Privacy Policy

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PortfolioXD Privacy Policy V2

Effective Date: 12 April 2024

1. Introduction

At PortfolioXD, we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.portfolioxd.com and use our services. Please read this policy carefully to understand our views and practices regarding your personal data and how we will treat it.

2. Information We Collect

• Personal Data: When you register on our site, subscribe to our newsletter, complete a questionnaire, or engage with our services, we may collect personal information such as your name, email address, phone number, job title, company name, and any other information you provide.
• Recruitment Process: Information from interviews, conversations, onboarding questionnaires, and other engagement activities. This includes information from your public profile (e.g., LinkedIn), references/referees, and information provided directly by you.
• Usage Data: Technical and statistical information about how you use our website and engage with our community, including your IP address, browser type, referring/exit pages, and the dates and times of your visits.
• Company Information: Sensitive and confidential information provided to us as part of the role briefing process, which may include business strategies, financial data, and proprietary information.

3. How We Use Your Information

We use the information we collect in the following ways:

• To provide and manage our services: Including personalised executive matching, communication, and engagement.

• To improve our website and services: Analysing usage patterns to enhance user experience.

• To communicate with you: Sending newsletters, updates, and marketing materials, which you can opt-out of at any time.

• To comply with legal obligations: Ensuring our practices meet applicable laws and regulations, including the General Data Protection Regulation (GDPR).

4. Legal Basis for Processing Personal Data

We process your personal data based on the following legal grounds:

• Consent: When you have given your explicit consent for us to process your personal data for specific purposes.

• Contractual Necessity: When processing is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into a contract.

• Legitimate Interests: When processing is necessary for our legitimate interests or those of a third party, provided these interests are not overridden by your rights and interests.

5. Sharing Your Information

We may share your information with:

• Carefully selected third parties: For marketing and partnership opportunities aligned with your professional interests.

• Service providers: Who perform services on our behalf, such as website hosting and data analysis.

• Legal authorities: If required by law or to protect our rights, safety, or property.

6. Confidentiality of Company Information

We understand the importance of maintaining the confidentiality and security of sensitive and commercially sensitive information provided by companies. Therefore, we implement strict confidentiality measures to ensure that such information is not shared or disclosed without explicit consent, except as required to provide our services or comply with legal obligations. Specifically:

• Non-Disclosure: We do not share confidential or commercially sensitive company information with any third parties unless explicitly authorised by you.
• Internal Use Only: Such information is only used internally for the purpose of providing the best possible service and is accessed only by staff who need to know this information to perform their duties.
• Security Measures: We employ advanced security measures to protect this information from unauthorised access, disclosure, or misuse.

7. Data Security and Cybersecurity

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or destruction. This includes:

• Encryption: Ensuring that data transmitted over the internet is encrypted using SSL/TLS protocols.
• Firewalls and Intrusion Detection Systems: To protect our systems from unauthorised access and attacks.
• Access Controls: Limiting access to your personal data to authorised personnel only, based on their job roles.
• Regular Security Audits: Conducting regular security audits and vulnerability assessments to identify and address potential security risks.
• Incident Response: Having a robust incident response plan to promptly address any data breaches or security incidents.

However, no security system is impenetrable, and we cannot guarantee the absolute security of your data.

8. Your Rights

Under the GDPR, you have the right to:

• Access your data: Request a copy of the personal data we hold about you.

• Rectify your data: Correct any inaccurate or incomplete information.

• Erase your data: Request the deletion of your personal data, subject to legal constraints.

• Object to processing: Opt-out of certain data processing activities, including direct marketing.

• Data portability: Request the transfer of your data to another organisation in a structured, commonly used, and machine-readable format.

• Review and Update Your Data: You can review and update your personal information by contacting us directly.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. You can manage your cookie preferences through your browser settings. For more details, please refer to our Cookie Policy.

10. International Data Transfers

As PortfolioXD is based in the UK, your data will be processed in accordance with UK data protection laws. If we transfer your data outside the UK or European Economic Area (EEA), we will ensure appropriate safeguards are in place to protect your data.

11. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. The retention period will vary depending on the nature of the data and the purposes for which it was collected. You can request the deletion of your data at any time, subject to legal constraints.

12. Data Controller

PortfolioXD acts as the data controller for the personal data we collect through our services. As the data controller, we determine the purposes and means of processing your personal data.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically to stay informed about how we protect your information.

14. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

PortfolioXD

Email: admin@portfolioxd.com

Address: 272 Bath Street, Glasgow G1 4JR, Scotland, UK

By using our website and services, you consent to the terms of this Privacy Policy. Thank you for trusting PortfolioXD with your personal information.