Privacy Notice for Applicants

Section 1: Controller and Contact Details

The Controller for your data is:

For all applicant-related privacy inquiries, please contact our internal Privacy Team:

Section 2: Data Categories and Source

We process the following categories of personal data collected during the application process:

• Contact Details: Name, address, email, telephone number, current studies, current employment.
• Application Documents: CV, cover letter, qualifications, photo, background and references.
• Assessment Data: Results of performance tests and interview notes.
• Third-Party Sources: Data obtained from recruitment agencies or professional platforms (e.g., LinkedIn).
• Expertise Data (Advisory Board only): Details of other directorships, potential conflicts of interest, and specialised expertise relevant to our Advisory Board.
• Assessment Data: Interview notes, results of performance tests etc.

Section 3: Purposes and Legal Bases

Your personal data will be used solely for the following purposes:

• To initiate and establish the relationship.
• To reach out to you with relevant additional information.
• To defend against any legal claims that may arise from the application process, if necessary.
• For administrative matters following a successful application (onboarding).

Providing your personal data during the application process is voluntary. However, certain information is required in order to process your application or to finalise a relationship contract with us.

We process your personal data in accordance with the UK GDPR and the Data Protection Act 2018:

• Pre-contractual Measures (Art. 6 para. 1 lit. b UK GDPR): This is the primary basis for processing your application. It allows us to take the necessary steps to assess your candidacy before entering into an employment or board member contract.
• Legal Obligations (Art. 6 para. 1 lit. c UK GDPR): To fulfil statutory requirements, such as "Right to Work" checks or tax-related reporting.
• Legitimate Interests (Art. 6 para. 1 lit. f UK GDPR): To document the selection process and protect our legal position in the event of claims (e.g., ensuring compliance with the UK Equality Act 2010).
• Consent (Art. 6 para. 1 lit. a UK GDPR): Where you have given explicit consent, you may revoke this consent at any time.

Section 4: Online Meetings and Digital Communication

To host video calls, audio conferences, webinars, and other types of virtual gatherings (collectively referred to below as "Online Meetings"), we rely on third-party platforms and applications. In this process, we take care to ensure that both the providers we choose and the services they offer meet all relevant data protection standards.

Providers Currently Used

• Google Meet (Primary): Provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland (as part of Google Workspace).
• Microsoft Teams (Secondary): Provided by Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Ireland.

While these providers are based in Ireland for UK/EU customers, some data may be processed by their parent companies in the USA (Google LLC and Microsoft Corp).

Types of Data Processed

To participate in a meeting, you usually provide your name (or an alias). During the session, the following may be processed:

• User Metadata: Display name, email address, IP address, device/hardware information, and meeting duration.
• Communication Content: Audio and video streams, chat messages, and shared files or screens.

Recording Policy and Strict Confidentiality

We prioritise your control over this process: if you explicitly state that you do not wish to be recorded, we will immediately comply and will not record the session. Otherwise, for project accuracy and internal documentation purposes, we may record our online meetings.

Furthermore, LogistIQ maintains a policy of strict confidentiality: we never forward, share, or provide access to these recordings to any third party who was not an active participant in the meeting. Once the recording has served its specific documentation purpose, it is securely deleted in accordance with our retention protocols.

Section 5: Recipients of the Data

During the recruitment process, your data is typically accessed only by those individuals who make or significantly influence the final decision. This generally includes members of the HR team, department managers. Everyone involved in handling your data is required to keep it confidential. If any other parties, such as external service providers or public authorities, need access to your information, this occurs only on the basis of a contractual confidentiality agreement, a data processing agreement, or legal/regulatory obligations under Art. 28 UK GDPR.

Section 6: International Transfers

As LogistIQ operates internationally, your data may be accessed by our hubs outside the UK. We ensure a consistent and high level of protection by utilising:

• UK Standard Contractual Clauses (SCCs) or the International Data Transfer Agreement (IDTA).
• Centralised security protocols managed by our UK headquarters.

Section 7: Data Storage and Retention

We retain your personal data only for as long as necessary:

Contractual Records are typically stored for 6 years following the end of the contract to comply with the UK Limitation Act 1980 and HMRC requirements.

Inquiries: If no contract is concluded, your data is deleted once the inquiry is resolved, unless you have consented to further communications.

Legal Exceptions: Data may be held longer if required for ongoing litigation or specific statutory retention periods.

Section 8: Requirement to Provide Data

As part of our relationship, you must provide the personal data necessary to initiate and execute the contract. Without this information, we will generally be unable to conclude or perform the necessary evaluation.

Section 9: Your Rights as a Data Subject

Under the UK GDPR, you are entitled to the following rights: the right to access your data (Art. 15), the right to have incorrect data corrected (Art. 16), the right to have your data deleted (Art. 17), the right to limit how your data is processed (Art. 18), the right to object to processing (Art. 21), and the right to receive your data in a portable format (Art. 20).

Please note that your rights of access and erasure may be limited by certain provisions of local data protection laws where applicable.

Right to Lodge a Complaint: If you have concerns, please use our Internal Complaints Process by contacting legal@logistiqconsulting.com.

Section 10: Right to Object

You have the right to object at any time, on grounds relating to your particular situation, to the processing of your personal data based on legitimate interests (Art. 6 para. 1 lit. f UK GDPR).

If you object, we will cease processing your data unless we demonstrate compelling legitimate grounds that override your interests or for the establishment of legal claims.

How to Object?

Submit your objection informally to: