Privacy Policy

Last updated: 2 July 2026

This Privacy Policy explains how Workforce Ember (“Workforce Ember”, “we”, “us”, or “our”) collects, uses, discloses, and protects personal information when you visit workforceember.com (the “Site”) or use our human-resources, recruitment, training, and workforce-consulting services (together, the “Services”).

Workforce Ember provides business-to-business HR and recruitment services. We work with two groups of individuals: (1) representatives of employer clients and prospective clients, and (2) candidates and job seekers whose details we handle in connection with recruitment. This Policy applies to both. By using the Site or submitting information to us, you acknowledge the practices described below.

1. Who We Are

Workforce Ember is the controller of the personal information described in this Policy. You can reach us for any privacy request — access, correction, deletion, objection, consent withdrawal, or complaint — at info@workforceember.com or by post at 322 W 35th St, New York, NY 10001, USA.

2. Information We Collect

2.1 Information you provide

  • Contact and enquiry data — your name, business name, email address, phone number, and the contents of any message you send through our contact form or by email.
  • Employer / client data — role or job title, company details, hiring requirements, and information you share when engaging our Services.
  • Candidate data — where you apply, register, or are put forward for a role: your CV/résumé, work history, education, skills, references, right-to-work or eligibility indicators you choose to share, and any details in your application. Provide only what is necessary; please do not send us sensitive information (see Section 2.3) unless we specifically request it for a lawful purpose.
  • Account data — if you create an account, your chosen username, email address, and optional profile details.

2.2 Information collected automatically

  • Technical data — IP address, browser type and version, operating system, device type, referring URL, pages viewed, and timestamps.
  • Cookies and similar technologies — see our Cookie Policy for cookie categories and your choices.

2.3 Sensitive information

We do not seek out special-category / sensitive data (such as health, racial or ethnic origin, religious beliefs, or biometric data, as defined under Article 9 of the UK/EU GDPR, the Australian Privacy Act, and comparable US state laws). If such information appears in a CV you send us, we handle it only as needed for the recruitment purpose you intended and delete it when no longer required.

3. How We Use Your Information

We use personal information only for these purposes:

  • To provide, operate, and improve our HR, recruitment, training, and consulting Services;
  • To match candidates with suitable roles and to present suitable candidates to employer clients;
  • To respond to enquiries, quotes, support requests, and complaints;
  • To administer engagements, invoicing, and record-keeping with clients;
  • To send service updates and, where permitted, relevant business communications you can opt out of at any time;
  • To monitor and analyse usage in aggregated, non-identifying form;
  • To detect, prevent, and investigate fraud, abuse, or unauthorised access;
  • To comply with applicable laws and respond to lawful requests from public authorities.

4. Legal Bases (UK / EU / GDPR users)

Where the UK GDPR or EU GDPR applies, we rely on the following legal bases:

  • Contract — to take steps at your request before entering, and to perform, an engagement (for example, progressing a candidate application or delivering client Services).
  • Consent — for non-essential cookies, analytics, advertising measurement, and optional marketing. You may withdraw consent at any time (see Section 9).
  • Legitimate interests — to operate, secure, and improve the Services and to match candidates with roles, where these interests are not overridden by your rights.
  • Legal obligation — where the law requires us to retain or disclose information.

5. Information Sharing

We do not sell your personal information, and we do not share it for cross-context behavioural advertising except with your consent. We disclose information only to:

  • Employer clients — where you are a candidate, we share relevant application details with prospective employers for the role you are being considered for, with your knowledge;
  • Service providers — who host the Site, provide DNS and content-delivery services (Cloudflare), send email, or process analytics, strictly under written agreements limiting their use of the data to providing services to us;
  • Advertising partners (including Microsoft Advertising) — for conversion measurement only, and only after you have consented via the cookie banner. We do not share contact-form contents, candidate CVs, or account data with advertising partners. You can withdraw this consent at any time (see Section 9);
  • Authorities — where required by law, court order, or to protect rights, safety, or property.

