Privacy Policy

1. Scope

This Privacy Policy applies to:

• Visitors who browse our Website without creating an account ("Visitors"), and
• Users who register an account and provide personal information ("Members").

Together, Visitors and Members are referred to as "Users" or "you".

Partner(s) refers to any UK registered private property company commercially partnered with Proper Job Limited.

This Privacy Policy does not apply to our Partners. A separate privacy policy applies to them.

Our Privacy Policy does not extend to third-party websites or services accessible through our Website. We are not responsible for how those third parties process your personal data.

Our Services are not intended for individuals under the age of 18, and we do not knowingly collect personal data from anyone under 18 years old.

2. Acceptance and Updates

By using our Website and Services, you confirm that you have read this Privacy Policy and agree to it. If you do not agree with any of its terms, you are free not to use our services.

We may update this Privacy Policy from time to time. Any significant changes will be communicated via the Website or by email.

3. Data Controller and Contact Details

A data controller is an entity that decides why and how your personal data is processed and is responsible for ensuring that this processing complies with data protection laws, including the UK GDPR.

For the Website or Services: we are the Data Controller of the personal data Members provide directly to us (e.g. account details, profile information, and activity on the site).

If you have any questions about how we use your personal data, you can contact us at:

• Email: privacy@properjob.io
• Writing: Proper Job Limited, 6th Floor, 37 Lombard Street, City of London, EC3V 9BQ, GB

4. What is Personal Data

Under the UK GDPR and the Data Protection Act 2018, "Personal Data" means any information relating to an identified or identifiable person. This may include:

• Name, contact details, and identifiers such as IP address or cookies;
• Account details and login information;
• Information about your professional life, such as education, skills, and experience;
• Technical and browsing data when you use our Website.

Personal Data does not include data that has been anonymised so that you can no longer be identified.

5. What Personal Data We Collect

Depending on your use of our Website, we may collect:

• Technical data: IP address, cookies, logs, and browsing behaviour.
• Identification and professional details, incl. remuneration data: first name, last name, personal email address, phone number, current company, job title, sector, specialism, education, professional or institution membership status, and location.
• Account information: login details, profile picture, language preferences, and Services usage data.
• Communications data: responses to surveys, and correspondence with us.

More information on the use of cookies is set out in our Cookie Policy.

6. Legal Basis and Purposes of Processing

We process your personal data for the following purposes:

• To provide our Services (performance of a contract): creating and managing your Member account, processing your applications, and facilitating contact with our Partners.
• To communicate with you (performance of a contract/consent): sending updates, service notifications, and information necessary for the operation of your account and applications. Marketing communications are only sent where you have opted in and provided your consent, which you may withdraw at any time.
• To improve our Services (legitimate interests/consent): carrying out surveys (where you consent), producing statistics, and developing new features (including AI-based tools) to enhance our Services and improve your user experience.
• For technical management and security (legitimate interests): ensuring the Website operates securely, preventing fraud, detecting misuse, and maintaining accurate records.
• For compliance (legal obligation): meeting our legal and regulatory duties, including responding to lawful requests from authorities and complying with applicable data protection, tax, and employment laws.

7. Whether Providing Data is Compulsory

Some personal data is required for us to provide Services (marked as mandatory when collected). If you do not provide this information, we may not be able to deliver the Services. Other information is optional and helps us improve your experience.

8. How Long We Keep Your Personal Data

We retain your personal data only for as long as is necessary for the purposes outlined above, unless a longer retention period is required by law.

Visitors (Website):

• Cookies and tracking: in line with our Cookie Policy.
• Marketing communications: kept until you withdraw consent or unsubscribe.
• Contact data (e.g. demo or download forms): deleted 3 years after your last interaction with us.

Members (Services): account data is kept for the lifetime of your account. If inactive for 5 years, we may contact you to confirm if you wish to keep your account.

Application via Partners: your personal data will remain visible to the Partner on our platform for up to two years, provided the Partner maintains its relationship with us. After this period, or if the Partner's relationship with us ends sooner, your data will no longer be accessible to the Partner. The Partner may also apply its own retention policies in line with its legal obligations.

After retention periods expire, your personal data will be deleted or anonymised.

9. Who We Share Your Personal Data With

We may share your personal data with:

• Partners: if, and only when, you express an interest to interact with one of our Partners, your personal data (e.g. name, job title, current company etc.) may be visible to the Partners. This is solely for the purpose of enabling matching, facilitating recruitment processes, and supporting connections between Members and Partners.
• Service providers and partners: for hosting, analytics, security, surveys, and technical support.
• Legal authorities: where required by law, regulation, or legal proceedings.

If personal data is transferred outside the UK or EEA, we will ensure appropriate safeguards are in place (such as adequacy decisions or standard contractual clauses).

You can request more information or a copy of the safeguards we use for international transfers by contacting us at privacy@properjob.io.

10. Security of Your Personal Data

We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, or disclosure. These include encryption, access controls, and staff training on confidentiality.

11. Your Rights

Under the UK GDPR, you have the following rights:

• Access your personal data;
• Rectify inaccurate or incomplete data;
• Request erasure ("right to be forgotten");
• Restrict processing;
• Object to processing (including for marketing purposes);
• Data portability;
• Withdraw consent at any time (where processing is based on consent).

You can exercise your rights by contacting us at privacy@properjob.io.

If you are unhappy with how we process your personal data, you also have the right to lodge a complaint with the Information Commissioner's Office (ICO): www.ico.org.uk.