MapMyMind’s Privacy Policy

Last updated: 10 February 2021

INTRODUCTION

‘MapMyMind’ respects your privacy and is committed to protecting your personal data. This privacy policy explains how we look after your personal data when you visit our website and application (including browsing, taking an assessment, or setting up tests as a client) and tell you about your privacy rights.

CONTACT DETAILS

Our full details are:

Full name of legal entity: Map My Mind Ltd

Email address: [email protected]

Postal address: 5, Fortis Way, Chester, U.K. – CH4 7GA

DATA CONTROLLERS

Where a company or similar organisation using our products or services (the “Client”) has instructed us to assess an individual (the “Candidate”), the Client is the data controller and Map My Mind Ltd is a data processor.

Where we process the personal data of a representative of a Client for the purposes of accessing or ordering our products or services, Map My Mind Ltd is the data controller.

CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES.

This version was last updated on 30th April 2021 and historic versions can be obtained by contacting us.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

THIRD-PARTY LINKS

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

We have a legitimate interest to process data on behalf of the Client (the data controller) that has instructed us to process your data for the purposes of psychometric assessment, or to provide our services to you as a Client. The processing we perform is necessary for us to be able to provide our psychometric assessment service and we have not identified another less-intrusive way to achieve the same result. We will only ever use your data provided for the provision of psychometric assessment services and for providing support; we will not use your data for any other purpose(s), such as marketing or advertising.

DATA PROTECTION PRINCIPLES

We will comply with data protection law and principles, which means that your data will be:

  • Used lawfully, fairly and in a transparent way.
  • Used lawfully, fairly and in a transparent way.
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • Relevant to the purposes we have told you about and limited only to those purposes.
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about.
  • Kept securely.

THE DATA WE COLLECT ABOUT YOU

In connection with your assessment (in the case of a Candidate) and in connection with your professional use of our products or services (in the case of a Client), we will collect, store, and use the following categories of personal information about you:

  • Some of the information you have provided on your application form or account registration, including your name and personal email address.
  • Any information you opt to provide to us personally.
  • Psychometric assessment results we calculate based on your responses to our questions.

We may also collect, store, and use the following “special categories” of more sensitive personal information:

  • In some cases, special category information is transferred to us such as your date of birth, gender, sexual orientation, and ethnicity. These special category data are used only in relation to statistical analyses to ensure that there is no presence of unfair discrimination against legally protected groups.
  • Your disability status may be transferred to us if reasonable adjustments are required during your assessment(s).

IF YOU FAIL TO PROVIDE PERSONAL INFORMATION

If you fail to provide information when requested, which is necessary for us to provide you with access to our assessment(s), the Client which instructed us to assess you may not be able to process your application successfully.

HOW IS YOUR PERSONAL INFORMATION COLLECTED?

We collect personal information about Candidates from the following sources:

  • Yourself, as a Candidate or as a Client.
  • The Client to which you made an application for employment, development, or career progression (the data controller).
  • Direct interactions. You may give us your Identity, contact and financial data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
    • apply for our products or services;
    • purchase our products or services;
    • create an account on our website;
    • complete our psychometric assessments;
    • subscribe to our service or publications;
    • contact us regarding feedback, queries or customer support;

Automated technologies or interactions. As you interact with our website, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.

Third parties or publicly available sources. We may receive personal or technical data about you from various third parties as listed in section.

HOW WE USE YOUR PERSONAL DATA

We will use the personal information we collect about you to:

  • Assess your performance on the psychometric assessment(s) you have been invited to complete.
  • To provide you with necessary credentials to access the testing platform, provide technical support, and notify you upon receipt of completed assessment(s)
  • Keep records related to your assessment results and make them available to the company who invited you to complete the assessment(s).
  • Keep records related to your account such as assessment results, candidates and the results of their assessment(s).
  • Comply with legal or regulatory requirements.

It is in our legitimate interests to provide psychometric assessments on behalf of a Client, to their chosen Candidates and to provide psychometric assessment services to professional organisations.

Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us at [email protected] .

HOW WE USE PARTICULARLY SENSITIVE PERSONAL INFORMATION

In some cases, we will use your particularly sensitive personal information in the following ways:

  • When instructed to do so by the data controller, we will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an assessment.
  • When instructed to do so by the data controller, we will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

DATA RELATING TO CHILDREN

For all children below 18 years of age , parental consent is the responsibility of the client or the candidate themselves and ‘MapMyMind’ is not responsible if any candidate doesn’t comply on this important policy.

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Necessary for our legitimate interests (to develop our products and services and to grow our business)

Although we use statistical algorithms to score your assessments, you will not be subject to decisions that will significantly impact you based on solely automated decision-making. We have a legitimate interest in performing profiling, because this is the most appropriate way to provide our service, and such processing is based on your test performance only (for example, to make inferences regarding your behavioural preferences based on your responses to a personality questionnaire). We do not use any special category data for profiling purposes. The profiling described is necessary for the provision of our psychometric assessments, and forms part of our contractual obligation to the data controller, who has instructed us to provide the assessment service. We regularly test our algorithms and processes for accuracy, to ensure that they are fit for purpose. If you would like more information regarding such processing, please contact us by sending an email to [email protected]..

COOKIES

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website our assessment web application may become inaccessible or not function properly. For more information about the cookies we use, please read our cookie policy

CHANGE OF PURPOSE

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason, and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

DATA SECURITY

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on instruction from the data controller, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach, and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

DATA RETENTION

HOW LONG WILL YOU KEEP MY INFORMATION FOR?

In the case of Candidates, we will retain your personal information for a period of time specified by the Client that instructed ‘MapMyMind’ to assess you. This is typically 24 months after you have completed our assessment(s), or within twenty business days of receiving from you or the Client a request to delete your data, whichever is the sooner. In the case of Clients, we will retain your personal information for a period of 90 days after you close your account with us, or within ten business days of receiving your request to delete your data, whichever is the sooner.

We retain your personal information for that period either for our internal records that we are obligated to keep, or so that the data controller can show (in the event of a legal claim) that they have not discriminated against candidates on prohibited grounds, and that they have conducted the selection exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with the data controller’s instruction, and in accordance with our data retention policy.

If you want to review, verify, correct, or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact [email protected].

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

WHAT WE MAY NEED FROM YOU

We may need to request specific information from you, to help us confirm your identity, and to ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request, to speed up our response.

TIME LIMIT TO RESPOND

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex, or you have made a number of requests. In this case, we will notify you and keep you updated.

DATA PROTECTION OFFICER

We have appointed a data protection officer to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact [email protected].

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