6. International Transfers

Because we serve clients and candidates internationally, our service providers may process data in countries outside your own, including outside the United Kingdom, the European Economic Area, and Australia. Where this occurs we rely on appropriate safeguards such as Standard Contractual Clauses, the UK International Data Transfer Agreement, or adequacy decisions.

7. Data Retention

We keep personal data only for as long as necessary for the purposes above or as required by law. Enquiry and contact data is generally retained for up to 24 months. Candidate data is retained for the duration of the recruitment process and, where you consent, for up to 24 months afterwards so we can tell you about suitable roles; you can ask us to delete it sooner. Aggregated analytics data may be kept indefinitely in a form that does not identify any individual.

8. Your Rights

Subject to applicable law, you may:

  • Access the personal data we hold about you;
  • Correct inaccurate or incomplete data;
  • Request deletion of your data;
  • Object to or restrict certain processing;
  • Withdraw consent at any time (this does not affect prior lawful processing);
  • Opt out of personalised advertising and of the use or disclosure of your personal information for direct marketing;
  • Receive your data in a portable format;
  • Not be discriminated against for exercising a privacy right.

To exercise any right, email info@workforceember.com. We respond within one month (and, in the US, within 45 days where applicable). There is no fee.

You may also complain to your supervisory authority: in Australia, the Office of the Australian Information Commissioner (oaic.gov.au); in the UK, the Information Commissioner’s Office (ico.org.uk); in the EU, your national data-protection authority; in the US, your state Attorney General.

9. Your Privacy Choices: Consent, Personalised Ads, and Opt-Out

9.1 Giving consent

Where the law requires consent before we set non-essential cookies or process data for analytics or advertising, we ask through the cookie-consent banner shown on your first visit. You may choose “Accept All” or “Customise” to enable only the categories you agree to. We do not set non-essential, analytics, or advertising cookies until you consent. Strictly necessary cookies do not require consent because the Site cannot function without them.

9.2 Withdrawing consent

  • On the Site — click the “Manage cookies” preferences icon at the bottom-left of any page, switch off any category, and save. Your choice takes effect immediately.
  • In your browser — delete stored cookies through your browser settings.
  • By email — to withdraw any other consent, write to info@workforceember.com.

Withdrawing consent does not affect the lawfulness of processing carried out beforehand.

9.3 Opting out of personalised (interest-based) advertising

9.4 Opting out of direct marketing

Any promotional email we send includes an unsubscribe link, and you can opt out at any time by clicking it or emailing info@workforceember.com. Under Australian Privacy Principle 7 you may ask us not to use or disclose your personal information for direct marketing, and we will honour that request.

9.5 US state privacy rights

Depending on your state of residence, you may have rights to know, access, correct, delete, and port your personal information, and to opt out of its sale/share and of targeted advertising. We do not sell personal information. To exercise these rights, contact info@workforceember.com; we will not discriminate against you for doing so.

9.6 Australian users

The Privacy Act 1988 (Cth) and the Australian Privacy Principles apply to our handling of Australian personal information. You may access and correct your information and opt out of direct marketing as above. Unresolved complaints may be referred to the OAIC at oaic.gov.au.

10. Age of Users

Our Services are intended for businesses and for working-age individuals. We do not knowingly collect personal information from children under 16. If you believe a minor has provided us with information, contact us and we will delete it.

11. Security

We use industry-standard technical and organisational measures — HTTPS encryption, access controls, and regular reviews — to protect personal data. No internet transmission is fully secure; we cannot guarantee absolute security but apply current best practice.

12. Changes to this Policy

We may update this Policy from time to time. The “Last updated” date reflects the most recent revision, and material changes will be notified on the Site.

13. Contact

Questions about this Policy or our handling of your data? Contact us at info@workforceember.com or 322 W 35th St, New York, NY 10001, USA.