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Your Arctic Shores Privacy Notice
Last updated 22 March 2024
Who we are: Hello! We are Arctic Shores Limited. For the purposes of the UK
GDPR, where you are a Candidate, we are a Data Processor.
If you are a User, Website Visitor or Prospective Client we will
process your personal data in our capacity as a Data Controller.
What we do: We are on a mission to provide next generation task-based
assessment tools for companies.
Why is privacy notice You are here because we may process some of your personal
relevant to you: information either because:
● You have been invited by one of the companies we work
with to undertake a task-based assessment (we will refer
to you as a “Candidate” in this privacy notice), or
● You are a business partner who uses our UNA or Data
Hub platform on behalf of the company to set up, manage
and administer the task-based assessments for that
company (and we will refer to you as a “User” in this
privacy notice).
● You are visiting our website (and we will refer to you as a
“Website Visitor” in this privacy notice)
● You have attended one of our events or contacted us to
collaborate with us in some way (we will refer to you as
an “Prospective Client”
Please take the time to read this privacy notice together
with the privacy notice of the company that introduced
you to us.
How to contact us: We're here to help!
Questions regarding this privacy notice and how we may
process your data are welcomed and should be addressed to
privacy@arcticshores.com or by mail to:
Arctic Shores Limited
Attn: Data Protection Queries
17 Marble Street
Manchester, M2 3AW
England
Regarding Your Queries:
If you are a Candidate, please be aware that we are a Data
Processor. This means that we process your personal data solely on
behalf of the business that introduced you to us, as they are the
Data Controller, so we may refer your query to them. The Data
Controller is responsible for deciding how your information is used
and we process it based on their instructions. If we need to pass
your query to them, we'll let you know. Rest assured, we'll also
work together with them, you, and the regulator to ensure you
receive the necessary information and support.
Personal Information We Collect about You
If you are a Candidate: We always collect:
● Psychometric Data: This is the responses you input
during the assessment process.
● Technical Data: Your IP (internet protocol) address used
to connect your computer to the internet, device
identifier, browser type and version, time zone setting,
browser plug in types and versions, operating system and
platform.
We will may also collect:
● Identity and Email Address Data: Your first name, last
name, candidate ID, username and email address.
● Contact Data: your telephone number or address - if you
contact us for any reason and would like us to contact
you back.
● Interaction Data: Any emails or letters you might write to
us or support tickets (if you raise a technical support
query).
● Demographic data: such as your ethnicity, age, gender,
health and socioeconomic background - but only if you
wish to provide this to us after you have used our
assessment tools. This is always completely optional.
● Special category data, such as health information, which
will be collected if you request a reasonable adjustment
for the assessment.
If you are a User: We collect:
● Identity Data: Your first name, last name.
● Contact Data: Your email address and phone number.
● Interaction Data: The data you provide when you are
logged-into and use our UNA or DataHub Platform and in
any emails or other correspondence (such as tech
support tickets).
● Technical Data: Your IP (internet protocol) address.
If you are a Prospective We collect:
Client:
● Identity Data: Your first name, last name and company
you work for.
● Contact Data: Your email address and phone number.
If you are a Website We collect:
Visitor:
● Technical Data: Your IP (internet protocol) address
● Information about how you are using our website (please
see Cookies section below.
How We Get Your Personal Information
We will normally receive your personal data directly from you
and any devices you use when accessing our website or using
our platform.
If you are a Candidate we may receive your name and E-Mail
address directly from the company who introduced you to us.
Our Legal Basis to Use Under the UK General Data Protection Regulation, the lawful
Your Personal basis we rely on for processing your personal information is
Information: contractual necessity. This means that we use your data to
deliver our service under contracts we have in place with Users
of our platforms, and who introduced Candidates to us.
In very limited circumstances we may also process your personal
information to comply with a legal or regulatory obligation or for
our legitimate interests. We will describe some examples for
situations when this may occur below.
Where you may be sharing special category data with us (for
example health information), this will be on the basis of consent.
It is the responsibility of the company who introduced you to us
(the Data Controller,) to ensure that they are obtaining your
explicit consent for us to process this data.
For further information, we encourage you to also read the
privacy notice of the company that introduced you to us or to
reach out to them directly.
What We Do With Your Personal Information:
If you are a Candidate: We use your personal information in the following ways to
perform our contract with the business that introduced you to
us:
● Provide a task-based assessment to you on the
instructions of the company that introduced you to us.
● Using a standardised scoring mechanism, your
assessment results will be compared against appropriate
norm groups to assess your responses against the
characteristics required by the company introducing you,
as part of their job profile.
● Report the results of that assessment to the Company.
Once generated, your results are automatically sent to
the company who introduced you to us.
● Provide you with your own summary of your assessment
results. This report will provide you with a summary of
your assessments results and how you scored against the
criteria set by the company. These results are based on a
standardised marking system and feedback framework.
● Manage any support queries you may raise (such as
technical issues you may be having), including queries
about your personal data.
If you provide us with any optional demographic data either:
● When we ask you before you start your assessment
whether you have any disabilities (such learning
difficulties), we will provide that personal information to
the company who introduced you so it can decide
whether it wishes to make any adjustments to the
assessment based on the information you provide.
● When we ask you after you have completed the
task-based assessment for information about your
ethnicity, health, socio-economic background, disabilities
and education, we use that personal information for equal
opportunity monitoring and reporting. While the company
that introduced you may receive a summary report
containing aggregated data we receive from these
responses, the data is anonymised and they will not
receive your specific responses to those questions.
