Vitae Health Ltd – Privacy Policy

At Vitae Health Ltd, we are committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you use our website and services.

Vitae Health Ltd is a company registered in England and Wales (Company Number: 15761101) with our registered office at 4th Floor, Silverstream House, 45 Fitzroy Street, Fitzrovia, London, W1T 6EB.

We are the data controller for the personal information we collect about you. If you have any questions about this Privacy Policy or our data practices, please contact us using the details provided
in Section 12.

• Contact information (name, email address, phone number)
  
• Company details and job requirements
  
• Professional information and CV data
  
• Communication preferences
  
• Information provided in forms, surveys, or consultations

 Website usage data and analytics

• IP addresses and device information
  
• Browser type and operating system
  
• Pages visited and time spent on our website
  
• Referral sources and search terms
  

• Professional networking platforms (with your consent)
  
• Partner organizations and referral sources
  
• Public databases and recruitment platforms
  
• Social media platforms (when you interact with our content)
  

We process your personal data for the following purposes:

• Providing recruitment and AI technology services
  
• Matching candidates with suitable job opportunities
• Facilitating communication between clients and candidates

Processing applications and managing recruitment processes

• Managing client and candidate relationships
• Invoicing and payment processing
  
• Improving our services and technology
• Training our AI algorithms and improving matching accuracy

• Responding to inquiries and providing customer support
• Sending service updates and important notices
  
• Marketing communications (with your consent)
• Industry insights and thought leadership content

You agree to:

• Use our Services only for lawful purposes and in accordance with these Terms.
• Provide accurate and complete information when using our Services.
• Maintain the confidentiality of any login credentials.
• Not misuse our Services or attempt to access them through unauthorized means.
• Comply with all applicable laws, including data protection and employment legislation.

• We process your personal data based on the following legal grounds:
• Contract: To perform our recruitment services and fulfil contractual obligations
• Legitimate Interests: To improve our services, prevent fraud, and ensure network security
• Consent: For marketing communications and optional data processing activities
• Legal Obligation: To comply with employment law, tax obligations, and regulatory requirements

All intellectual property rights in our Services, including but not limited to software, algorithms, trademarks, and content, remain the property of Vitae Health Ltd or our licensors.

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable license to access and use our Services for your internal business purposes only. This license does not permit you to:

• Copy, modify, or distribute our Services or content.
• Reverse engineer or attempt to extract source code.
• Remove or alter any proprietary notices.
• Use our Services to create competing products or services.

We may share your information with:

• Technology providers and cloud hosting services
• Analytics and marketing platforms
• Payment processors and financial institutions
• Professional services providers (legal, accounting)

• Client organizations (for recruitment purposes)
• Partner recruitment agencies and consultancies
• Technology integration partners

• Law enforcement and regulatory bodies
• Courts and legal proceedings
• Professional regulatory bodies

We primarily process data within the UK and European Economic Area (EEA). When we transfer data internationally, we ensure appropriate safeguards are in place, including

• Adequacy decisions by the UK/EU authorities
• Standard Contractual Clauses (SCCs)
• Binding Corporate Rules
• Certification schemes and codes of conduct

• We retain personal data for as long as necessary to fulfil the purposes outlined in this policy:
• Active candidates: Until you withdraw consent or request deletion
• Client data: For the duration of our business relationship plus 7 years for legal compliance
• Marketing data: Until you unsubscribe or withdraw consent
• Website analytics: Up to 26 months
• Financial records: 7 years as required by law.

• Under UK data protection law, you have the following rights:
• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your personal data
• Restriction: Limit how we process your data
• Portability: Receive your data in a structured format
• Objection: Object to processing based on legitimate interests
• Withdraw consent: Where processing is based on consent
• To exercise these rights, please contact us using the details in Section 12. We will respond within one
  month of receiving your request.

We use cookies and similar technologies to:

• Enable essential website functionality
• Analyse website usage and performance
• Personalize content and user experience
• Deliver targeted advertising (with consent)
• You can manage cookie preferences through your browser settings. For detailed information about the cookies we use, please see our Cookie Policy.

You can manage cookie preferences through your browser settings. For detailed information about the cookies we use, please see our Cookie Policy.

We implement appropriate technical and organizational measures to protect your personal data, including:

• Encryption of data in transit and at rest
• Access controls and user authentication
• Regular security assessments and updates
• Staff training on data protection principlesIncident response and breach notification procedures.

Our services are not directed at children under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal data from a child under 16, we will take steps to delete such information promptly.

For any questions about this Privacy Policy or to exercise your data protection rights, please contact
us:

• Email: privacy@vitaehealth.co.uk
• General Contact: contact@vitaehealth.co.uk
• Phone: +44 2039620836
• Post: Data Protection Officer, Vitae Health Ltd, 4th Floor, Silverstream House, 45 Fitzroy
  Street, Fitzrovia, London, W1T 6EB.

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint
with the Information Commissioner’s Office (ICO), the UK’s data protection authority:

• Website: www.ico.org.uk
• Telephone: 0303 123 1113
• Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire,
  SK9 5AF.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology,
legal requirements, or other factors. We will notify you of material changes by:

• Posting the updated policy on our website
• Sending email notifications to registered users
• Displaying prominent notices on our website

The updated policy will be effective from the date specified in the revised policy. We encourage you to
review this Privacy Policy regularly

Our website may contain links to third-party websites or services. This Privacy Policy does not apply to those external sites. We encourage you to read the privacy policies of any third-party sites you visit.

We use automated processing and AI algorithms to match candidates with job opportunities and to improve our services. This processing is necessary for the performance of our contract with you or based on your explicit consent. You have the right to:

• Request human intervention in automated decision-making
• Express your point of view regarding automated decisions
• Contest decisions made solely by automated means.