This policy explains how we use and protect the personal data you give us when using this website.
When it comes to your data, we don’t take our responsibilities lightly. We only collect and use personal details for good reasons. We’ll never sell, rent or make your personal information public – we hate spam as much as you do! Data privacy and security are at the heart of how we work at Solifi.
The terms “personal data” and “personal information” mean any information that identifies, relates to, describes, or is reasonably capable of being associated with or linked to an individual or from which an individual can be identified together with other information in our possession or to which we have access. It does not include de-identified or anonymous data where such data is not capable of being used to re-identify any individuals.
The information we collect
WE COLLECT TWO MAIN TYPES OF INFORMATION ABOUT YOU: PERSONAL DETAILS YOU GIVE US AND DATA THAT’S AUTOMATICALLY GATHERED.
Personal details we might collect from you include your name, job title, company, email, and phone number – details you give when you ask to be contacted by Solifi or want to download an article, for example.
If you’re applying for a job with us, we’ll also ask for your work history details and the other information you have on your CV. We’ll always be clear about what we’re asking for and why – and will ask you to explicitly agree to give us the information we need.
This site automatically registers your IP address and geographical location. We use Google Analytics, Pardot, and ZoomInfo to collect data that helps us understand how many people visit our website and how they find and use our web pages. We also use third-party data collected by Zoominfo, Facebook, LinkedIn, Youtube, and Google AdWords to offer users tailored content and advertisements to our website content. We may use this kind of information alone or combined with your personal information to provide you tailored information about our services or other things we think you might be interested in.
Solifi also collects personal data in the course of operating its website, conducting marketing activities, and discussing our relationship with current and potential customers and suppliers.
Further details of the data we collect are categorized below:
- Identity Data includes first name, last name, title, affiliation, and/or role at an organization.
- Contact Data includes business address, delivery address, business email address, and business telephone numbers.
- Interaction Data includes data collected when you interact with us by phone, email, or in person, and may include your preferences, opinions, feedback, and survey responses.
- Technical Data includes internet protocol (IP) address, your login data, language, access times, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our website.
- Usage Data includes information about how you use our website, products and services, and web beacons, customized links or similar technologies to determine whether an e-mail has been opened and which links you click on in order to provide you with more focused e-mail communications or other information.
- Marketing and Communications Data includes your preferences for receiving marketing from us, and your communication preferences.
Where we collect your personal data from
WE COLLECT YOUR DATA WHEN YOU INTERACT WITH US AND FROM THE USE OF THIS WEBSITE.
How we receive your data:
Direct interactions – You may give us your Identity, Contact, Interaction, Marketing, and Communications Data by filling in forms or by corresponding with us by post, phone, email, or otherwise:
- Applying for information on our products or services on behalf of an organization you are affiliated with.
- Request marketing materials and communications to be sent to you
- Providing us feedback or contacting us.
Third parties or publicly available sources – We will receive personal data about you from various third parties and public sources as set out below:
- Technical Data from Analytics providers such as Google,
- Advertising networks like Google Adwords
- Search information providers such as Zoominfo.
- Identity and Contact Data from data brokers or aggregators.
- Identity and Contact Data from publicly available sources such as Companies House
How we use your data
WE USE YOUR DATA TO GIVE YOU THE BEST POSSIBLE EXPERIENCE OF SOLIFI.
More specifically, we use your data to:
- Process applications for employment and independent contractors
- Understand how visitors to our website interact with our website and content
- Keep you up to date with the latest content we’ve published that might be relevant to you
- Tell you about Solifi events we think would be useful or interesting
- Ask for your feedback and opinions through online surveys
- Improve our site to give you a better experience when you visit
- Send you information that you’ve requested
- Improve our content and tailor it to your needs
When you receive newsletters or promotional e-mails from Solifi, we may use web beacons, customized links, or similar technologies to determine whether the e-mail has been opened and which links you click in order to provide you with more focused e-mail communications or other tailored information.
You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time.
Where you opt-out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience, or other transaction.
We have set out below 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. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.
Type of data
Lawful basis for processing when UK/EEA law applies
To manage our relationship with our customers and suppliers (who you may be affiliated with, e.g., an employee), including dealing with concerns or complaints you have raised with us
(c) Marketing and Communications
(a) Necessary to comply with a legal obligation
(b) Necessary for our legitimate interests, to keep our records updated and to study how customers use our products/services and where we have an agreement with an organization that you are affiliated with
(c) Necessary for our legitimate interests; to manage our relationship with our suppliers
To enable us to send you marketing material or for us to contact you to promote our business
(a) Legitimate interests of promoting our business
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting, and hosting of data)
(a) Necessary for our legitimate interests, for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganization or group restructuring exercise
(b) Necessary to comply with a legal obligation
To use data analytics to improve our website, products/services, marketing, customer relationships, and experiences
Necessary for our legitimate interests, to define types of customers for our products and services, to keep our website updated and relevant, to develop our business, and to inform our marketing strategy
Applications for employment and independent contractors
SOLIFI COLLECTS PERSONAL DATA IN THE RECRUITMENT AND HIRING PROCESS TO EVALUATE CANDIDATES AND CONTACT YOU REGARDING THE RELEVANT VACANCY.
Information we hold about candidates:
- The information you have provided to us in your curriculum vitae and covering letter;
- The information you have provided on our application form, such as name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications;
- The information collected as part of credit check during vetting;
- Any information you provide to us during an interview
We may also collect, store, and use the following types of personal information, which under UK and EEA data protection laws are considered special categories of data:
- Information about criminal convictions and offenses
- Information about any reasonable adjustments you may require due to health issues or disability
We collect your personal data from the following sources:
- You, the candidate
- Recruitment agencies, credit reference agencies, and background checking providers that we work with
- Your named references
- We may also obtain data from third-parties when publicly accessible, such as social media websites and news outlet sources
How we use your personal data
- Assess your skills, qualifications, and suitability for the role
- Carry out background and reference checks, where applicable
- Communicate with you about the recruitment process
- Keep records related to our hiring processes
- Comply with legal or regulatory requirements
Failure to provide personal data
If you fail to provide information when requested, this may impact our ability to take a certain action. For example, if you fail to provide information necessary for us to consider your employment application (such as evidence of qualifications or work history), we will not be able to process your application successfully.
You will not be subject to decisions that will significantly impact you based solely on automated decision-making.
How long we keep your data
WE ONLY KEEP YOUR DETAILS AS LONG AS WE NEED THEM TO BE ABLE TO GIVE YOU INFORMATION AND SERVICES, IN KEEPING WITH DATA PROTECTION LAWS.
If you’ve applied for a job with us
We hold on to application data for up to a year – either from our recruitment decision (if you applied for a specific vacancy) or from when you gave us your information as an open application. Under employment law, we are obliged to keep all application data for at least six months.
If you didn’t get the job you applied for, we may send you details of other relevant posts during the 12 months that we have your information. At the end of this period, we will delete your information.
If you become a Solifi employee, the data we gathered about you during the recruitment process will become part of your HR file. We’ll let you know during your employment how long we’ll keep your information after you leave Solifi.
Data collected from using our website
We keep both personal and automatically-collected details of how you used this website for four years. At the end of that period, your data is automatically deleted.
Sharing your data
WE ONLY SHARE YOUR PERSONAL DATA WITH VERY GOOD REASON. WE’LL NEVER SELL OR RENT IT TO ANYONE.
We may share your information, including personal information:
- Within our corporate group of companies that are related by common ownership or control; and
- With external third parties such as companies that provide services to us, professional advisers, regulators, official authorities, and law enforcement.
These companies are authorized to use your personal information only as necessary to provide these services to Solifi (or under their own responsibilities in the case of regulators, official authorities, and law enforcement).
Solifi is responsible for the processing of personal data it receives, and subsequently transfers, to a third-party acting as an agent on its behalf.
Solifi has a Standard Contractual Clause between its entities authoring onward transfers of personal data from the UK and EU, including the onward transfer liability provisions contained in model clauses, as published by the European Commission.
Solifi may also transfer personal data outside of the EEA/UK to countries that have been deemed to provide an adequate level of protection for personal data.
Solifi is subject to the investigatory and enforcement powers of the Federal Trade Commission (FTC). Solifi may be required to disclose personal information in response to lawful requests by the FTC and other public authorities, including to meet national security and/or law enforcement requirements. In addition, Solifi may share information as required by law, such as to comply with a subpoena, legal proceedings, or similar legal process, or when Solifi has reason to believe that disclosure is necessary to protect our rights, your safety and the safety of others, or to investigate fraud.
Links to other websites
IT’S UP TO YOU TO CHECK THE SECURITY AND POLICIES OF ANY SITES YOU VISIT LINKED FROM THIS ONE.
You might see links to other websites on this one from time to time. If you follow a link to another site from this one, we’re not responsible for the safety of the information you provide there as we do not control these third-party websites. It’s up to you to check the privacy policies of other sites and make sure your information is protected there.
Information for residents of the European Economic Area and United Kingdom
FURTHER REGIONAL INFORMATION FOR UK/EEA DATA SUBJECTS.
International Decision Systems, Inc. dba Solifi or one of its subsidiary companies will be the data controller, depending on the relevant processing. This means that the relevant data controller is responsible for deciding how it holds and uses personal information about you. For example, Solifi will be a data controller of the staff it employs, and Solifi is a data controller in relation to customers who are UK/EEA data subjects. Solifi may also be a data controller with regard to the employment of Solifi staff when it makes decisions related to recruitment.
Solifi (UK) Limited is registered with the UK Information Commissioner’s Office as a data controller under registration number Z7609795.
International Decision Systems, Inc. dba Solifi has appointed Solifi (UK) Limited as its representative under UK data protection laws.
