Privacy Policy

GDPR DATA Privacy notice for websites

This is privacy notice of www.mosaictasks.com and www.mosaictasks.space.

We respect your privacy and are determined to protect your personal data. The purpose of this privacy notice is to inform you as to how we look after your personal data when you visit our websites (regardless of where you visit it from). We’ll also tell you about your privacy rights and how the data protection law protects you.

  1. WHO WE ARE AND IMPORTANT INFORMATION
  2. THE PERSONAL DATA WE COLLECT ABOUT YOU
  3. HOW WE COLLECT YOUR PERSONAL DATA
  4. HOW WE USE YOUR PERSONAL DATA
  5. WHO WE SHARE YOUR PERSONAL DATA WITH
  6. INTERNATIONAL TRANSFERS
  7. DATA SECURITY
  8. DATA RETENTION
  9. YOUR LEGAL RIGHTS
  10. Changes to this notice and your duty to inform us of changes
  11. QUERIES, REQUESTS OR CONCERNS
  12. WHO WE ARE AND IMPORTANT INFORMATION 

What is the purpose of this privacy notice?

This privacy notice aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide through this website when you sign up to our newsletter for example.

This website is not intended for children and we do not knowingly collect data relating to children.

You must read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Data controller(s)

Mosaic Assessments Ltd is the controller and responsible for your personal data (collectively referred to as [“COMPANY”], “we”, “us” or “our” in this privacy notice). We are registered in Scotland under company number SC668226 and have our registered office at 5 Waterside Drive, Newton Mearns, Glasgow, Scotland, G77 6TL. For all data matters contact Max Choi on [email protected]

Third-party links outside of our control

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.

When you leave our website, we encourage you to read the privacy notice of every website you visit.

  1. THE PERSONAL DATA WE COLLECT ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioners Office.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

  • Identity Data includes first name/last name/ username/marital status/ title/date of birth/gender/ethnicity/age/job role/job sector/nationality.
  • Contact Data includes billing address/delivery address/email address/ telephone numbers.
  • Assessment Data includes the data we collect during our personality assessment such as scores on personality traits, facets, cognitive ability and competencies.

When ordering our online personality tasks questionnaire, ability test or other assessment or by submitting your personal data or the personal data or your respondents in any other way (eg via a contact form), you consent to the collection, use and transfer of this information under the terms of this Privacy Policy.

Our legal basis for the collection and processing of data is determined as a ‘legitimate interest’ in that we need this information to conduct our business or to serve our Clients.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We collect details about gender, age, job role. job sector and nationality in order to ensure that fair assessment benchmarks are used. We do not use this information to produce assessment scores. We collect ethicity data in order to examine aggregated group similarities and differences in our assessment scores in order to ensure fairness. Apart fromt this we do not collect any other Special Categories of Personal Data about you (this includes details about your religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

However, if at any time you have any queries or concerns about the use or accuracy of the personal information you have provided, please do not hesitate to contact us. By arranging an assessment via our assessment platform you are providing your acknowledgement and consent to these terms. If you are unable to provide consent to these terms,
you should NOT provide us with your personal details or those of your respondents. If you decide later that you wish us to delete the personal data provided or see a copy of what We hold (there may be a charge for this), please contact our Data Protection Officer ‐ our contact details are at the end of this notice.

If you fail to provide personal data

If at any time you have any queries or concerns about the use or accuracy of the personal information you have provided, please do not hesitate to contact us. By arranging an assessment via our assessment platform you are providing your acknowledgement and consent to these terms. If you are unable to provide consent to these terms,
you should NOT provide us with your personal details or those of your respondents. If you decide later that you wish us to delete the personal data provided or see a copy of what We hold (there may be a charge for this), please contact our Data Protection Officer ‐ our contact details are at the end of this notice.

Where we need to collect your personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

  1. HOW WE COLLECT YOUR PERSONAL DATA

We use different methods to collect data from and about you including through:

  • You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
    • Register for our newsletter;
    • Apply for our products or services;
    • Create an account on our website;
    • Subscribe to our service or publications;
    • Request marketing to be sent to you;
    • Arrange a project;
    • Complete our personality tasks or questionnaire.
  1. HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Performance of Contract this means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
  • Legitimate Interest this means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us at [email protected]
  • Comply with a legal or regulatory obligation this means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us at [email protected] or by clicking the unsubscribe link at the bottom of marketing emails.

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

We have set out below, in a table format, a description of all the ways we plan to use your personal data, with the legal bases we rely on to do so.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

 

Purpose/Activity

Type of data

Lawful basis for processing including basis of legitimate interest

To register you as a new customer

(a) Identity

 

(b) Contact

Performance of a contract with you

To respond to your emails and other correspondence.

(a) Identity

 

(b) Contact

Performance of a contract with you

To contact you regarding new blogs, information and new services.

(a) Identity

 

(b) Contact

Legitimate Interest

To use it anonymously for research and development purposes. i.e. to improve the fairness and validity of our assessments.

(a) Identity

 

(b) Personality

Legitimate Interest

To collect data in order to assess personality. This includes for use in providing fair assessment benchmarks.

