Privacy Policy
1 Overview of this Policy
At PTG and fitt we are committed to best practice and ethical occupational assessment. We recognize the importance of privacy. When we collect and process data, we protect it. We protect the confidentiality of all personal data in compliance with applicable data protection laws across all countries in which our assessments are conducted. This Policy outlies the method of how we collect and process your personal data and the privacy standards we implement. This Policy is applicable to individual persons who complete assessments via PTG and fitt websites.
PTG, fitt and its affiliates are data controllers in its collection of personal information received from you and/or from our clients. We may also act as a data processor of your personal information where we process information under the instruction of a client. Our data protection measures comply with GDPR and best practice privacy laws of the countries in which our assessments are conducted.
2 Scope of this Privacy Policy
This Privacy Policy explains the collection and processing of personal information in the provision of occupational assessment and reporting.
We collect personal information about:
- clients that procure our Services ("Clients"); and
- individuals that participate in our assessment on the request of a Client.
3 Personal information and processing
Personal information may be provided through the completion of assessments, registering on our websites and platforms, subscribing to receiving communications from us, reporting a problem with our websites or in general communication to us.
3.1 Collecting information
The personal information we collect may include your name and surname, job role and function, qualifications, current and past employers, your contact detail and biographical information.
In the using of our websites the following information is collected through cookies and related technologies:
─ Systems information such as log in detail, browser type and version used, plug-in types, operating systems and applicable time-zones.
─ Traffic information, weblogs, location data and administrative data.
─ Page request and source address usage data.
─ Response specific information including Uniform Resource Locators (URL), page response times, download errors, scrolling, clicking and mouse-overs information and page interaction information.
Refer to our Cookie Policy for more information on our use of cookies and similar technologies.
3.2 Participant information as part of an assessment
Personal information may be provided by clients or directly by the participant. This may include name and surname, email address and contact information.
In delivering of the assessment service, we request Participants to provide answers that may be interpreted as personal information. This may include:
"Identification Data" which constitute information such as participant name, email address and contact details.
To effectively administer the assessment and provide results to the Client and Participant, Identification Data is required.
"Assessment Data" which means your answers and responses to the Assessment, including:
preferences;
career experiences;
abilities;
competencies;
styles;
career goals;
interests; and
workplace behaviour.
In the assessment you will be requested to provide a response to some or all of the Assessments. In some cases, it will not be possible for you to proceed to the next stage of the assessment without providing responses to the prior assessment items.
"Research Data" which means responses to questions about you such as:
your gender;
your age;
your current residence and nationality;
your cultural and ethnic background;
your qualifications;
your work experience; and
details on current job role and responsibilities.
You do not need to provide Research Data to us. This information is voluntary.
3.3 Special categories of personal data
Special categories of personal data refers to data that are also Research Data that could be collected for research purposes and protected under data protection laws in various countries and might be required to be revealed by country specific anti-discrimination legislation and/or affirmative action legislation and for the monitoring of fairness and non-bias. Research Data does not form part of the Assessment. It is used for the purpose of maintaining scientific rigour and high standards of Assessment. The results of your assessment will not be affected by your choice to participate or not participate in the providing of Research Data. Research Data is processed in accord with this Policy and relevant data protection laws and managed securely.
4. Purpose of processing personal information
Personal information is kept confidential and secure. The way in which personal information is used is informed by whether you are a client or Participant.
4.1 Personal information about Clients
Personal information of clients is used for the provision of services:
─ to meet contractual and service delivery obligations and maintain accurate administrative records;
─ in accordance with preference send you information on products and services you may be interested in;
─ to personalize, operate, maintain, enhance and customize services to your preference;
─ to notify you about changes to our service;
─ to deliver services in the most effective manner.
Personal information provided by you in relation to Website visits will be used:
─ to maintain and enhance internal operations to ensure content is presented in the most effective manner;
─ to better understand Website usage and unique user preferences;
─ to maintain site security and safety.
4.2 Personal information as it relates to Participants in an Assessment
Identification and Assessment data is collected when you participate in the assessment. This is done with the purpose of providing a service to clients and may include processing data:
─ identifying your Assessment answers and feedback;
─ which deliver Assessment reports to clients who have made the Assessment available to you.
We may process Data for research purposes. Data is processed in line with best practice, to ensure fairness in use, continued validation of assessments and for the creation of accurate and reliable norm groups and data. Research data is collected in an anonymous manner.
Information may also be processed for the purpose of system testing, maintenance, enhancement, analysis, security, legal rights, tool development, design and administration.
Assessment reports, data and services provided to clients are used in the ambit of the human resources function and include but are not limited to development, training, selection, promotion and talent management. Clients use the personal information for the delivery of business objectives, however remain bound to process personal information in accordance with applicable data protection laws and the requirements of their organizations. You retain your rights with respect to the manner in which clients process your personal information.
