PRIVACY POLICY

Feb 2024

RoboK Limited (“RoboK”) are committed to protecting and respecting your privacy.

This is a description of how your personal data is collected, used, and stored while you visit our website at www.robok.ai (the “website”). For additional data protection and privacy agreement for business clients, please read the Terms of Use at https://robok.ai/terms-of-use. For the purpose of the Data Protection Act 1998 (the Act), the Controller of your personal data is RoboK ("we", "us"), a company existing under the laws of the United Kingdom, registered under company number 10945246, whose registered office is at 50-60 Station Road, Cambridge, CB1 2JH.

HOW WE COLLECT PERSONAL DATA

We collect personal data about you when you provide it directly to us through our website and when personal data about you is automatically collected in connection with your use of the website. RoboK does not disclose your personal data to third parties, except as outlined in this Privacy Policy.

In providing our services, we may collect and process the following information.

Personal data automatically collected when you use our website:
Some personal data is automatically collected when you use the Website, such as:

•  IP address;
• Device identifiers;
• Browser information; and
• Cookie data (as explained below).

The lawful bases we rely on for collecting or processing this information are: 

• Your consent. You are able to remove your consent at any time by contacting us at [email protected]. 
• We have a contractual obligation.
• We have a legal obligation.
• We have a vital interest.
• We need it to perform a public task.
• We have a legitimate interest.
   

Personal data collected to improve your experience:

• We use your personal data to help us better understand our users’ experience which enables us to build and maintain our service with user feedback.
• RoboK uses cookies and other technologies to collect data on our users’ behaviour and their devices. This includes a device's IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. All sensitive content such as passwords, usernames, etc. are masked. 
• We also used Google Analytics (GA). We have installed a GA cookie on every page of our site. GA captures the interactions on our website such as how the page has rendered and what interactions users undertake such as mouse movements, clicks, scrolls, etc. By default, any sensitive content such as passwords, usernames, etc. are masked before sending to GA. GA is GDPR compliant as a data controller. Here’s their privacy policy: https://policies.google.com/privacy. 

Personal data collected directly from you:

We receive personal data directly from you (as a job application candidate, user, newsletter subscription or website visitor) when you provide it to us through use of the Website, submit data through creating an account or submitting a job application via the Website, including, but not limited to:

• Your name, contact information (such as home address, phone number, email address), gender, work permit or visa information, your employment and education history, referrals, or references, and whether you are subject to any prior employer obligations, and any other information you provide (such as information included in your resume, cover letter etc). 
• Job title and other relevant information relating to your position.
• Desired salary, willingness to relocate, other job preferences. 
• Information that you make publicly available such as contact information, your education, and work experience information (e.g. when you share information via job search and career networking sites as far as it is relevant to consider you for career opportunities).
• Interview details, and outcomes of any recruiting exercises you complete.
• If you're being referred, we process information that the person referring you provides about you. 

We also receive information such as your education and work experience, contact information, and demographics, from third-party data providers who have the rights to provide us with your information. These partners collect your information from publicly available sources, or through third parties they work with.

We endeavour to take all reasonable steps to keep secure any information which we hold about you. Your information is stored in secure servers that are protected in secure facilities. However, we are not responsible for events arising from unauthorised access to your personal information.

How we use personal data:

We process personal data to operate, improve, understand and personalise our services. We use personal data to:

• Personalise content based on your preferences;
• Communicate with you;
• To review a job application;
• Send webinar invites to sign-ups;
• Protect against or deter fraudulent, illegal or harmful actions;
• Respond to user inquiries;
• Provide support and assistance;
• Comply with our legal or contractual obligations; 
• To improve your experience as a user.
   

Ensuring the security of personal data:

We have taken necessary technical and organisational security measures to protect your personal data against accidental or unlawful destruction, loss, or alteration, and against unauthorised disclosure, abuse, or other processing in violation of applicable law.

This includes Identity and access management; preventing unauthorised viewing of personal data; deliberately set password requirements; structurally safe network design; encryption system; data loss prevention, and other relevant continuously updated security measures.

Data retention:

We will keep personal data only for as long as the retention of such personal data is deemed necessary for the purposes for which that personal data is processed (as described in this Privacy Policy) unless we are required to retain your personal data for a longer period (e.g. in the event of legal proceedings or investigations).

THIRD PARTY LINKS

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

YOUR RIGHTS AND PREFERENCES

Under data protection law, you have rights including:

• Right to be informed and to access. At your request, we will supply information regarding your personal data processed by us.
• Right to data portability. You have the right to receive your personal data from us in a structured, commonly used, and machine-readable      format and to independently transmit those data to a third party.
• Right to erasure. You have the right to have personal data we process about you erased from our systems if the personal data are no      longer necessary for the related purposes.
• Right to object and restrict. You have the right to object to the processing of your personal data and restrict it in certain cases.
• Right to rectification. You have the right to make corrections to your personal data.
• Right to withdraw consent. When you have given us consent to process your personal data, you may withdraw said consent at any time.

To exercise any of the above mentioned rights, please contact [email protected]. We will respond to your requests within 30 days.

NEWSLETTER AND DIRECT MARKETING CAMPAIGNS

With your explicit consent, we may send you our newsletter and marketing offers. You may opt out of these messages. Please note that email marketing messages include an opt-out mechanism within the message itself (e.g., an unsubscribe link in the emails we send to you). Clicking on the link in an email will opt you out of further messages. You may also opt-out on your account settings in case this option is available. 

DISPUTE RESOLUTION

For further information about this Privacy Policy or the processing of your personal data by or on behalf of RoboK, please contact us at [email protected]. 

While you may make a complaint in respect of RoboK's compliance with Data Protection Laws to the Data Protection Commission, we ask that you contact us in the first instance to give us the opportunity to address your concerns. If you have questions or concerns about our use of your personal information, please feel free to contact us at below address:

RoboK Limited
50-60 Station Road
Cambridge
CB1 2JH
United Kingdom