Privacy Policy

Last Updated 20 January 2022

Introduction

Willo Technologies Limited realise that our Willo website, https://www.willotalent.com, https://willo.video and any related services we offer, including mobile applications (collectively, the “Platform”), can only work if we build a relationship of trust with our users. Willo process data under GDPR Article 6(1)(a) consent for interviewees (individuals) and under GDPR Article 6(1)(b) contract for our customers (business users). For information on how our customers use your data please contact them directly. If you would like to contact us about how we process your data please contact us using the details set out at the end of this privacy policy (“Privacy Policy”).

As a user of the Willo platform, we may in certain circumstances collect and process your personal data in the course of our business with you. Under the General Data Protection Regulation EU 2016 / 679 (GDPR) you are entitled to be informed of what data we will hold and how we intend to use that data. This Privacy Statement informs you of what data we collect, why we collect it and the lawful conditions we consider appropriate for the processing of your personal data.

What Data Do We Collect?

‘Personal data’ means any information relating to an identified or identifiable natural person, most common data being name, email, telephone number or IP address.

We may collect, store and process the following types of personal data relating to you through our website, application, by telephone, email or on live chat:

Information that you provide to us when interviewing which includes Name, Email address, Phone number, IP address and recorded video, audio answers and files uploaded to questions.
Information that you provide to us when signing up and/or paying for the platform as a customer, including Name, Email address, Organisation name, Phone number, IP address, Language preferences.

Why We Need this Information

Personal data we collect from you will be used for the purposes it was provided, including the following:

In order for us to capture and store your video interview answers.
In order for us to provide you with video interviewing services.
In order to analyse and improve our product and service for users.

Where data will be stored

Willo production data is processed and stored within Amazon Web Services which uses state-of-the-art multilayer access, alerting, and auditing measures. All persistent data is encrypted at rest using industry-standard AES-256 algorithms.

Information Security

We have appropriate security measures to prevent Personal Information from being accidentally lost, or used or accessed unlawfully. We limit access to your Personal Information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

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

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

Detailed Information Security documentation can be found here.

Cookies & Other Anonymous Information

As you use the Platform, certain Anonymous Information may be collected and stored via cookies and similar technologies, such as your Internet protocol address, domain names, browser type, click-stream data, and access times.

A cookie is a small text file that is stored on a user’s computer for record-keeping purposes. We use cookies on this Platform. We do not link the information we store in cookies to any Personal Information you submit while on our site without your express consent.

We may use both session ID cookies and persistent cookies. We use session cookies to make it easier for you to navigate our site. A session ID cookie expires when you close your browser. A persistent cookie remains on your hard drive for an extended period of time. You can remove persistent cookies by following directions provided in your Internet browser’s “help” file. We may also set persistent cookies to store your passwords, so you do not have to enter it more than once. Persistent cookies will enable us to track and target the interests of our users to enhance the experience on our site.

We may use the Anonymous Information we collect from you to customise the content and layout of the Platform for you and improve our internal operations and the content of our Platform. With your opt-in consent, we may combine this Anonymous Information with your Personal Information such that the information is no longer anonymous.

Third Party Websites and Services

The Platform may contain links to websites hosted and operated by companies other than us (“Third Party Websites”) to which you can export (part of) your Personal Information on the Platform. We do not disclose your Personal Information to these Third Party Websites without your explicit consent. Note that any information you disclose to Third Party Websites is no longer under our control and no longer subject to this Privacy Policy. You should review the privacy policy practices of any such Third Party Website to understand how that Third Party Website collects and uses your Personal Information should you have decided to disclose your Personal Information to them. We are not responsible for the content or performance of these Third Party Websites. We are in no way responsible or liable for the manner in which a Third Party Website treats any Personal Information that you choose to provide to such a Third Party Website and use of Third Party Websites is strictly at your own risk. You can stop sharing your Personal Information by emailing us at support [at] willo.video.

We may use a third-party tracking service such as Google Analytics to track and analyse Anonymous Information from users of the Platform. Such third parties may use cookies to help track user behaviour. The use of cookies by third parties is not covered by this Privacy Policy. We do not have access or control over these cookies.

We use Hotjar in order to better understand our users 'needs and to optimize this service and experience. Hotjar is a technology service that helps us better understand our users' experience (eg how much time they spend on which pages, which links they choose to click, what users do and don't like, etc.) and this enables us to build and maintain our service with user feedback.

Hotjar uses cookies and other technologies to collect data on our users' behaviour and their devices. This includes a device's IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. Hotjar stores this information on our behalf in a pseudonymized user profile.Hotjar is contractually forbidden to sell any of the data collected on our behalf.

For further details, please see the 'about Hotjar' section of Hotjar's support site.

A full list of third party websites and data processors is available upon request.

Retention Period

The length of time for which Willo retains Personal Information and other information will vary depending on the nature of the services for which the information has been collected and the nature of the information.

Although the Retention Period may extend beyond the last communication between you and the Platform, it will be retained for only so long as necessary for Willo to respond to any issues arising from your relationship with Willo.

When Willo no longer needs or requires your Personal Information in the normal course of business operations, or where a business customer no longer needs or requires your Personal Information and either consents or requests to the deletion of such content, Willo will destroy, delete, erase or convert information to an anonymous form without notice to you, including any backups.

Depending on the package of services provided, Willo may delete information including, but not limited to, stored messages, interviews, videos, audio, other content, and records of your account without notice to you.

Should your account be terminated, Willo may immediately and permanently delete all stored messages, interviews, videos, audio, other content, and records of your account without notice to you.

The foregoing being said, the employer or staffing company for whom you have provided information may be required to retain information beyond Willo’s direct use of such information. Because of this, Willo must defer to the specific customer's retention requirements.

Sharing Data

There may be instances where we share customer contact details with our partners where it would be reasonable to do so, these include:

1. Support Agents or contractors working with us to provide technical support to customers or users.

2. Resellers within geographic regions local to the customer to support with sales and onboarding.

However, we would not share any customer contact details with other organisations for marketing purposes unless we have express written consent to do so.

A full list of our partners is available upon request.

Children (Under 16 years of age)

The Platform is not directed to children and children are not eligible to use our Platform without proof of consent from a parent or guardian. Protecting the privacy of children is very important to us. If we learn that a user is under 13 years of age and has not had consent from a parent or guardian, we will take steps to remove that user’s information from our databases and to prevent the user from utilising the Platform in future.

Registration

We are registered as a data controller with the Information Commissioner's Office and our registration number is: ZA558632

Changes to this Privacy Policy

We may from time to time make changes to the Willo Privacy Policy. When any change is made this a notice will be issued on this webpage.

How to contact us

If you have questions or comments about this Privacy Policy please contact us at the address below:

Data Controller

Willo Technologies Limited

20-23 Woodside Place, Glasgow G3 7QF, United Kingdom.

If you are dissatisfied with any aspect of our handling of your personal data, you can complain to the Information Commissioner’s Office via the following:

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF