1. Introduction
Digital Arts Xchange Ltd (trading as DAX Ltd) (“we”, “us”, “our”) is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you interact with our recruitment services and Applicant Tracking System (ATS).
This policy applies to all candidates, clients, and other individuals whose personal data we process in connection with our recruitment activities.
Our details:
Company Name: Digital Arts Xchange Ltd (trading as DAX Ltd)
Registered Address: Merranti, 24 Brighton Road, Salfords, Surrey, RH1 5BX
Website: www.wearedax.io
Contact Email: hello@wearedax.io
Data Protection Contact: hello@wearedax.io

2. What Information We Collect
We collect and process the following types of personal data:
Information you provide to us:
Name, address, email address, and telephone number
CV/resume, including employment history, qualifications, and skills
Right to work documentation (if applicable)
References and reference contact details
Salary expectations and notice period
Interview notes and assessments
Correspondence with you
Information we collect from other sources:
Information from referees you have named
Information from previous employers (with your consent)
Publicly available information (e.g., LinkedIn profiles)
Information from background checking agencies (where applicable and with consent)

3. Legal Basis for Processing
We process your personal data under the following legal bases:
Legitimate Interest: We have a legitimate interest in processing your data to match candidates with suitable job opportunities and to provide recruitment services to our clients. This allows us to maintain a talent database and contact you about relevant roles.
Consent: In some cases, we will ask for your explicit consent to process certain types of data (e.g., diversity information, criminal record checks where required).
Contract: Where you have entered into a contract with us (e.g., if you are placed in a role through our agency).
Legal Obligation: Where we are required to process your data to comply with legal obligations (e.g., right to work checks, tax requirements).
You have the right to object to processing based on legitimate interest at any time.

4. How We Use Your Information
We use your personal data for the following purposes:
To match you with suitable job opportunities
To submit your details to clients for specific roles (with your permission)
To communicate with you about job opportunities
To arrange interviews and provide feedback
To verify your identity and right to work
To conduct reference checks
To comply with legal and regulatory requirements
To maintain our database of candidates
To improve our recruitment services
To manage our relationship with you

5. Who We Share Your Information With
We may share your personal data with:
Clients: We will only share your CV and relevant details with potential employers when we have your permission to do so (either explicit consent for a specific role or your general agreement to be considered for opportunities).
Third-party service providers: Including:
ATS and database hosting providers
Background checking agencies (with your consent)
Reference checking services
IT support providers
Legal and regulatory bodies: Where required by law or to protect our legal rights.
We ensure all third parties respect the security of your data and treat it in accordance with the law. We do not allow them to use your data for their own purposes.
We will never sell your data to third parties.

6. International Data Transfers
Your data is primarily stored and processed within the UK/EEA. If we transfer your data outside the UK/EEA, we will ensure appropriate safeguards are in place, such as:
Standard Contractual Clauses approved by the UK Information Commissioner’s Office
Transfers to countries with adequate data protection laws

7. How Long We Keep Your Information
We retain your personal data for the following periods:
Active candidates: 2 years from our last meaningful contact with you
Placed candidates: 6 years from the end of your placement (to comply with employment law requirements)
Unsuccessful candidates: Your data will be deleted immediately upon request, or after 2 years if we have not heard from you
After these periods, your data will be securely deleted or anonymized unless:
You have given us updated consent to retain it
We have a legal obligation to retain it
You remain in active communication with us (which resets the retention period)

8. Your Rights
Under GDPR, you have the following rights:
Right of Access: You can request a copy of the personal data we hold about you.
Right to Rectification: You can ask us to correct inaccurate or incomplete data.
Right to Erasure: You can ask us to delete your personal data in certain circumstances.
Right to Restrict Processing: You can ask us to limit how we use your data.
Right to Data Portability: You can request your data in a commonly used format to transfer to another provider.
Right to Object: You can object to processing based on legitimate interest, including for direct marketing purposes.
Right to Withdraw Consent: Where we rely on consent, you can withdraw it at any time.
Right to Lodge a Complaint: You have the right to complain to the Information Commissioner’s Office (ICO) if you believe we have not handled your data properly.
To exercise any of these rights, please contact us at hello@wearedax.io.

9. Data Security
We implement appropriate technical and organizational measures to protect your personal data, including:
Secure encrypted storage systems
Access controls and authentication
Regular security assessments
Staff training on data protection
Secure data transmission protocols
However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

10. Automated Decision-Making
Our ATS may use automated processes to:
Screen CVs against job requirements
Match candidates to suitable roles
Rank candidates based on criteria
However, no significant decisions about you will be made solely by automated means. All final decisions involve human review and assessment.

11. Marketing Communications
We may send you information about relevant job opportunities. You can opt out of these communications at any time by:
Clicking “unsubscribe” in any email
Contacting us at hello@wearedax.io
Updating your preferences in our system

12. Cookies and Website Tracking
[If applicable] Our website uses cookies to improve your experience. Please see our Cookie Policy for more information: [Link to Cookie Policy]

13. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any significant changes by email or through our website at www.wearedax.io. The “Last Updated” date at the top of this policy indicates when it was last revised.

14. Contact Us
If you have any questions about this Privacy Policy or how we handle your data, please contact:
Digital Arts Xchange Ltd (DAX Ltd) Merranti, 24 Brighton Road, Salfords, Surrey, RH1 5BX Website: www.wearedax.io Email: hello@wearedax.io
Supervisory Authority: If you are unhappy with how we have handled your data, you can contact: Information Commissioner’s Office (ICO) Website: www.ico.org.uk Helpline: 0303 123 1113

15. Candidate Consent Statement
By submitting your CV and personal information to us, you acknowledge that you have read and understood this Privacy Policy and consent to the processing of your data as described herein.
If you wish to withdraw your consent or have your data removed from our systems, please contact us at hello@wearedax.io.