Privacy Policy for GuildCore HR

At GuildCore HR, located in Dublin Tunnel, Dublin, IE, we are committed to protecting the privacy and security of the personal data we process. This Privacy Policy outlines how we collect, use, disclose, and protect information gathered through our online platform and during the provision of our HR solutions and consulting services including Talent Acquisition, Workforce Planning, Performance Management, Employee Relations, HR Consulting, and HR Technology Implementation.

1. Information We Collect

We collect various types of information to provide and improve our services.

1.1 Personal Data You Provide Directly

• Contact Information: Names, email addresses, phone numbers, and physical addresses, typically provided when you inquire about our services, register on our platform, or apply for positions through our talent acquisition services.
• Professional Information: Resumes, cover letters, employment history, educational background, skills, certifications, and references, primarily collected for talent acquisition and workforce planning.
• Account Credentials: Usernames and passwords used to access secure areas of our online platform.
• Feedback and Communications: Information you provide when you communicate with us, including inquiries, support requests, or survey responses.

1.2 Information Collected Automatically

• Usage Data: Information about how you interact with our online platform, such as pages visited, time spent, and features used.
• Technical Data: IP addresses, browser type, operating system, and other identifiers collected via cookies and similar technologies. This helps us ensure the security and functionality of our site.

2. How We Use Your Information

We use the collected information for various purposes, primarily to deliver our HR services and enhance user experience.

• Service Provision: To provide Talent Acquisition, Workforce Planning, Performance Management, Employee Relations, HR Consulting, and HR Technology Implementation services.
• Communication: To respond to inquiries, send administrative information, and provide updates about our services.
• Platform Improvement: To analyze usage patterns, troubleshoot technical issues, and improve the functionality and content of our online platform.
• Legal and Security: To comply with legal obligations, enforce our terms and conditions, and protect the rights, privacy, safety, or property of GuildCore HR, our clients, and others.
• Personalization: To tailor content and services to individual client and candidate needs.

3. Legal Basis for Processing Personal Data (GDPR)

We process personal data based on the following legal grounds under the General Data Protection Regulation (GDPR):

• Consent: Where you have given clear consent for us to process your personal data for a specific purpose (e.g., subscribing to newsletters, submitting a resume).
• Contractual Necessity: Where 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 such a contract (e.g., providing HR consulting services).
• Legal Obligation: Where processing is necessary for compliance with a legal obligation to which GuildCore HR is subject (e.g., tax and employment laws).
• Legitimate Interests: Where processing is necessary for the purposes of the legitimate interests pursued by GuildCore HR or a third party, except where such interests are overridden by your interests or fundamental rights and freedoms (e.g., improving our services, preventing fraud, maintaining security).

4. Disclosure of Your Information

We may share your information with trusted third parties in controlled circumstances.

• Service Providers: We engage third-party companies and individuals to facilitate our services (e.g., IT and system administration, data analytics, recruitment platforms). These third parties have access to your personal data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
• Clients: For talent acquisition services, candidate data may be shared with prospective employers who are clients of GuildCore HR, always with appropriate safeguards and consent where required.
• Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).
• Business Transfers: In the event of a merger, acquisition, or asset sale, your personal data may be transferred. We will provide notice before your personal data is transferred and becomes subject to a different Privacy Policy.

5. Data Security

We implement appropriate technical and organisational measures designed to protect your personal data from accidental loss, unauthorised access, use, alteration, or disclosure. These measures include encryption, access controls, and regular security assessments. While we strive to protect your personal data, no method of transmission over the Internet or method of electronic storage is 100% secure.

6. Data Retention

We retain personal data for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

7. Your Data Protection Rights (GDPR)

Under GDPR, you have the following rights regarding your personal data:

• Right to Access: You have the right to request copies of your personal data.
• Right to Rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
• Right to Erasure ('Right to be Forgotten'): You have the right to request that we erase your personal data, under certain conditions.
• Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
• Right to Object to Processing: You have the right to object to our processing of your personal data, under certain conditions.
• Right to Data Portability: You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
• Right to Withdraw Consent: Where our processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal.

To exercise any of these rights, please contact us using the contact details provided below. We will respond to your request within one month.

8. International Data Transfers

If we transfer personal data outside the European Economic Area (EEA), we will ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
• Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.

9. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. We encourage you to review this Privacy Policy periodically for any changes.

10. Contact Us

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

GuildCore HR

Dublin Tunnel

Dublin, Dublin, IE

11. Complaints

You have the right to lodge a complaint with the Data Protection Commission (DPC) if you believe your data protection rights have been infringed. The DPC is the supervisory authority for data protection in Ireland.