(last updated 25 March 2019)
Fidio Limited (”We” or “Us”) is committed to protecting and respecting your privacy.
This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Personal information may be collected through our website at www.fidio.co.uk and its sub-domains (“Website”) and our video assessment platform and related services (“Services”).
Your new rights under the GDPR are set out in this notice and apply from 25 May 2018.
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
The department responsible for data protection at Fidio is Legal and Compliance.
1. Who we are and what we do
Fidio provides a cloud based, pre-recorded video assessment platform. It is a SaaS product designed to help reduce time spent on the hiring process.
We collect the personal data of the following types of people to allow us to carry out our core business and ancillary activities:
- Job candidates
- Client and Supplier contacts
2. Information you give to us or we collect from you
Through the Website:
We may ask you to provide your contact details in order to fulfil certain enquiries, such as requesting a demo or free trial. The information we would ask you to provide would typically include your name and contact details, the company you work for, and your position in the company.
We may also collect certain information automatically from your device when you visit the Website. Such information may include your IP address, URL, browser type, page interaction information and clickstream to, through and from the Website. This information helps us to understand what content on the Website is of use to its visitors, enabling us to maintain and improve the relevance and quality of the Website.
We may also obtain personal information from third parties, but only where we are satisfied that they have a legal basis for processing your data.
Through the Services:
If you are using our Services then it is likely that you are a job applicant/candidate (“Candidate”) who has been asked by a potential employer (“Client”) to record and submit a pre-recorded video assessment or video interview. If this is the case, Fidio acts as “Data Processor” and the Client is the “Controller” (as both terms are defined in the GDPR). This means that we process your data on their instructions and on their behalf. Should you therefore have any queries or concerns in regards to the handling of your data then we recommend that you should contact the potential employer directly.
The information that you may be asked to provide when using the Services is likely to include details such as your name and contact information, qualifications, experience, skills, work history and such other information as you would reasonably expect to be asked to provide during an interview scenario. You should not be asked to provide sensitive information such as your date of birth, bank details, national insurance number etc.
We may also collect information automatically when you use the Services which will be similar to the information which we collect automatically when you visit our Website, and used for the same purposes.
3. How we use your personal data
We may use your data for a number of reasons, including:
- To maintain and enhance the Website and the Services
- To contact you in regards to customer service or administrative reasons
- To send you emails in relation to, or in connection with the Services
- To perform any contract we may have entered into with you
4. Who we share your data with
If you are a Candidate then we will share your personal data with the relevant Client (and any associated recruitment company, if applicable).
We may also share your data with members of our Group (and our associated companies and any companies under shared ownership); and our business partners and third party service providers who provide data processing services to us.
If it is necessary, we may also need to disclose your personal data to any government agency, law enforcement or regulatory body or court of law in order to comply with any legal obligation, or in order to enforce or apply our terms of business or to protect or enforce the rights, property, or safety of Fidio, our customers, or others.
In the event that we sell or buy any business or assets, we may need to share your personal information with the prospective seller or buyer of such business or assets.
5. Legal basis for processing
We use information held about you in the following circumstances:
- Where it is necessary for entering into or performing a contract with you
- Where we need to comply with a legal obligation
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests
- Where you have given us consent to use your personal data
- To provide you with the information, products and services that you request from us or we think will be of interest to you if we believe it is relevant to you or your organisation
- To provide you with information about other services we offer that are similar to those that you have already purchased, been provided with or enquired about
Our legal basis for the processing of personal data will usually be based on the legitimate business interests of ourselves and our Clients (and prospective clients) which are not overridden by your fundamental rights and freedoms. Where we process data on behalf of our Clients or potential clients, we may rely on performance of contract as our legal basis for processing. In certain situations we may also rely on consent or to comply with a legal obligation.
Should we want or need to rely on consent to lawfully process your data we will request your consent orally, by email or by an online process for the specific activity we require consent for and record your response on our system. Where consent is the lawful basis for our processing you have the right to withdraw your consent to this particular processing at any time.
Cookies are files that are recorded in temporary Internet folders on your device. They’re a useful tool as, by recording the way you use our Website or Services, they enable us to get to know you better. For example, we’re able to recognise you when you return to the Website, identify your preferences so as to provide you with a more personalised service and speed up searches that you conduct when visiting.
Further Detail on 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 website experience. They can also help to ensure that adverts you see online are more relevant to you and your interests.
We can split cookies into 4 main categories:
Category 1: Strictly necessary cookies
Category 2: Performance cookies
Category 3: Functionality cookies
Category 4: Targeting cookies or advertising 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 job alerts, cannot be provided.
Please be aware our Website and Services use 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 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 username 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 Services, you agree that we can place these types of cookies on your device.
Category 4 – targeting cookies or advertising cookies
These cookies are used to deliver adverts more relevant to you and your interests. They are also used to limit the number of times you see an advertisement as well as help measure the effectiveness of the advertising campaign. They remember that you have visited a website and this information is shared with other organisations such as advertisers. Quite often targeting or advertising cookies will be linked to site functionality provided by the other organisations.
7. Disclosure of your information outside of the EEA
We may share your personal information with any member of our group (or associated companies and companies under shared ownership) both in the EEA and outside of the EEA. We will only transfer data outside of the EEA where permitted by law.
8. Retention of your data
We understand our legal duty to retain accurate data and only retain personal data for as long as we need it for our legitimate business interests. Accordingly, we will retain personal data for as long as is necessary to provide a service to our Client or to comply with any legal or tax related requirements.
Where we are processing personal data on behalf of our Clients or potential clients, we will retain data in accordance with the applicable service agreement.
9. Your rights
You have the right to ask us not to process your personal data for marketing purposes. You can exercise the right at any time by contacting us at email@example.com.
The GDPR provides you with the following rights. To:
- 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 in certain formats, if practicable.
- Make a complaint to a supervisory body which in the United Kingdom is the Information Commissioner’s Office. The ICO can be contacted through this link: https://ico.org.uk/concerns/
Please note that if you are a Candidate who has submitted personal data whilst using the Service, you should contact the Client directly with any of the rights set out above which you wish to exercise. This is because it is the Client that is the Controller of the personal data, not Fidio. We will provide assistance to the Client with any rights which you wish to enforce.
10. Third parties
Our Website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites. The same applies if you are a Candidate who submits personal information whilst using the Services. This information is disclosed subject to the privacy notice of the Client.
11. Changes to our privacy notice
Any changes we make to our privacy notice in the future will be posted on this page. Please check back frequently to see any updates or changes to our privacy notice.
Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to firstname.lastname@example.org.