International Decision Systems, Inc. dba Solifi has appointed White Clarke Germany GmbH as its EU representative in accordance with the GDPR.
This is Solifi’s “appropriate policy document” setting out how Solifi will protect special categories of personal data and criminal convictions data. This document supports our data protection policies and meets the requirement of the UK Data Protection Act 2018 and the GDPR that an appropriate policy document is in place when processing special categories of personal data and criminal convictions data in certain circumstances.
Legal basis for processing
In relation to applications for employment and independent contractors, the “How we use your personal data” section above corresponds to the following legal bases for processing under applicable law:
- Where we need to perform the contract we have entered into with you, or in in anticipation of entering into a contract with you;
- Where we need to comply with a legal obligation; or
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Special categories of personal data
We may process special categories of personal information in limited circumstances with your explicit written consent. We may also process special category information in the following circumstances:
- Where Solifi needs to carry out our legal obligations or exercise rights in relation to your employment or contract with us. This is our appropriate policy document explaining safeguards which we are required by law to maintain when processing such data and this processing is justified on the basis of paragraph 1 (Employment, social security, and social protection) of Schedule 1 to the UK Data Protection Act 2018; and/or
- Where it is needed due to substantial public interest, such as for ensuring equal opportunities or in relation to our occupational pension scheme or preventing or detecting an unlawful act. This is our appropriate policy document explaining safeguards which we are required by law to maintain when processing such data and this processing is justified on the basis of paragraphs 8 (Equal opportunity of treatment), 9 (Racial and ethnic diversity at senior levels of organizations) and/or 10 (Preventing or detecting unlawful acts) of Schedule 1 to the UK Data Protection Act 2018.
- It is needed in relation to legal claims; or
- You have already made the information manifestly public.
If you have applied for a job with Solifi and your application is unsuccessful, Solifi may retain your special category information for up to 12 months after Solifi has communicated to you our decision. This is to ensure that we can establish, exercise, or defend any legal claims. Access to such personal information will be restricted from the point at which we have communicated to you our decision.
Your rights and how to contact us
YOUR DATA IS JUST THAT – YOURS – SO YOU HAVE CERTAIN RIGHTS AND OPTIONS.
Your rights where Solifi is the Data Controller
If you are resident in the EEA or UK, and Solifi acts as the data controller, you will have certain rights under data protection laws:
- Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party), and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal information about you, for example, if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal data to another party.
- Withdraw consent, where we process your personal data on the basis of consent.
You may make a rights request by contacting the Solifi legal department at [email protected]. You will not usually 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 for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and 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 anyone 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.
We try to respond to all legitimate requests within one month. Occasionally it could 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.
You can ask to see, correct, or delete your details at any time by contacting our Data Protection Team:
Email: [email protected]
Post: Information Security Officer, Solifi UK Ltd, White Clarke House, Woodlands Business Park, Breckland, Linford Wood, Milton Keynes, MK14 6FG
Tel: +49 89 780 60 69 000
Email: [email protected]
Post: Solifi EU Representative, Hofmannstraβe 54, 81379 München, Germany
Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing, and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the Solifi Legal Department by emailing [email protected]. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you initially consented to unless we have another legitimate basis for doing so in law.
If you would like to withdraw your consent from our mailing list, you can email [email protected] at any time.
Your rights where Solifi is the data processor and is subject to EEA or UK data protection laws
Where Solifi acts as the data processor and is subject to EEA or UK data protection laws, Solifi can only process your rights request when directed to do so by the data controller. We recommend that you make a rights request by contacting the data controller directly. The data controller will contact Solifi to action your rights request. If you make a rights request to Solifi, and we identify that we are the data processor, we will forward your request to the data controller, who will manage your request from there.
Please note that if you interact with Solifi either through, or on behalf of your organization, then certain personal information may also be subject to your organization’s privacy practices. For more information, please inquire with your organization.
Independent recourse mechanism and right to make a complaint
Solifi has further committed to refer unresolved data protection complaints to The American Arbitration Association (AAA), an alternative dispute resolution provider located in the United States. If you do not receive timely acknowledgment of your complaint from us, or we have not addressed your complaint to your satisfaction, please contact or visit http://go.adr.org/privacyshield.html for more information or to file a complaint. The services of the AAA are provided at no cost to you.
You also have the right to make a complaint to a relevant data protection supervisory authority (such as the UK Information Commissioner’s Office). We would, however, appreciate the chance to deal with your concerns before you approach a supervisory authority, so please contact us in the first instance.
Changes to this Policy
THIS POLICY WAS LAST UPDATED AND REVIEWED: JANUARY 2022
For more information
IF YOU HAVE QUESTIONS OR CONCERNS ABOUT HOW SOLIFI HANDLES YOUR PERSONAL DATA, PLEASE CONTACT US.
Email: [email protected]
Phone: +1 612 851 3400
Post: VP of Legal, Solifi, 220 South Sixth Street, Suite 700, Minneapolis, MN 55402, United States of America