Global Privacy Statement

We recognize that the processing of personal data has important implications for us as well as for the individuals whose personal data we process. Most of our offices operate in countries which regulate the use of personal data and impose requirements (and in some cases restrictions) on the processing of personal data. In order to make sure you are aware and informed of how we handle personal data properly at DEPT®, we have adopted this Privacy Statement to ensure privacy compliance.

This Privacy Statement is intended to describe our overall privacy and data protection practices insofar as processing your data via our website(s) are concerned. In some cases, different or additional notices about our data collection and processing practices may be provided and apply to our processing of certain personal information.

It is important that you read this Privacy Statement together with any other notices, policies and/or statements we may provide on specific occasions when we are collecting or processing your personal data (i.e. if you as a job candidate become an employee or if you as a prospect become a client where data processing is involved), so that you are fully aware of how and why we are using your personal data. This Privacy Statement supplements the other notices, policies and/or statements and is not intended to override them.

We use different methods to collect personal data from and about you, including through the channels set out below.

A. Your Enquiries

By filling in forms on our website, or contacting us through our electronic portals and platforms, by email or post, by speaking to us in person or over the telephone or whilst visiting our offices, you may give us information including personal data, such as your name, address, company, email address and your enquiry.

We use this information to carry out the following:

• In line with the legitimate interest we have in promoting our business, we will process your enquiries to provide you with information about the services we offer
• This might include replying to your enquiry, or sending you invites to our events
• We use Pardot by SalesForce CRM to process your email address and information supplied by you in the course of an enquiry through the website, and to send you invitations and marketing materials. You can find out more about how they process personal data here
• We may also process enquiries to take steps you ask of us with a view to entering into an agreement to provide you with our services
• You are under no obligation to provide us with any details, but if you don’t provide all relevant information, we may not be able to help you

B. Marketing

We might use your information to send you marketing emails where you have opted in, and where applicable in accordance with our legitimate interests, about our services or events which are similar or related to those which you have previously received (or attended, in the case of events). We may also send personalized content via online advertising where you have given consent.

We may also disclose your name and contact information to our relevant subsidiaries who provide the same services, to enable them to market their services and/or events to you.

If you would like to be removed from this mailing list, please contact us at [email protected] or click unsubscribe at the bottom of each marketing email.

C. Recruitment

When you apply for a job on this site, the personal data contained in your application will be collected by us. Your personal data was either provided by yourself or obtained from publicly available sources (e.g. LinkedIn) or provided to us by someone who referred you for potential employment.

Your personal data will be processed for the purposes of managing our recruitment related activities in line with our legitimate interests, which include evaluating your candidacy/application for employment with us, setting up and conducting interviews and tests for applicants, evaluating and assessing the results thereto, and as in otherwise needed in the recruitment and hiring processes.

Your personal data is going to be shared with Greenhouse Software Inc., and/or Talenthub.io A/S  two cloud service suppliers that help us manage our recruitment and selection process.

Your personal data will be retained by us for twelve (12) months from the date of the application. The data is used in order to improve our recruitment efforts and selection procedure but also as a talent pool. Whenever we have a new opening we can easily access the data of candidates who have shown interest in our company in the past and contact them to see if they are available for a new opportunity. If you have any objections to us retaining your information for the abovementioned retention period and these purposes, please contact [email protected].

D. All content you submit to us

If you send us objectionable content or otherwise behave in a disruptive manner when using our website, we may process personal data included in your messages to respond to and stop such behaviour.

E. How you use our website (analytics)

Our website uses cookies and other mechanisms to collect log and analytical information, such as your internet protocol (IP) address, to help analyse how visitors use the site and to compile statistical reports on website activity.

• We process this information to understand how visitors use our website and to compile statistical reports regarding that activity (for example your IP address is used to approximate the country from which you access our website, and we aggregate this information together, so we know that, for example, most of the visitors to our website come from a certain country/area). Through the use of GA4, IP anonymization is enabled by default and cannot be switched off. This means that GA4 will not store the IP addresses of users and cannot track users. We also use Google Consent Mode, which is a privacy feature that allows modifying the behaviour of Google tags on our website based on user’s consent preferences. With the GA4 consent implementation, GA4 is instructed to track users’ behaviour according to your consent preferences. 
• This processing is necessary for us to pursue our legitimate interests in improving our website, by enhancing the user experience and making the website as personal and relevant as possible. Cookie preferences can be changed via our website, however, disabling certain cookies may prevent you from taking full advantage of our services, and the functionality of the website may be limited. Please review our cookie policy for more information. 
• This information is not used to develop a personal profile of you. All such information is aggregated and stored anonymously

F. Publicly available sources

We may, from time to time, where necessary and if applicable, collect personal data from publicly available sources, including from:

• Public registers of individuals, companies, charities, law firms, chartered accountants, stock or commodities exchange participants or other entities for regulatory compliance purposes; 
• other public sources including any services accessible on the Internet which you, as a candidate and (prospective) employee, are using for professional networking purposes for example LinkedIn. 

