Hospitality Exchange

In line with The Protection of Personal Information Act (POPIA) which comes into effect 01 July 2021, companies are obliged by legislation to ensure that reasonable measures are implemented and followed to protect your privacy and the right to access of information.

ABOUT US

Hospitality eXchange is a recruitment business with a focus on the Hospitality industry and related services. As a recruitment company, we refer suitable candidates to clients for permanent employment or FTC.  The exchange of personal data of our candidates and our client contacts is the primary function of this process, to undertake our business as below:-

• In order to support our candidates’ career aspirations and our clients’ recruitment needs we require a database of candidate and client personal data containing work history information. Both candidates and clients agree to their Personal Information being collected, used and disclosed in the manner set out in this Privacy Policy.

• To identify potentially suitable candidates for specific roles or employment opportunities, and as part of to these services we collect Personal Information on potential candidates. Should an Applicant /candidate apply for a vacancy or position at one of our clients, we will facilitate this process. This Privacy Policy sets out the basis on which any Personal Information that we collect about Applicant /candidate, or that they provide to us, will be used, stored and processed by us.

• To retain and grow our business, it is essential to record Applicant /candidates /clients personal data and client contact details. We will not store this personal data for a period longer than 6 years, without having contact with Applicant /candidates /clients personal within this time frame, by means of any form of communicating in relation to the Company assisting/providing recruitment services to them.

• The primary purpose of the Website is to provide clients and candidates with information regarding the services provided by the company Hospitality eXchange and the recruitment consultants employed by the company.

Hospitality eXchange or any of its consultants, agents, offices or network associates will not be held responsible, nor liable for any costs (including legal costs), losses or damages, whether such damages are direct, indirect, consequential or take place in any other form, which are caused by incomplete transmission of data, disrupting programs or features, viruses, malware, key loggers, unauthorized monitoring, interception, packet sniffing, disrupting source codes, meta tagging, third party websites, phishing sites, or any other disabling / destructive forms of data sent or received.

Any unrelated electronic mails/ data messages to the official business activities of Hospitality eXchange are not considered to be endorsed ratified, with no contractual obligation. Should you receive an email in error, kindly contact the sender immediately to allow the sender to take the appropriate action.

INFORMATION WE MAY COLLECT

Hospitality eXchange collects Personal Data directly from Applicant /candidate /clients (via email, website visits, phone, and email or otherwise) as well as from other available sources to the extent relevant and permitted under the POPI legislation. Subject to this applicable law we may collect the following information:

• When Applicant /candidates visit our Website, we may collect certain information that is not Personal Information such as their Internet Protocol (“IP”) address, operating system, browser type, and Internet service provider. This type of information does not identify Applicant /candidate personally.

• The information Applicant /candidate have provided in e-mail correspondence, a covering letter, their Curriculum Vitae (CV) as well as any other written correspondence.

• In response to a specific job advert, we will collect, use and store the following personal information about Applicant /candidates. “Personal Information” shall mean any information of a personal nature by which they can be identified as an individual. This information that Applicant /candidate provide by submitting a curriculum vitae or resume to us will include: Title / Surname / First Names / ID or Passport Number / Preferred Name / Nationality / Work Permit Status / Contact Telephone Numbers / Email Address / Home Address / Languages Spoken/ Equity Status / Gender / Operational Requirements / Disclosure regarding criminal history and previous disciplinary history and any other data they provide or disclose to us during interviews.

• If Applicant /candidate proceed with a job application, additional information that may be required to submit, such as their date of birth, education and career history.

• Information relating to protected characteristics, such as Applicant /candidate race or marital status.

• Where Applicant /candidate provide us with Personal Information relating to a 3^rd party such as a referee or previous employer, they must warrant that they you have obtained all necessary consents from such 3^rd party, including the 3^rd parties consent for them to share such Personal Information with us to process on Applicant /candidate behalf.

• Personal Data that is provided by the 3^rd part referees by way of telephonic or written references.

• Information provided by Applicant /candidate when contacting Hospitality eXchange or if we contact them, and we may keep a record of that correspondence;

• Any information about Applicant /candidate in the public domain or found through any 3^rd party subscriptions, such as LinkedIn

• Details of Applicant /candidate visits to our Website (including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise) and the resources that they access.

Supplying Applicant /candidate Personal Information is voluntary, however Applicant /candidate may acknowledge that we cannot process their application should they not wish to supply such Personal Information.

By continuing to use of our recruitment services, or by providing us with any of Applicant /candidate Personal Information or any confirmation in relation to the services that we provide to our clients, they consent to the processing, collection, storage, and use of Personal Information for purposes of any of the services that we offer our clients and for the purposes set out in this Privacy Policy, and Applicant /candidate consent to our collection of any changes or updates to such Personal Information collected by us, that they may provide.

DATA COLLECTION

Hospitality eXchange collects Personal Data directly from Applicant /candidate /Clients (via email, website forms, phone, and email or otherwise) as well as from other available sources to the extent relevant and permitted under the POPI legislation. We will only collect personal data that is absolutely necessary for our recruitment process. Subject to this applicable law we may collect the following information:

• Name and job title/position held

• Contact information including phone number and email address

• Links to Applicant /candidate professional Information found from public sources as well as professional profiles available in the public domain e.g LinkedIn

• Applicant /candidate competences, skills, work history and education, e.g. on CV or resume, previous employments, educational details and qualifications, 3^rd party references

• Applicant /candidate preferences, e.g. preferred geographical area of employment, positions of interest and preferred way of communicating with the consultant

• Other information relevant to positions held

• Referees as provided by Applicant /candidate. This data will include their full name, position held, period of employment, responsibilities held, work performance during employment as well as reason for leaving

DATA USAGE

We will need to collect basic information about Applicant /candidate when appling for a position through our website, a specific response to an advert or by referral from a 3^rd party Recruitment Associate, including Applicant /candidate Personal Information, for a number of purposes: –

• To provide our services, in partnership with our clients, on whose behalf we are instructed to find a suitable candidate for a role. This means that if we obtain Applicant /candidate information directly or indirectly we may pass these details on to the relevant client to proceed with the application and Applicant /candidate understand and agree that this means they may receive further direct correspondence from the Clients;

• Provide our services and processing job applications/candidates, in partnership with our clients, on whose behalf we are instructed to advertise job vacancies. Therefore, should a applicants/candidates apply for a specific job from an advertisement we may pass these details on to the relevant client to proceed with the applicants/ candidates.

• Applicants/candidates understands and agrees that this means the applicants /candidates may have further dealings with the clients

• To evaluate, select and recruit applicants/candidates.

• Communicate with applicants/candidates about available vacancies and the recruitment process.

• Assess applicant /candidate skills, qualifications and suitability for applicable positions.

• Obtain applicants /candidates nationality and/or employment equity status will be for the purpose of ensuring person complies with clients Employment Equity policy requirements for a specific role.

• Obtain Candidate work performance references by contacting 3^rd party references provided by Candidate to evaluate your previous work performances.

• To conduct background and credit checks and assessments as required or permitted by applicable local law

• To set up and conduct interviews and/or assessments.

• For equality monitoring purposes, to understand the diversity of our applicant pool

• To add to and maintain our proprietary database of potential candidates; and

• We will only use Applicant /candidate Personal Information for the purposes set out above, in accordance with the specific role or position, or multiple roles or positions, as instructed by them and in accordance with this Privacy Policy, or where we are required or authorised by law to disclose Applicant /candidate information to others, or have their permission to do so.

• We will not use Applicant /candidate Personal Information for any purpose (other than as stated above) without their express consent. We will not use or disclose Applicant /candidate Personal Information to 3^rd parties without their consent, unless the use or disclosure is –

• Required in order to comply with applicable law, order of court or legal process served on 4C Recruitment; and/or

• Disclosure is necessary to protect and defend the rights or property of Hospitality eXchange Recruitment.

• We work closely with trusted 3^rd party partners with whom we need to share Personal Information and provide our recruitment and search services. Our partners include: –

• Recruitment network partners throughout Africa

• Clients for whom we provide executive search services.

• We may also provide information to 3^rd party service providers who process information for some of our internal business operations including email distribution.

• Applicants/ candidates information may be shared with organisations located in other countries around the world. Where required under applicable laws we will take measures to ensure that Personal Information handled in other countries will receive at least the same level of protection as it is given in this Privacy Policy.

• Applicant /candidates’ understand that we may disclose or share Personal Information with 3^rd parties as outlined above to provide recruitment and search services. If Applicant /candidate you are concerned about these arrangements, they should not use Hospitality Exchange or the Website.

• We can disclose Applicant /candidate Personal Information to those of our consultants, network partner affiliates, and/or 3^rd party service providers and suppliers who assist us to interact with Applicant /candidate through mobile communications and/or email. We will ensure that all such employees and/or 3^rd party service providers having access to Applicant /candidate Personal Information are bound by appropriate and legally binding confidentiality and non-use obligations in relation to this Personal Information.

• On rare occasions, we may be required to disclose Applicant /candidate Personal Information due to legal or regulatory requirements. In such instances, we reserve the right to disclose this Personal Information as required in order to comply with our legal obligations, including but not limited to complying with court orders, warrants, subpoenas, service of process requirements or discovery requests.

• We may also disclose information about our applicants/candidates to law enforcement officers or others, in the good faith belief that such disclosure is reasonably necessary to enforce this Privacy Policy, respond to claims that any content violates the rights of 3rd; or protect the rights, property, or our personal safety or the personal safety of our users or the general public.

SHARING OF INFORMATION

By registering as a candidate or applying for a specific job, your CV will be shared to Hospitality eXchange clients and trusted 3^rd Party service providers who assist us in operating our website, conducting our recruitment business or servicing candidates. These 3^rd parties are contractually obligated to keep your information confidential and use this

for the sole purpose of a job application and the recruitment process.

• Hospitality eXchange will not sell or otherwise disclose Applicant/ candidate Personal Data without their consent.

• We will only share Applicant/ candidate Personal Data, for recruitment purposes only for which they have given consent to Hospitality eXchange.

