At Way With Words, transparency and privacy are part of the core of our business. We care about your privacy as much as you do and we are committed to being transparent about how your personal data is processed. This policy explains our privacy practices and within its context the terms “personal data” and “personal information” may be used interchangeably.
By registering on our job site you confirm that you have read, understand this policy and agree to be bound by its provisions, including how and why we use your personal information. If you don’t want us to collect or process your personal data in the manner described in this policy, you should not continue with your application.
In order to assess your application, and, should it be successful, enter into an independent contractor agreement with you, we require a certain amount of information from you which we need to process. This information may come from a variety of sources and may include:
INFORMATION REQUIRED TO BE PROVIDED BY YOU
We require your full name and email address and you may also provide us with a telephone number. If you upload any media for processing which contains personal data, that data will also be processed and stored by us as necessary for assessing your application.
INFORMATION PROVIDED FROM YOUR USE OF OUR WEBSITE
We may gather certain information about you from your use of our website, such as your general location and IP address, for analytics. Your operating system, version, browser and browser version, and device type may also be collected.
INFORMATION PROVIDED BY A THIRD PARTY
INFORMATION PROVIDED TO YOU ABOUT THIRD PARTIES
The personal data of third parties may be provided to you by us in the course of the application process: for instance, when you are completing our online or offline assessment. Any information obtained in this way may not be disclosed or used by you in any way other than as indicated by us in our instructions to you. Policy surrounding retention and security extends to this information as well. If you, as an applicant, provide us with the personal data of a third party, the onus is on you to obtain processing consent from that party.
You have the right to request from us access to your personal data. You may also request the rectification or erasure of it. Or you may request restriction of its processing or object to the processing and you may also request receipt of it for transmission to another entity. Should you have given explicit consent for the collection of any of your data, you have the right to withdraw such consent at any time. All of these rights are subject, of course, to our right to retain your data for any purpose required by law.
Any of the above requests should be directed in writing to our Data Protection Office at firstname.lastname@example.org.
We use the information we collect for the purposes outlined below. Most often our legal basis for processing your data is when it is necessary to assess your application with a view to the possibility of entering into an independent contractor agreement with you and, in the event that your application is successful, as part of maintaining our contractual relationship with you thereafter. Additionally, processing may occur as part of our legitimate business interests, such as in improving, personalising, and developing our application process and promoting safety and security as described below.
PROVIDE, MAINTAIN AND PERSONALISE THE SERVICES
Using the information we obtain, we are able to assess your application as well as use your approximate location to ensure you get appropriate information for the region you are in and to display contact details for our nearest office.
IMPROVE AND DEVELOP THE SERVICES
We also use the information we collect to troubleshoot and protect against errors which you might experience in the application process. We may also use this information to determine areas of the process that can be improved upon or to ascertain the viability of new developments and features.
We will use your information to communicate with you and send you notifications. We also use your information to provide you with assistance should you contact us for any reason. From time to time we may communicate with you regarding updates or changes.
SAFETY AND SECURITY
We use the information we collect to promote the safety and security of the application process. For example, we may use the information to authenticate applicants, protect against fraud and abuse, respond to a legal request or claim, conduct audits, and enforce our terms and policies.
Way With Words operates a global service and it may be necessary to transfer your data and information to other countries for processing. We rely on numerous legal bases to lawfully transfer personal information, including EU model contractual clauses, which contain certain security and privacy protections. We have made these contractual clauses available online should you wish to view them.
We share your personal data with others in the specific circumstances described below.
FOR EXTERNAL PROCESSING
We may transfer personal data to service providers, such as administrative agents, data hosts and payment processors, who process it on our behalf, based on our instructions, and in compliance with this policy and any other appropriate confidentiality and security measures. These parties provide us with services globally, including customer support, information technology, marketing, analytics and data analysis.
FOR LEGAL REASONS OR TO PREVENT HARM
We may preserve or disclose information about you to comply with a law, regulation, legal process, or governmental request; to assert legal rights or defend against legal claims; or to prevent, detect, or investigate illegal activity, fraud, abuse, violations of our terms, or threats to the security of the application process or the physical safety of any person.
We have taken the measures listed below to mitigate as many issues as possible when processing your data:
DATA AT REST
The safety and security of your data is as important to us as if it were our own. To that end we have taken all measures we can to keep it from prying eyes and malicious parties. Your provided identity and billing data are securely stored within one of our databases, access to which is restricted to only the least number of people necessary to provide the services.
DATA IN TRANSIT
All of our websites and services are secured with Transport Layer Security version 1.2 (TLSv1.2) encryption using only the most secure ciphers and algorithms to protect your data as it moves between your device and our servers. Our primary website scores an A+ rating on the Qualys SSL Labs Report and is compliant with PCI-DSS, NIST, and HIPAA standards for web application security.
Please note, however, that email is not a particularly secure method of communication and we cannot be held liable for any leak of data resulting from the interception or forgery of email.
Your personal information is retained by us only for as long as is necessary for us to assess your application or, should we enter into an independent contractor agreement with you, for as long as is required by that relationship and/or by law.
In order to create an account, an applicant must be at least eighteen (18) years of age, or any higher minimum age within the jurisdiction where the applicant resides. In the event we are made aware that we have collected the personal information of a minor, we will take steps to delete this information as soon as possible.
Parents or guardians who believe that their child has submitted personal information to us and would like to have it deleted may contact the Data Protection Office at email@example.com.
Should we find it necessary to amend or alter this policy, all changes will be posted online. In the event that any changes are made that we believe impact you significantly, we will let you know by doing one (or more) of the following: (i) posting a notice on our website, or (ii) sending you an email about the changes.
If you live within the Southern African Development Community, Australia, or New Zealand, you may contact us at:
Way With Words SA (Pty) Ltd
First Floor, Vineyards Square North,
The Vineyards Office Estate,
99 Jip de Jager Drive
De Bron, Western Cape
If you live elsewhere then you may contact us at your nearest satellite office (listed at the bottom of https://waywithwords.net) or at:
Way With Words Limited
Caledonian House Business Centre,
164 high Street,
IV 20 1BD
The email address for our Data Protection Office is firstname.lastname@example.org and your enquiry can be addressed to either the Information Officer, in respect of Way With Words SA (Pty) Ltd (South Africa) or the Data Protection Officer in respect of Way With Words Limited (UK).
If you feel that your rights have been infringed in any way, you also have the right to complain to your local data protection authority. In South Africa this is the Information Regulator. In the UK it is the Information Commissioner’s Office.