Privacy Policy

1. Protecting the privacy of candidates and clients

This privacy notice is a public declaration of how Conexia Limited. applies the Data Protection Principles and Rights afforded to individuals by the General Data Protection Regulation (GDPR), to the personal data that we process. Conexia Limited is committed to complying to the principles relating to the processing of personal data under the GDPR.

We take care to protect the privacy of our candidates and clients. Set out below is an explanation of how we process this information.

2. Who is collecting information about me?

Conexia Limited Registered in England No. 3949686 trading as Conexia Limited, registered at: Golden Cross House, 8 Duncannon Street, London, Greater London, WC2N 4JF, United Kingdom. Operational and Postal address – Golden Cross House, 8 Duncannon Street, London, Greater London, WC2N 4JF, United Kingdom.

Point of Contact:

Head of Risk and Compliance, Golden Cross House, 8 Duncannon Street, London, Greater London, WC2N 4JF, United Kingdom.

Email: conexiadata@capita.com

Conexia Limited’s Data Protection Officer:

Email: conexiaprivacy@capita.com

3. What information are you collecting about me and why?

The information which we collect and store during normal use of the site is used to monitor and analyse how parts of the site are used. Such use does not result in any personally identifiable data being collected or stored.

You have the option on certain pages within this site and other linked Conexia sites to explicitly submit personal information to Conexia Limited in order that we might send you further information or alerts. These pages will provide explanation as to how this information is to be used if it is not already covered in the sites’ privacy policy. Please check the privacy policy for each Conexia Limited site visited as they may not always be the same.

Work seeking services:

The information that Conexia Limited will collect will be personal information such as name, contact details, work history, employer feedback, education, skills, training, and other onboarding compliance requirements. We may use this information to provide work-seeking services, to assess your suitability to work as well as administrative and management purposes in connection with providing work seeking services. Some of our websites and applications enable you to directly submit CV’s and apply for specific roles and to join our candidate talent pool.

In addition to information provided by you directly in a written format and via telephone conversations, we may gather information from third party sources such as LinkedIn, Google and other search engines, Company websites, press and periodicals and other publicly available sources.

Your personal information may also be used in anonymised form, and aggregated in order to put together industry, marketing and employment trend analysis, reports and statistics. Used in this manner, it will not be possible to identify you as a data subject.

Client services:

The information that Conexia Limited will collect will be personal information such as name, contact details and job title. We may use this information to provide recruitment services to you.

Call recording:

To help improve efficiency and effectiveness of some of the services provided to you by phone we keep a record of the call.

Marketing and communications:

The information Conexia Limited will collect includes details of your visits to our website, the pages you view and resources you access or download. Please see our sections on Google Analytics and Cookies below for more information.

We also collect the information that you choose to provide by filling in a form on our website, including subscribing to newsletters and alerts, registering for events, or requesting content, such as a white paper.

This information may be used to:

• Send you the content requested;
• Inform our marketing strategy;
• Enhance our thought leadership content;
• Send you surveys or research questionnaires;
• Send you related information that we believe will be of interest to you.

All data will be processed in accordance with the relevant data protection legislation and as of 25 May 2018, with the General Data Protection Regulation, Regulation(EU) 2016/679 of 27 April 2016.

4. What if I choose not to give you my personal information?

We will only collect and process information related to you based on your informed consent and in our legitimate interest. Should at any point you decide to withdraw your consent contact your local Conexia Limited contact or email conexiadata@capita.com.

5. Who might you share my information with?

We may share information collected for work seeking services with our clients, but only as strictly required in the work seeking process, for example the review and shortlist of candidate profiles. As part of our work seeking services your personal data may be stored electronically; passed to our clients for processing; checked with third parties or to other companies within Conexia Limited.

Conexia Limited may share your data with authorised third parties and associates as applicable to the service being provided. These third parties include our employment background screening partners, associates, insurance partner and IT service providers.

Other than this, your information collected will not be shared outside the Conexia Limited, unless required for legal or regulatory purposes. If we seek to change this, we will seek explicit consent at that stage. We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing.

