Privacy Policy

Introduction

This policy (Policy) relates to your personal information in connection with your use of and access to the NXT Boardroom website www.nxtboardroom.com and mobile applications (the NXT Boardroom Platform) and together with our Terms of Use, Terms and Conditions and Cookie Policy set out the terms which apply when using the NXT Boardroom Platform.

The terms "NXT Boardroom", "we", "us" and "our" refer to NXT Boardroom Limited, a company registered in England and Wales (company number 14880905) with its registered address at Bowden House, 36 Northampton Road, Market Harborough, Leicestershire, United Kingdom, LE16 9HE. NXT Boardroom is the controller (also known as a data controller) and is responsible for your personal information. The terms "you", "your" and "yours" refers to any user of the NXT Boardroom Platform, meaning:

individuals wishing to apply for roles via NXT Boardroom (Individual(s));
organisations seeking suitable individuals for roles (Organisation(s)); and/or
any other visitor to the NXT Boardroom Platform.

We are committed to protecting your Information and your right to privacy. Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where information about your identity has been removed (anonymous data).

When you use the NXT Boardroom Platform, you trust us with your Information (as defined below). We take your privacy very seriously. We seek to explain to you in the clearest way possible what information we collect, how we use it and what rights you have in relation to it. We hope you take some time to read through it carefully, as it is important. If there are any terms in this Policy that you do not agree with, please discontinue use of the NXT Boardroom Platform.

The key points of this Policy are:

We are committed to ensuring the privacy of your data and will observe the rights granted to you under applicable privacy and data protection laws.
We will only collect and use your Information (as defined below in ‘Information we may collect about you’) where we have lawful grounds and legitimate business reasons to do so.
We will never sell your Information to third parties.
We aim to provide clear and age appropriate communications relating to data collection, usage and privacy.
We aim to provide you with the ability to access and control the key information provided to us.

What information do we collect about you?

The following are the different sources we may collect personal data about you from:

Directly from you: information you provide while searching for a new opportunity and/or during recruitment stages. For example, from online forms you complete, your correspondence with us by phone, e-mail or otherwise.
Through third parties: by reference or word of mouth. For example, you may be recommended by a friend, a former employer, a former colleague or even a present employer.
Through publicly available sources.

We may also collect general information (using cookies) about the use of the NXT Boardroom Platform, such as the website areas you visit most frequently and which services you access or use.

How do we store your information?

The information you provide to us or that we hold about you is stored, where possible, in a secure EU-based private cloud server, electronically in our databases. We may also transfer your personal data to clients and partners in countries outside the EEA. These countries’ privacy laws may be different from those in your home country. Where we transfer data to a country which has not been deemed to provide adequate data protection standards we always have security measures and approved model clauses in place to protect your personal data. We will only process your information in the ways we describe in this Privacy Policy. If you think the information we hold about you is incorrect, you can contact us to correct it.

What legal basis do we have for using your data?

In accordance with General Data Protection Regulation (GDPR), we will only process your personal information where we have a lawful basis to do so. The lawful bases for processing your personal information are as follows:

Consent: Where you have provided us with your consent to process your personal information for a specific purpose.
Contract: Where we need to process your personal information to fulfil our contractual obligations to you.
Legitimate Interests: Where we have a legitimate interest in processing your personal information, such as for research or marketing purposes, to improve our services or to personalize your experience on the NXT Boardroom Platform.
Legal Obligations: Where we need to process your personal information to comply with a legal obligation, such as when we are required to disclose your personal information to law enforcement officials.

Disclosing Information

We may disclose your personal information to the following third parties:

Service providers who help us with our business operations, such as website hosting and email marketing, but only where they have a lawful basis to process your personal information.
Potential employers if you submit your curriculum vitae or other professional information to us, but only where you have consented to us disclosing your personal information to them.
Government agencies or law enforcement officials if required by law, but only where we are legally obliged to do so.

We will not disclose your personal information to any other third parties without your consent.

Data Security

We take reasonable precautions to protect your personal information from unauthorized access, use, disclosure, alteration, or destruction. These precautions include:

Storing your personal information on secure servers with limited access
Implementing access controls to limit who can access your personal information
Regularly reviewing our security procedures and practices

Your Rights

Under the GDPR, you have the following rights with respect to your personal information:

Right to Access: You have the right to access your personal information and obtain a copy of it. This allows you to review and verify the accuracy of your data.
Right to Rectification: If your personal information is incorrect or incomplete, you have the right to request that we rectify it. We will promptly make the necessary corrections.
Right to Erasure (including Retention and Disposal): You have the right to request the deletion or removal of your personal information if there is no compelling reason for us to retain it. However, there may be exceptions to this right, such as where we are legally obligated to keep your data.
Right to Restrict Processing: You have the right to 'block' or suppress further use of your personal information. When processing is restricted, we can still store your information, but may not use it further except in limited circumstances, such as maintaining records or exercising our legal rights.
Right to Data Portability: You have the right to obtain and reuse your personal data for your own purposes across different services. This means you can request that we provide your data in a structured, commonly used, and machine-readable format, and that you can transfer it to another controller without hindrance.
Right to Object: You have the right to object to certain types of processing, including processing for direct marketing. For example, you can request that we refrain from contacting you for potential opportunities.
Rights related to Automated Decision Making including Profiling: We acknowledge your right to fair treatment in relation to automated decision-making, including profiling. Automated decision-making is a process that uses algorithms to make decisions without human intervention. We will take care to ensure that any automated decision-making is transparent, fair, and non-discriminatory.
Rights to Withdraw Consent: If you have provided your consent to our data processing practices, you have the right to withdraw that consent at any time. However, withdrawing consent does not invalidate any previous processing activities that were conducted with your consent. It also means that we may not be able to continue providing certain services without your consent.

If you would like to exercise any of these rights, please contact us at info@nxtboardroom.com. Please carefully consider your request before submitting it. We will respond promptly, typically within one month of receiving your request. If processing your request requires more time, we will inform you and provide an estimated timeframe for completion.

We typically 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.

Complaints

If you have any concerns about how NXT Boardroom is processing your personal information, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). Our ICO number is: C1428532. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Changes to Our Privacy Policy

We may update this Privacy Policy from time to time. If we make any material changes, we will notify you by email or by posting a notice on our website.

Last updated 30 November 2023

PRIVACY POLICY

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