We will only process (i.e. collect, use, store and transfer) your personal data when the law allows us to, meaning when we have a legal basis for processing. We use your personal data in the following circumstances:

• The performance of a contract, i.e. when we need to perform a contract which we are about to enter into or already have entered into with you as a party or to take steps at your request before entering into such a contract;
• Where we need to comply with a legal or regulatory obligation that we are subject to;
• Where you have provided your consent to processing your personal data; or
• Where necessary for our legitimate interests, provided that your fundamental rights do not override our legitimate interests, such as:
  
  – Performance of contracts with clients and other parties;
  
  – Implementation and operation of global support systems for our business operations (e.g. IT)
  
  – Improving our website, services, developing reports, customer relationship management, marketing and analytics;
  
  – Fraud detection and prevention;
  
  – Physical / IT / network perimeter security.

We may process your personal data for more than one legal basis depending on the specific purpose for which we are using your personal data. Please contact us at [email protected]  if you need details about the specific legal basis we are relying on to process your personal data.

If you visit one of our global DEPT® offices, we may use CCTV and physical security data for the detection and prevention of crime, safety incidents, unauthorized access to our premises and gross misconduct, but also to support and review safety and security.

Do we share your information with anyone else?

Your personal data on our website may be used and shared by all our offices around the world. We keep your information confidential but may share it with our shareholders, subsidiaries and business partners where necessary. Whenever we transfer your personal data outside of the European Economic Area (EEA) we ensure that a country’s data protection laws has been assessed as adequate by the European Commission, and if not, we ensure we have standard contractual clauses (and perform transfer impact assessments) in place as a safeguard for this transaction.

We may also disclose it to our personnel, suppliers or subcontractors insofar as it is reasonably necessary for the purposes set out in this Privacy Statement, provided that they do not make independent use of the information and have agreed to adhere to the rules set out in this privacy statement and relevant data and security compliance requirements set out in the contracts that we enter into with them.

In addition, we may disclose your information to the extent that we are required to do so by law (which may include to government bodies and law enforcement agencies); in connection with any legal proceedings or prospective legal proceedings; and to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention).

If we are involved in a merger, acquisition, or sale of all or a portion of our business or assets, the information we hold may be included as part of that sale, in which case you may be notified, as appropriate, via email and/or a notice on the website of any changes in ownership or use of your information, as any choices you may have regarding that information.

Except as provided above, we will not provide your information to third parties.

Children

We do not use the website to knowingly solicit data from or market to children under the age of 13. If a parent or guardian becomes aware that his or her child has provided us with information without their consent, he or she should contact us at [email protected]. We will delete such information within a reasonable time.

Security

We will take all reasonable technical and organisational precautions to prevent the loss misuse or alteration of your personal data. Our website is hosted on a platform with adequate security measures and stores your data encrypted.

Changes

This Privacy Statement may be updated from time to time. We will notify you of any changes by posting the new Privacy Statement here and, where feasible, letting you know by email.

International data transfers

As mentioned above, where we transfer your data outside of the EEA, we ensure that data is transferred to countries which data protection laws have been assessed as adequate by the European Comission, and if not, we ensure we have agreements in place with those parties which include standard data protection clauses adopted by a data protection regulator and approved by the European Commission to ensure that appropriate safeguards are in place to protect your personal data. We also ensure that we perform transfer impact assessments where applicable. If you would like to find out more about these safeguards, please let us know by writing to [email protected].

Retention periods

We will hold your personal information on our systems for as long as is necessary for the relevant purpose for which the personal data was originally collected. The retention period depends on:

• The purpose for which the personal data were collected,
• The purpose for which the personal data were subsequently used, and
• Whether there are any legal requirements requiring a specific retention period (for example, tax laws).

If you have any questions or comments about this Privacy Statement, please let us know by email to [email protected].