6. Where might you transfer my information outside the UK

Most of our systems that would store your information are based in the UK or the European Economic Area. If we need to transfer your personal data to countries outside the European Economic Area, we will ensure that such transfers are compliant with the GDPR. Appropriate measures will be put in place to keep your personal data secure.

7. How long do you keep hold of my information?

Conexia Limited has a Data Retention Policy which applies to various functional activities, including HR. The aforementioned policy mandates how long records, including personal data, must be retained. Retention periods are determined by legislation and business requirements. When providing work seeking services or client services we will hold your data for 2 years after last contact unless a legal or regulatory obligation requires that we hold this data for a superseding period of time.

All information will be kept securely on our systems. All personal data will be held in accordance with the Conexia Limited Data Retention policy.

8. Will you process my information for purposes I may not be aware of?

Your information will only be processed as described in this policy.

9. What rights do I have?

The right to be informed

Conexia Limited provides fair processing of information by way of this privacy notice.

The right of access

You have the right to obtain confirmation whether or not we are processing your data and a right to obtain a copy of the data that we hold. This is known as a Subject Access Request. Please contact us at conexiadata@capita.com to make a request.

The right to rectification

If any information held is inaccurate or incomplete, you have the right to have that information corrected or deleted, if other parties have been passed the information (such as HMRC) we will, where possible, inform them of the rectification undertaken. Please contact your local Conexia Limited contact to make this request.

The right to erasure (also known as the “right to be forgotten”)

You have the right for your information to be deleted. We will oblige as long as there are no reasons for us to keep the information. For example, where we have to keep certain pieces of information for minimum periods in line with legislation.

The right to restrict or object to processing

You have the right to block or restrict processing, this won’t affect the processing done so far, but will stop further processing.  For example, if you apply for a role, we will have to keep information on file for a certain period; we can however remove you from our active candidate talent pools if you wish not to be contacted about further opportunities.

The right to data portability

You have the right for your information to be provided in a machine readable format to enable easy transfer between processors. This right is available to personal data provided by you.

The right not to be subject to automated decision making

Where we use automated decision making we will inform you how and when this will happen. As applicable where the decision is fully automated we will obtain your consent.

The right to withdraw consent

Where we process information based on the data subject’s (your) consent, you have the right to withdraw consent at any time. Please note where you withdraw your consent this will not affect the lawfulness of processing based on consent before its withdrawal nor further processing of the same data under other legal basis such as contract or compliance with a Conexia Limited legal obligation.

The right to complain

If you have any concerns or complaints regarding the processing of your personal data, or our compliance with the UK GDPR and Data Protection 2018, you should contact Conexia’s Data Protection Officer at

Email: conexiaprivacy@capita.com

If you are unhappy with our response, you have the right to complain to the Supervisory Authority, the details of which are below:

Supervisory Authority: Information Commissioner’s Office (ICO)
Website: https://ico.org.uk/concerns/
Email: casework@ico.org.uk
Telephone: 03031231113

10. Google Analytics

We use Google Analytics to collect information about visitor behaviour on our website. Google Analytics stores information about what pages you visit, how long you are on the site, how you got here and what you click on.

This Analytics data is collected via a JavaScript tag in the pages of our site and is not tied to personally identifiable information. We therefore do not collect or store your personal information (eg, your name or address) so this information cannot be used to identify who you are.

We have also implemented Google Analytics Demographics and Interest Reporting. This is used to gain an insight into the age, gender and interests of our users to help us make decisions on how to improve the website in the future. Users can opt out of this reporting by visiting Google Ads Settings.

You can find out more about Google’s position on privacy as regards its analytics service at Google support

Visitors may choose to opt-out of Google Analytics tracking with the Google Analytics opt-out browser add-on. You may also disable tracking cookies by clicking the privacy settings link in the bottom right of the any website page.

Read about how we use Cookies on our website.

11. Cookies

Cookies are text files containing small amounts of information which are downloaded to your device when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie.

Cookies do lots of different jobs, like letting you navigate between pages efficiently remembering your preferences, and generally improve your web site experience. They can also help to ensure that adverts you see online are more relevant to you and your interests.

We split cookies into 3 main categories:

• Category 1: Strictly necessary cookies
• Category 2: Performance cookies
• Category 3: Functionality cookies

Category 1 – Strictly necessary cookies

These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these cookies services you have asked for, like register for whitepapers cannot be provided.

Please be aware our site uses this type of cookie.

Category 2 – Performance cookies

These cookies collect information about how visitors use a website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how a website works.

By using our website and online services, you agree that we can place these types of cookies on your device.

Category 3 – Functionality cookies

These cookies allow the website to remember choices you make (such as your user name and password) and provide enhanced, more personal features.

These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as watching a video or commenting on a blog. The information these cookies collect may be anonymous and they cannot track your browsing activity on other websites.

By using our website and online services, you agree that we can place these types of cookies on your device.

Third Party Cookies on website

When you visit our website you may find cookies that aren’t related to conexiaprivacy@capita.com. For example if one of our pages contains embedded content, e.g. a video from YouTube you may be sent cookies from these sites. We don’t control these cookies and recommend that if you are concerned you check these websites for more information about their cookies and how you can manage them.

We may collect information about you from third parties that we work with for the purposes of delivering to you the services that you request from us. For example, we may engage third parties for online event registration and further information requests systems; these entities will collect information directly from you on our behalf.

External Links

We do have links to other web sites and once you access another site through a link that we have provided it is the responsibility of that site to provide information as to how they use cookies on the respective site.

Most web browsers will accept cookies, but if you would rather that we did not collect data in this way you can choose to accept all or some or reject cookies in your browser’s privacy settings. Rejecting all cookies means that certain features cannot then be provided to you and accordingly you may not be able to take full advantage of all of the website’s features and you may be prevented from using the site’s services. Each browser is different, so check the “Help” menu of your browser to learn how to change your cookie preferences. The instructions below where known to work, but as browsers evolve they may move menus or change the way settings are updated, as above please check your browser’s help menu if the directions below don’t apply.

How to check cookies are enabled for PCs:

Microsoft Internet Explorer

1. Click on ‘Tools’ at the top of your browser window and select ‘Internet options’, then click on the ‘Privacy’ tab
2. Ensure that your Privacy level is set to Medium or below, which will enable cookies in your browse
3. Settings above Medium will disable cookies

Mozilla Firefox

1. Click on ‘Tools’ at the top of your browser window and select Options
2. Then select the Privacy & Security icon/menu
3. Look in the History section and choose the desired level of cookie use.

Google Chrome

1. Click on ‘Tools’ at the top of your browser window and select Options
2. Click the ‘Under the Hood’ tab, locate the ‘Privacy’ section, and select the ‘Content settings’ button
3. Now select ‘Allow local data to be set’

Safari

1. Click on the Cog icon at the top of your browser window and select the ‘Preferences’ option
2. Click on ‘Security’, check the option that says ‘Block third-party and advertising cookies’
3. Click ‘Save’

How to check cookies are enabled for Macs:

Microsoft Internet Explorer 10.0, 11.0

1. Click on ‘Explorer’ at the top of your browser window and select ‘Preferences’ options
2. Scroll down until you see ‘Cookies’ under Receiving Files
3. Select the ‘Never Ask’ option

Mozilla Firefox

1. Click on ‘Firefox’ at the top of your browser window and select ‘Preferences’ options
2. Then select the Privacy icon
3. Now select ‘Accept cookies from sites’

Google Chrome

1. Click on ‘Chrome’ at the top of your browser window and select ‘Preferences’ options
2. Click the ‘Under the Hood’ tab, locate the ‘Privacy’ section, and select the ‘Content settings’ button
3. Now select ‘Allow local data to be set’

Safari

1. Click on ‘Safari’ at the top of your browser window and select the ‘Preferences’ option
2. Click on ‘Security’ then ‘Accept cookies’
3. Select the ‘Only from site you navigate to’

If your browser isn’t listed, please consult the “help” facility for equivalent settings.

If you want to delete any cookies that are already on your computer, please refer to the instructions for your file management software to locate the file or directory that stores cookies.

You can find more information about cookies by visiting www.allaboutcookies.org or www.youronlinechoices.eu.

12. Changes to our privacy notice

We regularly review our privacy notice and place any updates on this webpage. We may contact you by email or post to update you with any significant changes to the notice.