(a) Identity

 

(b) Personality

Performance of a contract with you

Provide reports to clients and respondents for use in selection and development purposes

(a) Contact

 

(b) Personality

Performance of a contract with you

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.

You will receive marketing communications from us if you have requested information from us or purchased goods or services from us or if you have provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any company outside the [COMPANY] group of companies for marketing purposes.

Opting out

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by EMAILING [email protected] at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product OR service experience or other transactions.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see https://www.mosaictasks.com/cookie-policy.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact [email protected]

As an example, when you complete a Mosaic Personality Tasks assessment you cannot complete it again for 6 months as to do so would impact how you complete the tasks and the validitiy of the assessment. If a different person/company asks you to complete the Mosaic Tasks within this timeframe we will email you to ask you to confirm (or decline) that the valid data we have for you can be used to produce reports for this new person/company. If you decline we will be unable to produce any reports for this new company and will inform them that you have not completed the Mosaic Personality Tasks. In order to protect your privacy we will not inform the company that you have previously completed Mosaic Personality Tasks.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

  1. WHO WE SHARE YOUR PERSONAL DATA WITH

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.

We will take all reasonable actions to ensure that our Clients use personal information in a professional manner in compliance with all existing legislation covering employment and use of personal information.

Users of the assessment platform should use the personal information provided solely and exclusively for the purpose that should have been clearly communicated to respondents prior to completing any assessment. Users should adhere and comply with existing legislation covering employment or use and retention of personal information under the Data Protection Act. Such requirements are required under our Terms and Conditions for use of the website and Mosaic platform.

Whilst we require such compliance as a condition of use of our website, we can take no responsibility for the usage of personal information beyond the immediate provision of reports and services to our Clients. It is advised that respondents seek the Legal Notice and Privacy Policy of the organisation that has invited them to complete the assessment to understand more fully how the personal information provided to them by Us is used. If respondents were invited to complete an assessment by a party other than Mosaic Assessments Ltd, they need to be mindful that they are entering into an agreement with this party, and the use of their personal information will be further subject to this agreement.

We will never knowingly provide any personal information to third parties with whom respondents have not entered into an agreement (whether formally or tacitly). For example, we do not pass data or contact information to anyone, save for the original party who may have invited respondents to undertake an assessment.

External Third Parties Services on web-site

  • We use google analytics to track performance anonymously on this web-site. Find out how Google uses your data at https://support.google.com/analytics/answer/6004245.
  • We use Ecwid for all services relating to our shopping cart. See https://www.ecwid.com/privacy-policy for how they use your data.
  • We use mailchimp for marketing purposes. Specifically, to maintain our client list and mailing. see https://mailchimp.com/legal/terms/  and https://mailchimp.com/legal/cookies/ for more information.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers on our web-site to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

 6. INTERNATIONAL TRANSFERS

We share your personal data WITH TRUSTED 3rd PARTY PROVIDERS. This will involve transferring your data outside the European Economic Area (EEA).

  • We use google analytics to track performance anonymously on this web-site. Find out how Google uses your data at https://support.google.com/analytics/answer/6004245.
  • We use Ecwid for all services rlating to our shopping cart. See https://www.ecwid.com/privacy-policy for how they use your data.
  • We use mailchimp for marketing purposes. Specifically, to maintain our client list and mailing. see https://mailchimp.com/legal/terms/  and https://mailchimp.com/legal/cookies/ for more information.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

  1. DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

The assessment platform has been designed to ensure security is a primary consideration of Mosaic Assessments Ltd. Unfortunately, the transmission of information via the Internet is not completely secure, and we therefore cannot guarantee the security of the data transmitted to our site; any transmission is at your own risk.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

  1. DATA RETENTION

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

We will retain personal information relating to personality assessments in a form identifiable to the respondent for not longer than 12 months from the date that you either a) complete an assessment OR b) you confirm acceptance for us to use the existing data for a different client or purpose (in this case the data would be kept for a maximum of 18 months from date you complete an assessment) . However, we may destroy such data much earlier than this. We may hold information indefinitely, but without any reference to respondents as an individual, i.e. it will be held anonymously and will be non-identifiable. However this data will be used solely for research and development purposes, and to ensure our products meet the highest standards of technical quality. In which case we may use this information indefinitely without further notice to you.

Again, whilst, we seek to ensure our Clients and Associates act with the highest professional standards, and in compliance with existing legislation, we take no responsibility for actions of Third Parties not employed by Mosaic Assessments Ltd.

Please note that our policies on privacy will be overridden where we are required or permitted to disclose personal information under law or the terms of any court order.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you can ask us to delete your data: see Your legal rights below for further information.

  1. YOUR LEGAL RIGHTS

Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:

  • The right to request a copy of the personal data which we hold about you;
  • The right to request that we correct any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary to retain such data;
  • The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;
  • The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable i.e. where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means);
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority); direct marketing or processing for the purposes of scientific/historical research and statistics).

If you wish to exercise any of the rights set out above, please contact us at [email protected]

No fee required – with some exceptions

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

  1. Changes to this notice and your duty to inform us of changes

This version was last updated on 08/04/2020.

Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.

  1. Queries, requests or concerns

To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact our Data Protection Officer Max Choi on [email protected]

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK.