a suitable position (either temporary or permanent) by matching your skills, experience and education with a potential employer. 

• If you work for a client or a potential client looking to fill roles, contact you about candidates and to share your contact details with a candidate, at interview stage and subsequently;

• Maintain our business relationship, where you are a user of our website, a client or candidate;

• Provide you with talent acquisition and consulting services 

• Assist in managing our relationship with you and our clients and perform administration or operational functions;

• Record your IP address, operating system and browser type for system administration and to analyse visitor trends and traffic on our websites – this information does not identify you individually and is not passed to third parties. 

• Notify you about changes to our services or this Privacy Policy;

• Carry out satisfaction surveys;

• Where you have provided your contact information for the possible use of our services, advise you of news, events, services and other information that we feel may be of interest to you because it is relevant to your career or to your organisation. Where we do this you will be able to unsubscribe from such communications by contacting us at info@scaleform.com;

• Comply with legal or regulatory requirements.

How do we keep your data secure?

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Our third-party service provider, Calendly, are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

How long do we retain your data?

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:

• Our contractual obligations and rights in relation to the information involved;

• Legal obligation(s) under applicable law to retain data for a certain period of time;

• Statute of limitations under applicable law(s)

• (Potential) disputes;

• If you have made a request to have your information deleted; and

• Guidelines issued by relevant data protection authorities.

Otherwise, we securely erase your information once it is no longer needed.

What legal basis do we have for processing your information?

For clients and candidates, our processing is necessary for our legitimate interests. As a business providing talent acquisition services, we act on behalf of our clients to reach out to, and recruit candidates for their organisations. The exchange of personal data of our candidates and our client contacts is a fundamental and essential part of this process as we need the information in order to be able to assess whether we can provide services to our clients, and whether the candidates are a suitable fit for our client organisation. 

In cases where there is no legal basis (to process personal data and/or sensitive personal data), we will ask for your express consent orally, by email or by an online process for the specific activity we require consent for and record your response. Where consent is the lawful basis for our processing you have the right to withdraw your consent to this particular processing at any time (as below).

Who do we share your personal data with?

Your personal data may be shared with certain third parties who will be subject to contractual obligations of confidentiality and compliance with relevant laws, including:

• Our clients who have a position to fill, in order to determine with the client whether you are a good fit for the available position. 

• Suppliers, contractors and agents who may perform services for us, such as: professional advisors (for example, accountants or lawyers); 

Rights of access, correction, erasure, and restriction

Under certain circumstances, by law you have the right to:

• Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

• Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact Amelia Mackrill (info@scaleform.com) in writing.

Right to withdraw consent

If at any stage of the services we provide to you, your consent is sought to process your personal data, you have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact Amelia Mackrill (info@scaleform.com). Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.

If you have any questions about this privacy notice or how we handle your personal information, please contact Amelia Mackrill (info@scaleform.com)​. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO) who is responsible for data protection issues in the UK.