At Sapia, we have two privacy policies, to clearly set out the different ways that we collect, manage, use and disclose the information of:
Sapia&Co Pty Ltd (“Sapia”, “we”, “our”, or “us”) is a software provider, who offers talent intelligence software.
If you are a United Kingdom (UK) or European Economic Area (EEA) resident, our representative for data protection queries is Prighter, whose details are available here.
When interacting with you, we will collect specific information, including personal data (data that could be used to identify you). We may also collect information about you from publicly available sources. This may include, but is not limited to, LinkedIn or ZoomInfo. If we don’t collect your personal data, we may be unable to provide our services to you.
We have provided more information on when and why we collect your personal data in the sections below.
When you contact us by phone, email, social media, our messaging platform or via our “Contact” page with general queries, we will usually collect your name, social media handle and contact details because it’s in our legitimate interest to make sure we can adequately respond to your query.
When you book a personalized online demo, we will collect your name, work email, mobile phone number, organization name, job title and any additional info you provide to us. We collect this under our legitimate interests to respond to your query and potentially enter into a contract with you.
When you attend one of our events or a third-party event, we may collect your personal data, including your name, address, email address and phone number. We collect this information because it’s in our legitimate interests to know who’s attending our events and help promote our business at third party events.
When you subscribe to our company updates or we contact you with outbound marketing, we will collect personal data, including your name, email address, telephone number, job title, IP address, and how and when you interact with our website or Platform. Our clients are primarily businesses or individuals acting in their professional capacity; therefore, when we send you our news updates emails, we do this because of our legitimate interest to promote our business. You can unsubscribe from our updates or update your preferences at any time by clicking the unsubscribe link at the bottom of any of our emails or by emailing firstname.lastname@example.org.
When you apply for a job to work at Sapia, we may collect your name, contact details, recruitment information (e.g., right to work documentation and references), qualifications, accreditations, test results (inc. psychometric and coding) and any additional information we may receive from our recruitment partners. When you apply to work for us, we’ll also collect your answers to interview questions put to you by our Platform. In some cases, we may also collect video responses. We will use your personal data to assess your suitability for our available roles. We do this to perform a contract or take steps at your request before entering into a contract. Where we process your right to work documentation or criminal record information, we will do so to comply with our legal obligations.
Suppose you are applying to work for us and are asked to complete an interview through our Platform. In that case, you may be asked questions about your age, health status, background, racial or ethnic origin, or other sensitive personal data. Our Platform will generally make answering these questions optional. However, if you provide us with sensitive personal data for this purpose, we will process it based on our legitimate interest and because it is necessary for our employment purposes.
We collect this personal data to understand the diversity of job candidates, but only at a general level. After collection, this personal data is anonymised before being shared with any sub-processors or disclosed outside your region (more on this below).
We also collect this personal data to enable our Platform to learn via machine learning algorithms. Again, this helps us improve our Platform for our clients and for job candidates.
The data collected by Sapia is processed by us, and by certain sub-processors on our behalf, for the reasons specified above. We will never sell your personal data to any third party.
We may share your personal data with various parties:
Business partners, suppliers, subcontractors, and group companies for the performance of the contract we enter into with them or you.
Promotional events and marketing organizations, we do not sell data for marketing purposes. Still, we may share your data with an event organizer, including running workshops with co-presenters. We will always tell you before (usually on the event registration form), and you will be given a chance to opt out before we do this.
Prospective buyers of our business under our legitimate interest to ensure that the buyer can continue our company.
Sub-processors to help us provide our services. Like most organizations, we may also share your data with some third-party services and tools. These are known as sub-processors.
By disclosing your personal data, including sensitive information, to us, you consent to this information being provided to third parties to run the Platform and provide services to you. These third parties may include parties based in the United States of America. Contact us for more information.
We process and store the data we collect from you using third-party sub-processors, including HubSpot, Intercom, and Amazon Web Services (AWS). HubSpot keeps your information in the USA and Intercom stores information in the EU. Data in AWS may be processed or stored anywhere in the world – ask us for more details.
If you are applying for a job to work with us at Sapia, we will store your recruitment information in Australia.
We will only retain your personal data for as long as we need it unless we are required to keep it for longer to comply with our legal, accounting, or regulatory requirements. If you ask us to delete your personal data, we will either permanently de-identify or delete it unless we require it for legal reasons.
You have various rights under applicable data protection and privacy laws, including the right to:
To exercise any of your data privacy rights, you should contact us at email@example.com. We will respond to your request within a reasonable timeframe and notify you of our action.
You also have the right to lodge a complaint about how we collect and use your personal data with your relevant supervisory authority. Contact details are freely available, but we have included links to some common supervisory authorities below:
If you are a United Kingdom (UK) or European Economic Area (EEA) resident, our representative for data protection queries is Prighter, whose contact details are available here.