Ethita Privacy Policy
1. Introduction
Ethita (referred to as "we," "us," or "our") is committed to protecting your personal data and respecting your privacy. This Privacy Policy informs you about how we collect, use, and process your personal data when you use our service, Ethita (the "Service"), the primary function of which is to capture user information and match it to relevant postings/opportunities.
This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Contact Details
If you have any questions about this Privacy Policy or our data practices, please contact us:
- Name of Company: Ethita Limited
- Email Address: Hello@Ethita.com
- Data Protection Officer (DPO) / Contact: Hello@Ethita.com
3. Personal Data We Collect
"Personal Data" means any information about an individual from which that person can be identified. We may collect, use, store, and transfer the following categories of personal data:
| Category of Data | Examples of Data Collected |
|---|---|
| Identity Data | Name, username, account details, date of birth. |
| Contact Data | Email address, phone number, postal address. |
| Professional Data | CV/Resume information (e.g., job history, skills, qualifications, salary expectations) as provided by you. |
| Matching Data | Criteria and preferences you set for postings (e.g., location, industry, seniority level). |
| Technical Data | Internet Protocol (IP) address, login data, browser type and version, time zone setting and location, operating system and platform, and other technology on the devices you use to access the Service. |
| Usage Data | Information about how you use our Service, including your search history, which postings you view or apply for, and your activity on the platform. |
| Financial Data | [If applicable, e.g., for paid services: Billing address and payment card details (handled securely via third-party providers)]. |
4. How We Use Your Personal Data (Purposes and Lawful Basis)
We will only use your personal data when the law allows us to. Our main purposes for processing your data are:
| Purpose of Processing | Lawful Basis for Processing (UK GDPR Art. 6) |
|---|---|
| To Provide Matching Services (Capturing data and matching it to postings) | Performance of a Contract with you to deliver the core service you requested. |
| To Manage Your Account (Registration, administration, security) | Performance of a Contract and Legitimate Interests (to run our business, ensure account security). |
| To Improve and Personalise the Service (Analysing usage patterns, developing new features) | Legitimate Interests (to keep our Service updated, relevant, and effective for all users). |
| To Send Service Notifications (Alerts for new matches, security updates, policy changes) | Legitimate Interests (to communicate essential information related to the service). |
| To Comply with Legal Obligations (e.g., tax, audit, or law enforcement requests) | Legal Obligation (to comply with laws and regulations applicable in the UK). |
5. Data Matching and Profiling
Our core service involves an automated matching process:
- Process: We use the Professional Data and Matching Data you provide to automatically compare it against available postings/opportunities stored in our database.
- Purpose: This processing is essential for the Performance of the Contract to connect users with relevant opportunities efficiently.
- No Significant Legal Effect: This matching/profiling process does not result in decisions that significantly affect you (e.g., it does not automatically result in a contract or employment offer, which is made by a third party). It only provides you with a list of potential matches.
6. Data Sharing and Disclosure
We may share your personal data with the following parties:
- Postings/Opportunity Providers: We will share relevant Professional Data (e.g., your CV/Profile, skills, etc.) and Contact Data only when you actively express interest or apply for a specific posting, as required to facilitate the application.
- Service Providers/Processors: Third-party providers who perform services on our behalf, such as hosting, data storage, payment processing, or analytics. We only share the minimum necessary data and require them to treat your data securely and in accordance with the law.
- Professional Advisors: Lawyers, bankers, auditors, and insurers who provide professional services to us.
- Regulatory or Legal Bodies: Where we are legally required to do so, or to protect our rights and the safety of others.
7. Data Retention Policy (Storage Limitation)
We will only retain your personal data for as long as necessary to fulfil the purposes for which we collected it, including for satisfying any legal, accounting, or reporting requirements.
Our standard retention policy is as follows:
- Active Account Data: We will keep this data for the entire time you have an active Ethita account.
- Inactive Account Data: If your account remains inactive for a continuous period of 7 years, we will contact you to confirm if you wish to keep your account. If you do not respond, or if you request account closure, your personal data will be securely deleted or anonymised within a further 90 days.
- Legal/Financial Records: We will retain financial transaction data, contract records, and legal compliance records for a period of six (6) years plus the current financial year to meet UK legal and HMRC obligations.
- Anonymisation: We may anonymise your personal data (so it can no longer be associated with you) for research or statistical purposes, in which case we may use this anonymous information indefinitely.
8. Your Legal Rights (Data Subject Rights)
Under the UK GDPR, you have the following rights in relation to your personal data. You can exercise these rights by contacting us using the details in Section 2.
- Right to be Informed: To be informed about how your personal data is being used (as described in this policy).
- Right of Access: To request a copy of the personal data we hold about you (a "Subject Access Request" or SAR).
- Right to Rectification: To request that we correct incomplete or inaccurate data we hold about you.
- Right to Erasure (Right to be Forgotten): To ask us to delete or remove personal data where there is no good reason for us to continue processing it.
- Right to Restrict Processing: To ask us to suspend the processing of your personal data in certain circumstances.
- Right to Data Portability: To request the transfer of your personal data to you or a third party.
- Right to Object: To object to the processing of your personal data where we are relying on a legitimate interest.
- Rights in relation to automated decision making and profiling: To challenge any decision based solely on automated processing.
9. International Transfers
We [may/do not] transfer your personal data outside the UK.
- [If you do transfer data outside the UK, include this paragraph:] Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it. This is typically done by using specific contracts approved for use in the UK which give personal data the same protection it has in the UK (e.g., the International Data Transfer Agreement (IDTA) or the International Data Transfer Addendum).
10. How to Complain
If you have any concerns about how we handle your data, please contact us first so we can try to resolve your issue internally.
You also have the right to make a complaint at any time to the supervisory authority for data protection issues in the UK, which is the Information Commissioner's Office (ICO).
- ICO Contact Details: You can find their contact details on the ICO website: www.ico.org.uk.