Privacy Policy

‍Last Updated: 02/04/2025

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This Privacy Policy explains how Socially Recruited Ltd, trading as Gaia (“Gaia”, “we”, “our”, “us”), collects, uses, and protects your personal data when you interact with our websites, platforms, and services.

We are registered in England and Wales under company number 10942594, with our registered office at 2 Eastbourne Terrace, London, W2 6LG. For all privacy-related enquiries, please contact: privacy@iamgaia.com

1. Who this policy applies to

This Privacy Policy applies to:

  • Website visitors (e.g. www.iamgaia.com)
  • Candidates applying via GaiaPages or GaiaChat
  • Customers and prospective customers using Gaia’s services
  • Partners, resellers, and their representatives

2. How we collect personal data

We may collect personal data:

  • When you provide it directly to us (e.g. via web forms, email, or job applications)
  • Automatically through your use of our platform
  • From third parties (e.g. employers, ATS providers, recruitment agencies)

3. What personal data we collect

We may collect the following types of data:

  • Identity data: name, job title, company name
  • Contact data: email address, phone number
  • Candidate data: CVs, application responses, job preferences
  • Marketing preferences and communication history

4. How we use your data and legal basis for processing

We process personal data for the following purposes:

  • To deliver services to our clients and users (based on contractual necessity)
  • To process job applications submitted through GaiaPages or GaiaChat (based on consent or legitimate interest)
  • To improve and optimise our services (based on legitimate interest)
  • To send marketing communications (based on consent or legitimate interest, with opt-out)
  • To comply with legal or regulatory obligations

5. Candidate applications (GaiaPages & GaiaChat)

When you apply for a job using GaiaPages or GaiaChat:

  • The employer who posted the job is the Data Controller
  • Gaia acts as a Data Processor on their behalf
  • We collect the information you provide (e.g. CV, contact details, answers to questions)
  • We share this with the employer and, if integrated, their ATS (Applicant Tracking System)
  • Data is stored securely on UK-based AWS servers
  • Application data is typically retained for up to 12 months unless otherwise agreed with the employer

By submitting your application, you confirm that you agree to this processing.

6. Who we share your data with

We may share your personal data with:

  • Employers or clients using Gaia to receive candidate applications
  • Applicant tracking systems (if used by the employer)
  • Subprocessors that provide hosting, analytics, and support services
  • Legal or regulatory authorities if required by law

We do not sell your personal data.

You can view our current subprocessors at: https://www.iamgaia.com/subprocessors

7. International data transfers

We do not transfer personal data outside of the United Kingdom. All data is hosted and processed on secure servers located within the UK.

8. How we protect your data

We implement strong technical and organisational measures, including:

  • Encryption of personal data in transit and at rest
  • Role-based access controls and secure authentication
  • Regular penetration testing and vulnerability assessments
  • Ongoing monitoring and incident response procedures
  • ISO 27001-aligned security controls

9. Data retention

We retain data only as long as necessary for the purposes it was collected. For example:

  • Website and enquiry form submissions: up to 24 months
  • Candidate applications: typically up to 12 months, subject to the employer’s policy
  • Customer records: duration of contract plus up to 6 years
  • Marketing preferences: until unsubscribed or inactive for 24 months

10. Your data protection rights

You may have the following rights under the UK GDPR, EU GDPR, or other applicable privacy laws:

  • Right to access your personal data
  • Right to correct inaccurate information
  • Right to request deletion of your data
  • Right to restrict or object to processing
  • Right to withdraw consent at any time
  • Right to lodge a complaint with the ICO or your relevant supervisory authority

To exercise any of these rights, please contact us at privacy@iamgaia.com

11. Cookies and tracking technologies

  • We do not use cookies or trackers on GaiaPages or our application pages
  • On www.iamgaia.com, we may use minimal anonymised analytics tools (e.g. basic traffic measurement)
  • No personal identifiers are stored or shared unless you actively provide them (e.g. via contact forms)

12. Policy updates

We may update this Privacy Policy from time to time. Significant changes will be communicated via our website or email. We encourage users to review this policy periodically.

13. Contact us

If you have any questions or concerns about how your data is used, please contact:

Email: privacy@iamgaia.com
Post: Socially Recruited Ltd T/A Gaia, 2 Eastbourne Terrace, London, W2 6LG, United Kingdom

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