• We could use Applicant/ candidate Personal Data to improve our recruitment processes by using accumulated anonymous information in context of promotion activities.

• We may use Applicant/ candidate personal information to send them promotional information about roles and marketing information

DATA STORAGE

We will do our best to protect Applicant/ candidate Personal Information, and we will use technology that will help us to do this, however, the transmission of information via the Internet is not completely secure and we cannot guarantee the security of Applicant/ candidate information transmitted to our Website. Any transmission of Applicant/ candidate / client information to our Website is entirely at their own risk. Once we have received information, we will use strict procedures and security features to try to prevent unauthorised access.

• Applicant/candidate personal data will be retained by us for a period of 6 years after his/her last application date. We also retain Applicant/ candidate personal data to be considered for any similar positions that he/she may be suitable for.  It is up to the candidate to ensure his/her data is kept up to date at all times in writing via email.

• All personal data will be safely and securely stored in accordance with the Data Protection and Privacy laws.

• Applicant/ candidate data will be stored by Hospitality eXchange until he/she requests in writing to delete the CV and profile or if the candidate has not communicated with Hospitality eXchange for a period of 3 years or more.

CLIENTS, ASSOCIATES AND SERVICE PROVIDERS:

As a recruitment business, Hospitality eXchange introduces candidates to clients for specific positions – permanent or FTC contract.  Sharing the personal information of our candidates and client contacts is a significant and essential part of the recruitment process.  By engaging in any of our recruitment services provided, you agree to:

• Only use Applicant/ candidates’ personal data provided via application forms, CV’s submitted and references obtained for the sole purpose of recruitment and will not sell or share this information.

• Ensure that Applicant/ candidate personal data is treated in binding confidentiality and in line with the POPI Act.

• Ensure reasonable operational and information technology measures are implemented to protect against unlawful access and/or processing.

• Immediately notify Hospitality eXchange in the event of or knowledge of obstruction and irregularities of the applicable regulations pertaining to the personal data protection legislation by you, any of your staff or other parties acting on your behalf.

COOKIES AND IP ADDRESSES

• When you access our services online, our web servers automatically create records of your visit. These records typically include IP-address, access times, the sites linked from, pages visited, the links and features used, the content viewed or requested, browser or application type, language and other such information.

• When you use our services or otherwise interact with us over telecommunications networks, certain additional information, such as your mobile telephone number, may be transmitted to Hospitality eXchange by the telecommunications operator as a standard part of that communication.

• We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.

• We may use cookies to manage our users’ sessions and to store preferences, tracking information, and language selection. Cookies may be used whether you register with us or not. “Cookies” are small text files transferred by a web server to your hard drive and thereafter stored on your computer. The types of information a Cookie collects include the date and time you visited the Website, your browsing history, your preferences, and your username.

• In some instances, our third-party service providers may use Cookies on the Website. We cannot control or access Cookies used by third party service providers. This Privacy Policy covers only Cookies used by us, and not any Cookies used by third parties.

• Cookies enable us to:

• estimate our Website’s audience size and usage pattern;

• store information about your preferences, which allows us to customise the Website according to your individual interests;

• speed up your searches; and

• recognise you when you return to the Website.

• You have the ability to either accept or decline the use of Cookies on your computer, whether you are registered with us or not. Typically, you can configure your browser to not accept Cookies. However, declining the use of Cookies may limit your access to certain features of the Website. For example, you may have difficulty logging in or using certain interactive features of the Website.

YOUR RIGHTS

• Applicant/ candidate may update, remove, review, and/or make changes to Personal Information that have been provided to us.

• Request access to Applicant/ candidate personal data held. This allows Applicant/ candidate to receive a copy of the personal data on our records and to ensure we are lawfully processing it.

• Request the correction of Applicant/ candidate personal data which will enable them to have any inaccurate or incomplete data corrected.

• Request to erase or remove Applicant /candidate personal data being processed or used, in writing to kathy@hospitalityexchange.co.za

• We may however, archive Applicant /candidate personal data unless specifically requested that Applicant /candidate data be deleted

• If Applicant /candidate /Client previously agreed to Hospitality eXchange to using and or storing their personal information, they may change their mind at any time by emailing kathy@hopsitalityexchange.co.za.

NOTIFICATION OF CHANGES

We reserve the right to change or modify this Privacy Policy at any time without prior notice. Any changes will be effective upon posting the revised Privacy Policy on our website. We encourage you to review this Privacy Policy periodically for any changes.

GENERAL

• This Privacy Policy governs the ways in which we collect and use information about you.

• You agree to provide accurate, truthful and current information, and not to impersonate or misrepresent any person or entity or falsely state or misrepresent your affiliation with anyone or anything. Failure to adhere to this requirement will entitle Hospitality Exchange, to terminate your use of the Website and of our recruitment services.

• You may update, remove, review, and/or make changes to Personal Information that you have provided to us. If you apply, we may send you an information request email or telephonically obtain such from you.

 

If you have questions about this Privacy Policy, please contact kathy@hopsitalityexchange.co.za.

By using our website or providing us with your personal information, you consent to the collection, use and disclosure of your information as described in this Privacy Policy