Privacy Policy

1. Introduction

Dot Square Associates ("we," "us," or "our") operates as a digital recruitment intermediary connecting candidates with potential employers. This Privacy Policy explains how we handle your personal data when you visit our website, submit applications, or use our facilitation services.

We are committed to protecting your privacy and ensuring transparency about our data practices. This policy applies to all users of our platform, including both job seekers and employers.

2. Information We Collect

2.1 Information You Provide

When you use our services, we collect information you voluntarily provide:

• Contact Information: Name, email address, phone number, and country of residence.
• Professional Information: CV/resume, work history, educational background, professional certifications, skills assessments, and work samples (including videos).
• Identification Documents: Government-issued IDs, passports, work permits, and other verification documents you choose to share.
• Communication Data: Information you provide when contacting us, including emails, messages, and inquiry forms.
• Employer Information: Company details, job requirements, and hiring preferences when using our employer services.

2.2 Information Collected Automatically

When you visit our website, we automatically collect:

• Usage Data: Pages visited, time spent, links clicked, and navigation patterns.
• Device Information: IP address, browser type, operating system, and device identifiers.
• Cookies: We use essential cookies to maintain session security and website functionality. You can control cookie preferences through your browser settings.

3. How We Use Your Information

We use your personal information for the following purposes:

• Facilitation Services: To connect candidates with potential employers and facilitate introductions.
• Verification: To verify the authenticity of documents and credentials you provide, in accordance with our candidate evaluation process.
• Communication: To respond to inquiries, provide updates about your applications, and share relevant opportunities.
• Platform Improvement: To analyze usage patterns and improve our website and services.
• Legal Compliance: To comply with applicable laws, regulations, and legal requests.

We do not sell your personal information to third parties. Your data is only shared as necessary to provide our facilitation services.

4. Legal Basis for Processing (GDPR)

Under GDPR, we process your personal data based on the following legal grounds:

• Contract Performance: Processing necessary to provide our facilitation services under our agreement with you.
• Legitimate Interests: Processing for verification, security, and improvement of our services, provided your rights do not override these interests.
• Consent: Where you have explicitly consented to specific processing activities (e.g., sharing work videos with potential employers).
• Legal Obligation: Processing required to comply with applicable laws and regulations.

5. Information Sharing and Disclosure

We share your personal information only in the following circumstances:

• With Employers: When you apply for opportunities through our platform, we share your professional profile, verified documents, and work samples with potential employers.
• Service Providers: We may engage trusted third-party service providers who assist in operating our website and conducting our business, subject to confidentiality obligations.
• Legal Requirements: When required by law, regulation, or legal process, we may disclose information to authorities.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.

Employers who receive your information through our platform are independently responsible for complying with applicable data protection laws.

6. Data Retention

We retain your personal information only as long as necessary to fulfill the purposes outlined in this policy:

• Active Profiles: We retain candidate profiles for as long as you maintain an active account, plus a reasonable period afterward to accommodate re-engagement.
• Verification Documents: Verification records are retained to support our facilitation services and for legitimate business purposes.
• Inactive Accounts: We may delete or anonymize inactive accounts after a period of 24 months of inactivity.
• Legal Requirements: Certain information may be retained longer to comply with legal obligations or for the establishment, exercise, or defense of legal claims.

7. Your Rights

Under GDPR and applicable data protection laws, you have the following rights:

• Right to Access: Request a copy of the personal information we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete information.
• Right to Erasure: Request deletion of your personal information, subject to legal limitations.
• Right to Restriction: Request restriction of processing your information.
• Right to Data Portability: Request transfer of your information to another service provider.
• Right to Object: Object to processing based on legitimate interests.
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, please contact us using the information provided in the Contact section below.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using SSL/TLS protocols.
• Secure storage of documents and personal information.
• Access controls limiting internal access to authorized personnel only.
• Regular security assessments and updates.

While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. You share information at your own risk.

9. International Data Transfers

As an international facilitation service, your information may be transferred to and processed in countries outside the European Economic Area (EEA). When we transfer data internationally, we ensure appropriate safeguards are in place, including:

• Transfer to countries with adequacy decisions by the European Commission.
• Standard Contractual Clauses approved by the European Commission.
• Binding Corporate Rules or other approved mechanisms.

By using our services, you consent to the transfer of your information to countries that may have different data protection laws than your country of residence.

10. Cookies and Tracking

Our website uses essential cookies to maintain functionality and security. These cookies are necessary for the operation of our platform and do not track you across other websites.

We do not use tracking cookies, analytics cookies, or marketing cookies that would require consent. You can control cookie settings through your browser preferences.

11. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you become aware that a minor has provided us with personal information, please contact us so we can take appropriate action.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we make material changes, we will notify you by:

• Posting the updated policy on this page with a revised "Last Updated" date.
• Sending a notification to registered users via email, where appropriate.

We encourage you to review this policy periodically to stay informed about how we protect your information.