5. Job Specific Assessment
Our assessment is occupational specific. It is intended for use to promote the development of talent. Participant assessment results are matched against the requirements of a job role or position in order to identify developmental needs and role fit. If you are a client, it is your responsibility to ensure your use of assessment results are compliant with applicable laws. You are also encouraged to ensure best practice by providing participants with feedback on their assessments, and utilizing Assessments in a way that protects and promotes human dignity, fairness, respect, equality and care.
6. Legal bases for processing personal information
To ensure legal basis for processing personal information one or more of the following apply:
─ to meet contractual obligations and service requirements;
─ to ensure accurate record keeping for the issue and payment of invoices;
─ compliance with legal and regulatory obligations and responsibilities;
─ to meet our legitimate interests; for example, to provide Services, to conduct analysis, to effectively manage any complaints, and to ensure records that are up to date and accurate;
─ Your consent, when we process any special categories of personal data about you. Consent can be withdrawn at any time by contacting us on the provided contact detail.
7. Marketing and Promotion
No marketing material or collateral are sent to participants. However, we may contact you if you have provided us with your details and expressed interest in utilising our Services. You can opt-out of receiving directing marketing from us at any time. You can do this by contacting us on the contact details below or by clicking the “unsubscribe” button within our correspondence with you.
8. Disclosing of information
Participants information is disclosed to clients in the ambit of providing services in relation to the assessment undertaken and include overall assessment reporting, responses, results and comments on the performance of the Participant. In enabling the assessment process information may be transferred to parties involved in the assessment administration including cloud-based servers, response services, web-based accounting systems, professional advisors and human resource specialists.
Affiliated third parties: To facilitate the provision of Services to our Clients in the Assessment process, information about you may also be passed to other assessment providers, our suppliers and the suppliers of our assessment providers from time to time, as well as parties who provide administrative, email, technological support, and other professional services to us. Any third parties with whom we share personal data are contractually required to implement appropriate data protection and security measures to protect personal data and are not permitted to use personal data for any purpose other than the purpose for which they are provided with or given access to personal data.
9. International information transfers
The nature of digital assessments conducted on-line require the appointment of international third parties from time-to-time for processing of data on our behalf as a data processor. Where we transfer your information to such third-party data processors and/or third parties, we shall ensure that they provide sufficient guarantees in respect of the technical and organisational security measures, and take reasonable steps to ensure their compliance with those measures in order to ensure your information is adequately protected in accordance with applicable data protection laws. For more information on the appropriate safeguards in place, please contact us at the details below.
10. Electronic communications, website usage and cookies
A cookie is a small information file that is sent to your computer and is stored on your hard drive. It is used for optimized user experience. For detailed information on the cookies we use and the purposes for which we use them please see our Cookie Policy. The transmission of information via the internet is conducted with strict protocol and procedures to ensure secure administration and restricted access.
11. Protection of personal information
Technical, technological, physical and administrative measures and safeguards are maintained to protect against data loss, misuse, unauthorised access, alteration or destruction of information.
12. Retention period of personal data
Data is stored for the reasonable time which is required to deliver the contracted service, to assist with queries, requests or complaints, to comply with regulatory requirements and as deemed appropriate by applicable law. We will also anonymise data at the request of the Client or the Participant. If the Participant requests their data to be anonymised, we will first inform the Client who requested the Assessment be made available to the Participant.
13. Your rights in relation to information about you
You are entitled to see the personal information that we hold about you. You may ask us to make any necessary changes to ensure that personal information about you is accurate and kept up to date. You will not have the right to make changes to the Assessment Data, however, as this would undermine the accuracy and value of the Assessment reports.
You are entitled to request:
─ A restriction of use or deleting of your personal information
─ Information about the personal data that we collect, the purposes for which we collect it and how we protect it;
─ Verification and confirmation of the information we hold about you;
─ Anonymisation of your personal information;
─ Your personal information in a usable electronic format to transmit it to a third party (right to data portability).
You are able to object to the use of your personal information at any time. If you believe that our collection and processing of your personal data have not been compliant with the applicable privacy law, you have the right to lodge a complaint with your local competent data protection authority.
Regarding any questions related to your personal data rights, please write to us at: fitt@psychai.co. Please note that we will likely require additional information from you in order to respond your requests. We are committed to provide you with a satisfactory level of response.
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
14. Changes to our Privacy Policy
We may update this Privacy Policy from time to time in response to changing legal, technical or business developments. The updated Privacy Policy will be published on our Website and, where appropriate and to the extent of change significant, notified to you by email. You should refer to the Privacy Policy from time to time in order to keep yourself up to date with regard to the way we process your personal information.
15. Contact Information
If you wish to contact us, please send an email to privacy@fitt.ai
