Privacy Policy – Invitise Ltd (Including M-IFS) Last Updated: 04 August 2025

WHAT DO WE DO?

Invitise Ltd (“Invitise”) provides permanent, temporary, and interim talent/recruitment services to clients seeking to recruit professional staff across a range of specialist areas. Invitise Ltd also manages the Multi-Faith Inclusive Framework Standard (M-IFS), an accreditation framework that helps organisations demonstrate their commitment to Multi- Faith friendly workplace practices.

WHAT DOES THIS POLICY COVER?

This Privacy Policy explains:

• The types of personal data we collect about you

• How and why we collect and use your personal data

• How long we keep your personal data

• When, why, and with whom we share your personal data

• The legal basis we have for processing your personal data

• Your rights and choices regarding your personal data

• How we may contact you and how you can contact us

This Privacy Policy may be updated from time to time. Please check this page periodically to stay informed of any changes.

WHO ARE YOU?

We collect and process personal data from the following types of individuals:

• Candidates (existing or prospective)

• Clients (existing or prospective)

• Users of our website

• Referees or emergency contacts provided by candidates or staff

• Suppliers to our organisation

• Invitise employees, contractors, or interim workers

• Organisations applying for Multi-Faith Inclusive Framework Standard (M-IFS) accreditation

WHO IS THE DATA CONTROLLER?

Invitise Ltd is the Data Controller and determines the purposes and means of processing personal data.

• Company No: 13345316

• VAT No: 381151123

• Head Office: 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ

• Contact No: +44 (0)345 163 0135

• Email: dataprotection@invitise.com

• ICO Registration No: ZB058757

WHAT IS PERSONAL DATA?

Personal Data includes any information that identifies a living individual, such as:

• Name, email, and contact details

• Job role and employment history

• Sensitive personal data (racial/ethnic origin, religious beliefs, biometric data, health data, etc.), which is processed under strict conditions

LEGAL BASIS FOR PROCESSING PERSONAL DATA

We rely on legitimate interest as the legal basis for processing personal data related to:

• Candidates, clients, and suppliers

• Website users and business contacts

• Referees, emergency contacts, and employees

• Organisations applying for M-IFS accreditation

HOW WE USE YOUR DATA

For candidates:

• Matching skills and experience with employers

• Providing recruitment and career-related services

• Personalising job search experiences

• Conducting eligibility assessments

For clients and suppliers:

• Managing transactions and contractual obligations

• Resolving queries, disputes, or compliance matters

• Maintaining security and business continuity

For organisations applying for M-IFS accreditation:

• Collecting and reviewing organisational policies

• Conducting accreditation assessments

• Issuing certification and managing compliance

DATA USE RELATING TO M-IFS ACCREDITATION

M-IFS is operated by Invitise Ltd under a documented Quality Management System aligned with ISO 9001:2015. Certification is in progress. The M-IFS Certification Mark is pending registration with the UK Intellectual Property Office (UK IPO).

We collect and process personal and organisational data for the purposes of reviewing, assessing, and managing applications to the Multi-Faith Inclusive Framework Standard (M-IFS). This includes data relating to workplace practices, assessment documentation, submitted evidence, and contact details for relevant personnel.

All M-IFS data is managed in line with GDPR and our quality assurance framework.

WHERE WE SOURCE PERSONAL DATA

We obtain personal data from:

• Direct interactions (job applications, registrations, or communications with us)

• Publicly available sources (LinkedIn, job boards, CV databases)

• Third-party agents or referrals

Occasionally, we may purchase data from reputable providers, such as data marketing companies or CV databases. Such data is processed under legitimate interest, and individuals will be informed of their rights, including the right to object or request deletion.

DATA RETENTION PERIOD

We retain personal data for as long as necessary to:

• Provide recruitment services and accreditation processes

• Comply with legal and regulatory obligations

• Establish, exercise, or defend legal claims

If no meaningful contact has been made within a reasonable period, data will be deleted. Records of deletion requests may be retained for compliance purposes.

INTERNATIONAL DATA TRANSFERS

We may transfer, store, or process personal data outside the European Economic Area (EEA) but only where:

• The receiving country ensures an adequate level of data protection

• Appropriate safeguards are in place (e.g., Standard Contractual Clauses)

COOKIES AND IP ADDRESS POLICY

IP Addresses: We collect IP addresses, operating system details, and browser types for system administration and security purposes. This data is used for statistical analysis and does not personally identify users.

Cookies: Our website uses cookies to enhance user experience and functionality. More information about the cookies we use and how to manage them is available in our Cookie Policy.

Managing Your Preferences: You can manage or disable cookies via your browser settings. Please note that disabling certain cookies may affect website functionality. For more detailed guidance, visit https://www.allaboutcookies.org/.

MARKETING COMMUNICATIONS & SOFT OPT-IN CONSENT

We may send recruitment-related communications under legitimate interest and soft opt-in consent:

• If you have submitted a job application or CV, you may receive relevant job updates

• If you have engaged with us regarding job opportunities, we may contact you unless you opt out

You can withdraw consent at any time by clicking “unsubscribe” or contacting us directly.

FEES FOR EXCESSIVE DATA REQUESTS

We may charge a reasonable fee for:

• Baseless, excessive, or repeated requests

• Additional copies of previously provided information

YOUR RIGHTS

You have the following rights concerning your personal data:

• Right to be informed – Clear information on how we use your data

• Right of access – Request access to your personal data

• Right to rectification – Correct inaccurate or incomplete data

• Right to erasure – Request deletion (unless legally required to retain it)

• Right to restrict processing – Limit how your data is used

• Right to data portability – Transfer your data to another provider

• Right to object – Object to processing, including marketing

• Right to withdraw consent – Unsubscribe or change communication preferences at any time

COMPLAINTS

If you have concerns about how your data is processed, please contact us at dataprotection@invitise.com. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at https://ico.org.uk.

M-IFS is operated by Invitise Ltd under a Quality Management System aligned with ISO 9001:2015. Certification is in progress. M-IFS™ is a trademark of Invitise Ltd. Certification Mark registration is pending with the UK IPO.