Privacy Policy

 
 
 

This policy sets out the basis on which any personal data we collect from you, or that you provide to us (either directly or via a third party), will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

By visiting our website (www.extense.co.uk) (“Site”), using our services, completing our surveys, contributing to our research reports, or by otherwise providing personal data to us (either directly or indirectly), you acknowledge and agree to the practices described in this policy.

For the purpose of the EU General Data Protection Regulation (“GDPR”), the data controller is extense Ltd.

“Personal data”, or personal information, means any information that enables us to identify you, directly or indirectly when combined with other information we hold. It includes “pseudonymised personal data” where identifying information such as name and address has been replaced with a pseudonym. It does not include “anonymous data” where the identity has been permanently removed so that it is no longer possible to identify an individual. We may collect and process the following kinds of personal data:

Information you give to us

You may give us personal data about you by filling in forms on our Site, our diversity monitoring surveys, by corresponding with us by phone, e-mail or in person during a meeting with us. This includes personal data you provide when you register to use our services, and when you report a problem with the same. The personal data you give us may include your name, address, e-mail address, and phone number.

You may also give us special categories of personal data, including details of your age (including your date of birth), disability, gender reassignment, race, religion or belief, sex, and sexual orientation.

With regard to each of your visits to our Site we may automatically collect the following information:

  • Technical information,including the Internet Protocol (IP) address used to connect your computer

    to the Internet, browser type and version and platform; and

  • Information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our Sites (including date and time); page response times, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.

Information we receive from third parties

We may receive personal data about you from employers and potential employers who you apply to with our help, who provide us with feedback and decision outcomes relating to your performance during the diverse talent retained search process.

Use of cookies

Google analytics uses cookies to collect information about how visitors use our Site. We use the information to compile reports and to help us improve the Site. The cookies collect information in an anonymous form, including the number of visitors to the Site, where visitors have come to the Site from and the pages they have visited. To opt out of being tracked by Google Analytics please visit: /tools.google.com/dlpage/gaoptout.

How we use your personal data

We will only use your personal data for purposes described in this policy and when the law allows us to do so. We process your personal data for the following purposes as is necessary for the performance of a contract between parties, or to answer questions or act at your request prior to entering into a contract:

  • To carry out our obligations arising from any agreements between you and us and to provide you with the information and services that you request from us

  • To conduct research and analysis on diversity, equity & inclusion within the legal profession

  • To send you information about suitable career opportunities; and

  • To allow employers to send you information about a career opportunity if you’re in a process.

We process your personal data for the following purposes as necessary for certain legitimate interests, or where you have given your informed consent (or explicit consent for special categories data) to such processing as required by applicable law (such consent can be withdrawn at any time):

  • To provide your personal data to our clients to whom you are applying and with whom you have permitted us to share your personal data

  • To send you relevant information

  • To notify you about changes to our service

  • To conduct periodic campaigns, satisfaction or diversity, equity and inclusion market research

    surveys, as well as to analyse the results; and

  • To offer our services to you in a personalised way.

We process your personal data for the following purposes as necessary in our legitimate business interests, (provided such interests are not overridden by your interests or fundamental rights):

  • To perform those research activities described above (only fully anonymised data will be used for research purposes)

  • To resolve any disputes, if you lawfully exercise your rights or if you wish to dispute any part of our service offering

  • To ensure the security of your data and our business, preventing or detecting fraud or abuses of our services, for example, by requesting verification information to reset your account password (if applicable)

  • To develop and improve our Site, products and services, for example, by reviewing the use of our Site by users

  • To administer our Site and for internal business administration and operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes; and

  • To comply with applicable law, for example, in response to a request from a court or regulatory body, where such request is made in accordance with the law.

Disclosure of your personal data

We may disclose your personal data to third parties:

  • In the event that we sell or buy any business or assets, in which case we may disclose your

    personal data to the prospective seller or buyer of such business or assets.

  • If extense Ltd or substantially all of its assets are acquired by a third party,in which case personal data held by it about its customers will be one of the transferred assets.

  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of extense Ltd, our customers, or others; and

  • So that we can use third party software to contact you via text or email.

Storage of your personal data

  • All information you provide to us is stored on a secure cloud-based server.

  • However,the transmission of information via the internet is not 100%secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Site; and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

How long we store your personal data

  • We will only retain your personal data, in a form which permits us to identify you, for as long as necessary to fulfil the purposes we collected it for.

  • We will retain and use your personal data as necessary to satisfy any legal, accounting or reporting requirements, to resolve disputes or to enforce our agreements and rights.

  • In line with this privacy policy, we will either securely delete or anonymise your personal data so that it cannot be linked back to you.

  • Generally, we store personal data in a form that can identify an individual for up to 10 years following collection unless it is required to fulfil any legal or contractual obligation, is required to continue our provision of service to you as an individual, or is required for the establishment, exercise or defence of legal claims.

  • Our Site 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.

Your rights

In accordance with the General Data Protection Regulation (GDPR), you have the following rights:

  • Request access to your personal data.You may have the right to request access to any personal data we hold about you as well as related information, including the purposes for processing the personal data, the recipients or categories of recipients with whom the personal data has been shared, where possible, the period for which the personal data will be stored, the source of the personal data, and the existence of any automated decision making

  • Request correction of your personal data. You may have the right to obtain without undue delay the rectification of any inaccurate personal data we hold about you

  • Request erasure of your personal data. You may have the right to request that personal data held about you is deleted

  • Request restriction of processing your personal data. You may have the right to prevent or restrict

    the processing of your personal data; and

  • Request transfer of your personal data. You may have the right to request the transfer of personal

    data directly to a third party where this is technically feasible.

    To exercise any of these rights, in the first instance please contact us.

    Please note, this policy may be updated from time to time. If you have any questions in relation to this policy, please contact us.