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Privacy

How Voyse handles personal data across the marketing site, Careers Sites, customer admin tools and candidate data-rights requests.

1. Introduction

  1. We are committed to safeguarding the privacy of our website visitors, Service Users, individual customers, and customer personnel.
  2. This policy applies where we are acting as a data controller with respect to the personal data of such persons; in other words, where we determine the purposes and means of the processing of that personal data.

We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website, our customers' websites, and services, we will ask you to consent to our use of cookies when you first visit our website.

1.2. This policy applies where we are acting as a data controller with respect to the personal data of such persons; in other words, where we determine the purposes and means of the processing of that personal data.

1.3. We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website, our customers' websites, and services, we will ask you to consent to our use of cookies when you first visit our website.

1.4. In this policy;

  1. ‘we’, ‘us’ and ‘our’ refer to VOYSE data controller. For more information about us, see Section 20.
  2. “Service Providers” means all third-party platforms used as part of the provision of Voyse services, including Google Analytics and LinkedIn where we use them for website analytics and advertising measurement.
  3. “Service Users” means both customers of Voyse who are using paying for the use of our service (“Customers”) and the candidates of Customers who use the platform.

2. The personal data that we collect.

2.1 In this Section 2, we have set out the general categories of personal data that we process and, in the case of personal data that we did not obtain directly from you, information about the source and specific categories of that data.

2.2 We may process data enabling us to get in touch with you (‘contact data’). The contact data may include your name, email address, telephone number, postal address, and/or social media account identifiers. If you log into our website using a social media account, we will obtain elements of the contact data from the relevant social media account provider.

2.3 We may process your website user account data (‘account data’). The account data may include your account identifier, name, email address, account creation and modification dates, website settings, and marketing preferences. If you log into our website using a social media account, we will obtain elements of the account data from the relevant social media account provider.

2.4 We may process your information included in your personal profile on our website (‘profile data’). The profile data may include your name, address, telephone number, email address, profile pictures, gender, date of birth, salary, professional skills and experience, interests and hobbies, educational details, and employment details. The source of the profile data is you and/or your employer. If you log into our website using a social media account, we will obtain elements of the profile data from the relevant social media account provider.

2.5 We may process information relating to our customer relationships (‘customer relationship data’). The customer relationship data may include your name, the name of your business or employer, your job title or role, your contact details, your classification/categorisation within our customer relationship management system, and information contained in or relating to communications between us and you, or between us and your employer. The source of the customer relationship data is you and/or your employer.

2.6 We may process information contained in or relating to any communication that you send to us or that we send to you (‘communication data’). The communication data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms.

2.7 We may process data about your use of our website and services (‘usage data’). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, and website navigation paths, as well as information about the timing, frequency, and pattern of your service use. The source of the usage data is our analytics tracking system, including Google Analytics and LinkedIn tracking pixels where you have consented to non-essential cookies.

2.8 Please do not supply any other person's personal data to us, unless we prompt you to do so.

3.1 In this Section 3, we have set out the purposes for which we may process personal data and the legal bases of the processing.

3.2 Operations - We may process your personal data for the purposes of operating our website and associated websites, the processing and fulfillment of orders, providing our services, supplying our goods, generating invoices, bills, and other payment-related documentation, and credit control. The legal basis for this processing is our legitimate interests, namely the proper administration of our website, services, and business OR the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

3.3 Relationships and communications - We may process contact data, account data, customer relationship data, transaction data, and/or communication data for the purposes of managing our relationships, communicating with you (excluding communicating for the purposes of direct marketing) by email, SMS, post, fax, and/or telephone, providing support services, and complaint handling. The legal basis for this processing is our legitimate interests, namely communications with our website visitors, Service Users, individual customers, and customer personnel, the maintenance of our relationships, enabling the use of our services, and the proper administration of our website, services, and business.

3.5 Personalisation - We may process account data, service data, and/or usage data for the purposes of personalizing the content and advertisements that you see on our website and through our services to ensure that you only see material that is relevant to you. The legal basis for this processing is consent OR our legitimate interests, namely offering the best possible experience for our website visitors and Service Users OR the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

3.6 Direct marketing - We may process contact data, account data, profile data, customer relationship data, and/or transaction data for the purposes of creating, targeting, and sending direct marketing communications by email, SMS, post, and/or fax and making contact by telephone for marketing-related purposes. The legal basis for this processing is consent OR our legitimate interests, namely promoting our business and communicating marketing messages and offers to our website visitors and Service Users.

3.7 Research and analysis - We may process usage data, service data, and/or transaction data for the purposes of researching and analyzing the use of our website and services, as well as researching and analyzing other interactions with our business. The legal basis for this processing is consent OR our legitimate interests, namely monitoring, supporting, improving, and securing our website, services, and business generally.

3.8 Record keeping - We may process your personal data for the purposes of creating and maintaining our databases, back-up copies of our databases, and our business records generally. The legal basis for this processing is our legitimate interests, namely ensuring that we have access to all the information we need to properly and efficiently run our business in accordance with this policy.

3.9 Security - We may process your personal data for the purposes of security and the prevention of fraud and other criminal activity. The legal basis of this processing is our legitimate interests, namely the protection of our website, services, and business, and the protection of others.

3.10 Insurance and risk management - We may process your personal data where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, and/or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.

3.11 Legal claims - We may process your personal data where necessary for the establishment, exercise, or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights, and the legal rights of others.

3.12 Legal compliance and vital interests - We may also process your personal data where such processing is necessary for compliance with a legal obligation to which we are subject or in order to protect your vital interests or the vital interests of another natural person.

5. Retaining and deleting personal data

5.1 This Section 5 sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

5.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

5.3 We will retain your personal data as follows:

  1. contact data will be retained for a minimum period of two months following the date of the most recent contact between you and us, and for a maximum period of 12 months following that date;
  2. account data will be retained for a minimum period of two months following the date of the most recent contact between you and us, and for a maximum period of 12 months following that date;
  3. profile data will be retained for a minimum period of two months following the date of the most recent contact between you and us, and for a maximum period of 12 months following that date;
  4. customer relationship data will be retained for a minimum period of two months following the date of the most recent contact between you and us, and for a maximum period of 12 months following that date;
  5. service data will be retained for a minimum period of two months following the date of the most recent contact between you and us, and for a maximum period of 12 months following that date;
  6. transaction data will be retained for a minimum period of two months following the date of the most recent contact between you and us, and for a maximum period of 12 months following that date;
  7. communication data will be retained for a minimum period of two months following the date of the most recent contact between you and us, and for a maximum period of 12 months following that date;
  8. usage data will be retained for a minimum period of two months following the date of the most recent contact between you and us, and for a maximum period of 12 months following that date;

5.6 Notwithstanding the other provisions of this Section 5, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

6. Security of personal data

6.1 We will take appropriate technical and organizational precautions to secure your personal data and to prevent the loss, misuse, or alteration of your personal data.

6.2 We will store your personal data on secure servers, personal computers, and mobile devices, and in secure manual record-keeping systems.

6.3 The following personal data will be stored by us in encrypted form: your name, contact information, password(s), and cardholder data.

6.4 Data relating to your enquiries and financial transactions that is sent from your web browser to our web server, or from our web server to your web browser, will be protected using encryption technology.

6.5 You acknowledge that the transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

6.6 You should ensure that your password is not susceptible to being guessed, whether by a person or a computer program. You are responsible for keeping the password you use for accessing our website confidential, and we will not ask you for your password (except when you log in to our website).

7. Your rights

7.1 In this Section 7, we have listed the rights that you have under data protection law.

7.2 Your principal rights under data protection law are:

  • the right to access - you can ask for copies of your personal data;
  • the right to rectification - you can ask us to rectify inaccurate personal data and to complete incomplete personal data;
  • the right to erasure - you can ask us to erase your personal data;
  • the right to restrict processing - you can ask us to restrict the processing of your personal data;
  • the right to object to processing - you can object to the processing of your personal data;
  • the right to data portability - you can ask that we transfer your personal data to another organization or to you;
  • the right to complain to a supervisory authority - you can complain about our processing of your personal data; and
  • the right to withdraw consent - to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent.

7.3 These rights are subject to certain limitations and exceptions. You can learn more about the rights of data subjects by visiting https://edpb.europa.eu/our-work-tools/general-guidance/gdpr-guidelines-recommendations-best-practices_en and https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.

7.4 You may exercise any of your rights in relation to your personal data by written notice to us, using the contact details set out below.

7.5 If you are a candidate using a Voyse-powered careers site, you may also submit a data-rights request through the GDPR or privacy request link on that careers site. We will log the request securely and share it with the employer responsible for fulfilling it. Voyse may assist the employer in processing the request on their behalf.

8. Updating information

8.1 Please let us know if the personal information that we hold about you needs to be corrected or updated.

9. Acting as a data processor

9.1 In respect of Job Application data, we do not act as a data controller; instead, we act as a data processor.

9.2 Insofar as we act as a data processor rather than a data controller, this policy shall not apply. Our legal obligations as a data processor are instead set out in the contract between us and the relevant data controller.

9.3 Where a candidate submits a data-rights request through a customer careers site, the request is stored against that customer account and made available to the employer in their Voyse admin dashboard. We may notify the employer's primary account user, or Voyse support where no primary user is configured, so that the request can be reviewed and fulfilled.

10. About cookies

10.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

10.2 Cookies may be either ‘persistent’ cookies or ‘session’ cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

10.3 Cookies may not contain any information that personally identifies a user, but personal data that we store about you may be linked to the information stored in and obtained from cookies.

11.1 We use cookies for the following purposes:

  • authentication and status - we use cookies to identify you when you visit our website and as you navigate our website, and to help us determine if you are logged into our website
  • personalisation - we use cookies to store information about your preferences and to personalise our website for you
  • security - we use cookies as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally
  • advertising measurement - where you consent, we use LinkedIn tracking pixels to understand whether our marketing is effective
  • analysis - we use cookies to help us analyse the use and performance of our website and services
  • cookie consent - we use cookies to store your preferences in relation to the use of cookies more generally

12. Cookies used by our Service Providers

12.1 Our Service Providers use cookies and similar technologies, and those cookies or pixels may be stored on your computer when you visit our website. We currently use Google Analytics and LinkedIn tracking pixels only.

12.2 We use Google Analytics. Google Analytics gathers information about the use of our website by means of cookies. The information gathered is used to create reports about the use of our website. You can find out more about Google's use of information by visiting https://www.google.com/policies/privacy/partners/ and you can review Google's privacy policy at https://policies.google.com/privacy.

12.3 We use LinkedIn tracking pixels on our website. Using the pixel, LinkedIn collects information about users and use of our website. The information is used to measure marketing performance, understand website journeys, and support LinkedIn advertising. To find out more about LinkedIn's use of personal data generally, see LinkedIn's privacy policy at https://www.linkedin.com/legal/privacy-policy.

13. Managing cookies

13.1 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can, however, obtain up-to-date information about blocking and deleting cookies via these links:

13.2 Blocking all cookies will have a negative impact upon the usability of many websites.

13.3 If you block cookies, you will not be able to use all the features on our website.

13.4 As part of the Voyse service, Customers will be offered the ability to insert their own cookies into our content and platform, subject to prior consent. To inquire about these cookies and their effects or to opt out, please speak directly to the relevant Customer.

14. Cookie preferences

14.1 You can manage your preferences relating to the use of cookies on our website by opening .

15. Amendments

15.1 We may update this policy from time to time by publishing a new version on our website.

15.2 You should check this page occasionally to ensure you are happy with any changes to this policy.

15.3 We may notify you of significant changes to this policy by email.

16. Our details

16.1 This website is owned and operated by Voyse Ltd

16.2 We are registered in England and Wales under registration number 08575516 and our registered office is at 1 Newton Court, Kelvin Drive, Knowlhill, Milton Keynes, MK5 8NH

16.3 Our principal place of business is at 1 Newton Court, Kelvin Drive, Knowlhill, Milton Keynes, MK5 8NH

16.4 You can contact us:

  • by post, to the postal address given above.
  • using our website contact form.
  • by telephone, on the contact number published on our website; or
  • by email, using the email address published on our website.

22. Representatives

22.1 If you are in the European Economic Area and have questions about our obligations under data protection law, you can contact us by email: info@voyse.io.

22.2 You can contact our representative at info@voyse.io.