Privacy — Equiida

Website Privacy and Cookies

Who are we?

We are Equiida Ltd. We provide leadership advisory services to clients looking to improve the performance and inclusivity of their businesses. Within this, we provide:

Executive Search & Succession Planning services (including CEO & Board Effectiveness, Assessment & Benchmarking)
Leadership & Development services (including Executive Coaching, Workshops. Assessments)

What does this Policy cover?

This Privacy Policy explains our use of personal data processed through the website and as part of our services, if you choose to contact us, and our use of business contact details.

It also explains how we use the personal data of our candidates and clients.

Finally, it covers cookies used on the company website.

What personal data do we collect and why do we use it?

The table below explains who we collect personal data about, what that personal data is and the purpose we process it for.

The last column sets out the ‘lawful basis’ we rely on for processing that personal data which is a requirement of data protection rules. Essentially, companies may only process personal data if they can identify a lawful basis from a list set out in the legislation.

Individual	Personal Data	Source and Purpose	Lawful Basis for Processing
Coaching clients, coachees and outplacement clients. (ie where you or your employer are a client of ours for whom we are providing coaching or outplacement services)	Contact details, correspondence, assessments, information provided during consultation sessions, analysis, recommendations and opinions. Special category information such as health, disability or ethnicity or racial information is only processed if provided by you.	This information is given to us by you or your employer if coaching services are engaged by them. Occasionally we undertake feedback sessions as part of coaching which may involve the provision of information about you from other people known to or nominated by you or within your organisation. We use the information to provide our coaching services to you or your employer.	Our legitimate interests as a business in providing coaching services. Some information may also be necessary specifically for us to perform the contract. We only process special category data with your express consent.
Candidates	CVs, identification documents, educational records, work history, employment record and references, correspondence and other personal data provided by you as part of the evaluation or engagement process. We rarely process special category information such as racial, disability, trade union or health information where you have made this available to us.	We mainly collect this information directly from you during the evaluation, engagement and onboarding stages. Sometimes we collect information from third parties such as an agent acting on your behalf such as an interim manager or from a third-party recommendation or a person giving a reference. We do use some publicly available sources to find information about potential candidates, specifically LinkedIn, Xing, BoardEx and company websites. We sometimes conduct informal referencing via our network.	The processing is necessary for our legitimate interests of assessing suitability for potential roles, to find potential candidates. If you choose to give us special category data (listed in the second column), we obtain your express consent to process that.

Where we have indicated in the table above that we rely on legitimate interests for processing of personal data, we carry out a ‘balancing’ test to ensure that our processing is necessary and that your fundamental rights of privacy are not outweighed by our legitimate interests, before we go ahead with such processing.

How long do we keep your personal data for?

We keep your information only for as long as is necessary for the relevant purpose. For example, if we have a contract with you, this will be for 6.5 years after expiry in order to assist us with any contractual claims. We use a number of criteria for determining the retention period including obligations under law, our need to defend or bring contractual claims within the statutory limitation period and consideration of the original purpose we collected it for.

Who do we share your personal data with?

Data may be shared in the following circumstances:

Where you are a coachee or a candidate:
- we share your personal data with the client who has a position to fill in order to determine with the client whether you are a good fit for an available position; Client are large corporate organisations globally.
- we may also conduct checks in order to verify information you have provided and where we do this we share your information with professional background checking service providers if required.
With professional advisors;
In the event of a sale of the company or its assets;
With 3rd party service providers for the purpose of providing our client services or for operating our business, e.g. Invenias, Hogan, BoardEx, IT service providers, Xero.
With suppliers but only subject to robust contractual protections;
Other companies in our group;

What happens if you do not provide us with the information we request or ask that we stop processing your information?

If you do not provide the personal data necessary, we may not be able to respond to your query or consider your application or request or to provide the relevant services to you.

Do we make automated decisions concerning you?

We do not carry out this type of processing activity.

Do we transfer your data outside the UK and Europe?

We may sometimes transfer your personal data to countries outside the UK and European Economic Area, for example if we are either using a supplier or working with a client based elsewhere. You can find the list of European member states by clicking on the following link: https://europa.eu/european-union/about-eu/countries/member-countries_en. The privacy laws in countries outside the European Economic Area and UK may be different from those in your home country.

At present we transfer personal data to the following countries outside of the European Economic Area: USA & Canada

Where we transfer data to a country that has not been deemed to provide adequate data protection standards, we always have security measures and approved European model clauses or other adequate safeguards in place to protect your personal data. Please contact us if you would like more details about our safeguards for data transfers.

What rights do you have in relation to the data we hold on you?

By law, you have a number of rights when it comes to your personal data. Further information and advice about your rights can be obtained from the data protection regulator in your country. In the UK this is the Information Commissioner.

We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:

baseless or excessive/repeated requests, or
further copies of the same information.

Alternatively, we may be entitled to refuse to act on the request in some circumstances.

Please consider your request responsibly before submitting it. We’ll respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we’ll come back to you and let you know.

Rights	What does this mean?
1. The right to be informed	You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Privacy Policy. If you have any additional questions, for example regarding transfers and locations of data or our legitimate interests basis, do please get in touch.
2. The right of access	You have the right to obtain access to your information (if we are processing it), and certain other information (similar to that provided in this Privacy Policy). This is so you’re aware and can check that we’re using your information in accordance with data protection law.
3. The right to rectification	You are entitled to have your information corrected if its inaccurate or incomplete.
4. The right to erasure	This is also known as the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there is no compelling reason for us to keep using it. This is not a general right, there are exceptions.
5. The right to restrict processing	You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
6. The right to data portability	You have rights to obtain and reuse your personal data for your own purposes across different services. This is not a normal scenario for companies of our nature but if you have any questions you can contact us.
7. The right to object to processing	You have the right to object to certain types of processing, including processing for direct marketing or where we are relying on our legitimate interests for processing.
8. The right to lodge a complaint	You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.
9. The right to withdraw consent	If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.

Effective Date: 21-Mar-2023
Last Updated: 21-Mar-2023

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