1. What This Policy Covers

This Privacy Policy applies to:

• Employers using Namely to verify candidate information
• Candidates whose data is submitted for verification
• Visitors accessing our website
• Users engaging with our services, tools, or platform

It explains:

• What data we collect
• Why we collect it
• How we process it
• How long we keep it
• Who we share it with
• Your rights as a data subject

2. Data We Collect

We only collect data that is necessary for the operation of our verification services.

2.1 Employer Data

We may collect:

• Company name & address
• Contact details (email, phone)
• Billing information
• Verification requests submitted
• System usage information
• IP addresses and device details

2.2 Candidate Data

To complete verification checks, Namely may collect:

Personal Identification Data

• Full name
• Date of birth
• Address history
• Government-issued ID details
• Passport or driving licence information

Employment Data

• Employer names
• Job titles
• Dates of employment
• Manager or HR contact details
• References provided

Education & Certification Data

• Universities and institutions
• Certificates, diplomas, and qualifications
• Accreditation or licensing details

Verification-Relevant Data

• Skills assessment results
• Behavioural assessment results
• Background screening information (where legally allowed)
• Right-to-work documents
• Identity verification data

We only process verification data with explicit candidate consent.

2.3 Automatically Collected Data

When users interact with our platform, we collect:

• IP address
• Browser type
• Device type
• Cookies and tracking data
• Log files and usage analytics

This helps us improve performance and maintain security.

3. How We Use Personal Data

We process personal data for the following purposes:

3.1 To Deliver Verification Services

• Education verification
• Employment history checks
• Certificate validation
• Reference checks
• Right-to-work verification
• Identity verification
• Skills and behavioural assessments
• Sanctions, compliance, or fraud checks

3.2 To Operate and Improve Our Platform

• User account management
• Customer support
• Platform optimisation
• Fraud prevention
• Security monitoring

3.3 To Maintain Legal & Regulatory Compliance

We process data where required by:

• UK GDPR
• Data Protection Act 2018
• Employment screening laws
• Financial compliance regulations (for relevant roles)

3.4 To Communicate With Employers

• Account updates
• Verification results
• Customer support
• Billing and subscription information

3.5 To Communicate With Candidates

• Consent requests
• Verification progress updates
• Data access or correction requests

4. Lawful Basis for Processing

We rely on the following lawful bases:

• Consent for candidate verification data
• Legitimate Interests for platform usage, fraud prevention, and operational analytics
• Contract when employers use our platform as part of their hiring workflow
• Legal Obligation compliance with employment and identity regulations

5. How We Share Personal Data

We may share data only when necessary and lawful.

5.1 With Verification Partners

To complete checks, we may contact:

• Educational institutions
• Previous employers
• Licensing or certification bodies
• Professional associations
• Identity verification providers
• Right-to-work verification providers

5.2 With Employers Requesting Verification

Once checks are complete, we share:

• Verification results
• Reference outcomes
• Validated documents
• Risk or authenticity indicators

5.3 With Legal Authorities (If Required)

Only when:

• Legal compliance demands it
• Fraud investigation is required
• Court orders or regulatory inquiries apply

5.4 Never Shared or Sold

We never sell personal data to third parties. We do not share candidate data for marketing or advertising purposes.

6. Data Security

We use enterprise-grade security measures, including:

• Encrypted data storage
• Encrypted data transmission (TLS/SSL)
• Multi-factor authentication
• Strict access controls
• Regular penetration testing
• Secure audit logs
• Data minimisation protocols

We take every reasonable step to prevent data breaches, misuse, or unauthorised access.

7. Data Retention

We store personal data only for as long as necessary.

Typical retention:

• Verification data: 6–12 months, unless otherwise required
• Employer account data: active while the account remains open
• Legal records: retained per regulatory obligation

A full retention schedule is provided in our Data Retention Policy.

8. International Data Transfers

Where data is transferred outside the UK:

• We use approved Standard Contractual Clauses (SCCs)
• Only trusted and compliant partners are used
• Data is encrypted and protected end-to-end

We ensure all processing meets UK and EU data protection standards.

9. Your Rights

Under UK GDPR, individuals have the right to:

• Access their data
• Correct inaccurate data
• Request deletion ("Right to be Forgotten")
• Restrict processing
• Object to processing
• Withdraw consent
• Request data portability

10. Cookies & Tracking

Namely uses cookies to:

• Improve website functionality
• Analyse performance
• Enhance user experience

Cookie details are available in our Cookie Policy.

11. Children's Privacy

Our services are not intended for individuals under 16. We do not knowingly collect data from minors unless legally required for employment verification.

12. Changes to This Privacy Policy

We may update this Privacy Policy as laws or platform features evolve. Any change will be posted on this page with a revised update date.

13. Contact Information