PRIVACY & COOKIE POLICY

Last updated: 10/12/2025

1. Introduction

Hospitalitify (“we”, “us”, “our”) is a UK-registered recruitment platform connecting hospitality businesses with candidates across Europe.

We are committed to protecting your privacy under the UK GDPR and EU GDPR.
This policy explains how we collect, use, store, and protect personal data, and how we use cookies on our website.

By using our website or submitting information, you agree to this policy.

2. Data We Collect

A. Candidate Data

We may collect the following information from candidates:

Full name
Email address
Phone number
Address
Nationality
Passport/ID details
Right-to-work documentation
CV and work history
Profile photo
Work availability
Preferred locations
Social media links
Additional information provided voluntarily

B. Employer Data

We may collect the following information from employers:

Company name
Contact person
Email
Phone
Company address
Hiring needs & job descriptions
Payment/billing details
Additional information provided voluntarily

C. Automatic Website Data

Collected through Wix Analytics, Google Analytics, and similar tools:

IP address
Device and browser type
Pages viewed
Session duration
General location (city/region)

3. How We Use Personal Data

A. Candidates

We use candidate data to:

Create and manage candidate profiles
Match candidates with employers and relevant roles
Communicate job opportunities and application updates
Verify right-to-work or identity where necessary
Use automated matching tools and algorithms to support role matching (these tools assist our team but do not make final hiring decisions)
Send marketing updates and job alerts where you have opted in

B. Employers

We use employer data to:

Process job requests and role descriptions
Communicate with employers regarding vacancies and services
Suggest suitable candidates for roles
Send service updates or marketing emails where appropriate

C. Platform Operations

We use personal data to:

Improve and optimise user experience on the platform
Maintain security, prevent fraud, and protect users
Fulfil legal, regulatory, or compliance obligations

4. Legal Basis for Processing

We rely on the following legal bases to process personal data:

Consent – where you have given clear consent (e.g. marketing communications).
Legitimate interest – such as improving our services, matching candidates with roles, and ensuring platform security.
Contractual necessity – processing necessary to provide our recruitment services to candidates and employers.
Legal obligation – where we must process data to comply with laws or regulatory requirements (for example, right-to-work checks where applicable).

5. Data Sharing

We may share data with trusted service providers, including:

Wix (hosting)
Analytics tools
Email services
Cloud storage (e.g., Google Drive, Dropbox)
CRM/Applicant Tracking Systems
Payment processors
Customer support tools

All such providers operate under GDPR-compliant agreements.
We never sell personal data.

Sharing with Employers

For candidates, we share relevant non-sensitive profile information (such as name, experience, skills, languages, availability, and job preferences) with employers for the purposes of assessing suitability for potential roles.

Sensitive information (such as contact details, address, or right-to-work documents) is only shared:

after you have confirmed interest in a specific role, or
where sharing is required to progress the recruitment process or comply with legal obligations.

6. International Data Transfers

Some data may be stored or processed outside the UK/EU.
Where this occurs, transfers are protected by Standard Contractual Clauses (SCCs) or equivalent safeguards to ensure your data remains protected.

7. Data Retention

Candidates:
Candidate profile data is retained while your account remains active and for a reasonable period afterwards, or until you request deletion, unless a longer retention period is required by law.

Identification and right-to-work documents are not stored permanently. Once your eligibility has been verified, we delete the document images and retain only a minimal record of the verification (such as document type, expiry date, verification date, and outcome). We may request updated documents if your existing identification expires, if your right-to-work status changes, or if a reasonable period has passed since the last verification.

Employers:
Employer data is retained until the business relationship ends or until a deletion request is received, subject to any legal retention requirements.
Email correspondence:
Retained while relevant to our operations or any ongoing matter, and deleted when no longer needed.

8. Your Rights

You have the right to:

Access your personal data
Correct inaccurate or incomplete data
Request deletion of your data (subject to legal/contractual limits)
Withdraw consent where processing is based on consent
Object to certain types of processing (such as direct marketing)
Request data portability, where applicable

You also have the right to lodge a complaint with:

The UK Information Commissioner’s Office (ICO), or
Your local supervisory authority in the EU/EEA

We encourage you to contact us first so we can try to resolve any concerns directly.

Contact for data rights:
info@hospitalitify.com

9. Cookies & Tracking

A. What Cookies Are

Cookies are small text files stored on your device that help websites function properly, remember your preferences, and collect usage statistics.

B. Types of Cookies We Use

We may use:

Essential cookies – required for basic website functionality.
Analytics cookies – to understand how visitors use our site (e.g., via Wix Analytics, Google Analytics).
Functionality cookies – to remember your settings or preferences.
Marketing cookies – to help deliver relevant content or measure campaign performance.

C. Cookie Banner

When you visit our site, a cookie banner may appear giving you options to:

Accept all cookies
Decline non-essential cookies
Manage cookie preferences

Non-essential cookies will only be used where you have given consent.

D. Managing Cookies

You can change your cookie preferences at any time through your browser settings.
If you disable certain cookies, some website features may not function correctly.

10. Marketing Communications

If you choose to opt in, we may send you:

Job updates and opportunities
News about the platform and services
Relevant offers for employers or candidates

You can unsubscribe from marketing communications at any time by following the link in the email or contacting us directly.

11. Data Security

We use appropriate technical and organisational measures to protect your data, including:

Encrypted platforms and secure connections
Password protection and access controls
Two-factor authentication where applicable
Restricted access to personal data on a need-to-know basis
Secure cloud storage solutions

While we take reasonable steps to protect your information, no system can be guaranteed as 100% secure.

12. Changes to This Policy

We may update this policy from time to time to reflect changes in law, technology, or our services.
The most recent version will always be available on this page, with an updated “last updated” date where applicable.

13. Contact

If you have any questions about this policy or how we handle your data, please contact us:

Hospitalitify
Unit 105889, PO Box 6945
London, W1A 6US
Email: info@hospitalitify.com

Website Disclaimer:

Hospitalitify are not liable for any damages arising in contract, tort or otherwise from the use of or inability to use this site or any material contained in it, or from any action or decision taken because of using the site.

The materials on this site comprise the company’s views; they do not constitute legal or other professional advice. You should consult your professional adviser for legal or other advice.

This site offers links to other sites thereby enabling you to leave this site and go directly to the linked site. This company is not responsible for the content of any linked site or any link in a linked site. This company is not responsible for any transmission received from any linked site. The links are provided to assist visitors to this company site and the inclusion of a link does not imply that this company has approved the linked site.