We may also use your Personal Data:
● To improve our product or the services we provide.
However, if we do this, we will anonymise your personal
information first (meaning that any data we use will not
be able to identify you).
● On the rare occasion:
○ for our legitimate interests of investigating or
preventing fraudulent, harmful, unauthorised or
illegal activity on our platform.
○ to comply with any legal requirement such as
being required by a court or regulatory body such
as the Information Commissioner’s Officer to
process your personal information in a specific
way.
If you are a User: We use your personal information to perform our contract with
the business that introduced you to us. This includes to:
● Provide the services set out in our contract with the
business that introduced you to us and to administer that
contract (such as processing orders, payment of invoices
and ongoing relationship management).
● Provide any reports and insights to you.
● Process any support tickets (such as technical support or
service level issues).
● Improve our product or the services we provide.
We may also use your Personal Data:
● for our legitimate interests of investigating or preventing
fraudulent, harmful, unauthorised or illegal activity on our
platform.
● for our legitimate interests of sending you marketing
communications related to our product or services (and
you will always have an opportunity to opt out of this).
● to comply with any legal requirement such as being
required by a court or regulatory body such as the
Information Commissioner’s Officer to process your
personal information in a specific way.
If you are a Prospective We will use your Personal Data to keep you informed of our
Customer: products and services we feel may be of interest to you. We will
do so on the basis of legitimate interest unless consent is
required, in which case it will be obtained as appropriate
beforehand.
Who We Share Your Personal Information With:
We will share your personal information with the company who
introduced you to us in accordance with this Privacy Notice
because they are the data controller of your personal
information and we process your personal information for them.
In order to provide our services to the company who introduced
you to us, we also share your personal information with other
third party data sub-processors. You can find out who these
sub-processors are available on request.
International Data Transfers
When we share personal information, it may be transferred to,
and processed in, countries other than the country you live in –
such as to the United States, where our customer management
software is located. These countries may have laws different to
what you’re used to - but rest assured, where we disclose
personal data to a third party in another country, we put
safeguards in place to ensure your personal data remains
protected.
Where your personal data is transferred outside the United
Kingdom or the European Economic Area, it will only be
transferred to countries that have been identified as providing
adequate protection (like New Zealand), or to a third party
where we have approved transfer mechanisms in place to
protect your personal data, for example, by entering into and
International Data Transfer Agreement. For further information,
please contact us using the details set out in the Contact us
section below.
How Long We Hold Your If you are a Candidate, we will retain your information for 12
Personal Information months after your last activity with us. This period is counted
For: from the latest of these events: (i) when a record of you is
created in our Platform by the company that introduced you to
us, (ii) when you receive an invitation to take the assessment,
(iii) when you open the assessment, or (iv) when you complete
the assessment. If the company that introduced you to us asks
you to take another assessment within this 12 months period
(perhaps because you have applied for another role at that
company), this retention period starts again.
If you are a User, we will retain your information for the duration
of the Agreement and for a reasonable period after that to either
return your personal data to the company or delete Your
Personal Data.
We may erase your personal information sooner than that if the
company who introduced you to us asks us to do that - either on
their own behalf or following a request from you to erase your
personal information. If you want to exercise those rights, you
need to contact the company that introduced you to us. You can
find the relevant contact details in their privacy notice.
Special Category Data: Special category data includes information about criminal
convictions, race or ethnic origin, political or religious beliefs,
health, genetic or biometric data, sex life and sexual orientation,
trade union membership and philosophical beliefs of an
individual.
We will not routinely collect special category data. However, if
you request a Reasonable Adjustment to complete the
Candidate Assessment, or if you choose to participate in our
post-assessment candidate survey, we may collect data about
your health and ethnic origin. This is always completely optional
and will not be shared with the company that introduced you to
us.
If you provide us with health information prior to taking the
assessment, we will share this information with the company
that introduced you, so they can determine whether any
reasonable adjustments need to be made to the assessment
before you take it.
How Do We Keep Your Personal Information Secure:
Safe and sound, that's our promise!
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. The
efficacy of these security measures is evidenced by the fact that
we are proudly ISO 27001 certified. This is a global standard for
keeping personal information safe and secure. We also apply the
technical and organisational measures across our company to
prevent unauthorised processing of your personal information or
loss, damage or destruction to it. All our employees are also
subject to a contractual duty of confidentiality and training,
along with other protective measures.
We require our sub-processors to protect your personal data as
we do in this notice, and they may not use your personal
information for any other purpose.
We have also put in place procedures to deal with any actual or
suspected personal data breach. In the event of any such
breach, we have systems in place to work with the company
who introduced you to us and the applicable regulators.
Your Rights: You're in control
The GDPR gives you certain rights regarding the processing of
your personal information. The rights that may apply will depend
on the purpose for which your data is being processed. The
company which introduced you to us (who is the Data Controller)
will be able to provide you with full details of your applicable
rights. You should refer to their Privacy Notice, or contact them
directly. These rights may include the following:
Your right of access. You have the right to ask us for copies of
your personal information.
The right to be informed. You have the right to be told what
personal data is collected about you, why, who is collecting the
data, how long it will be held, how you can file a complaint and
with whom your data will be shared.
Your right to rectification. You have the right to ask us to rectify
personal information you think is inaccurate. You also have the
right to ask us to complete information you think is incomplete.
Your right to erasure. You have the right to ask us to erase your
personal information in certain circumstances.
Your right to restriction of processing. You have the right to ask
us to restrict the processing of your personal information in
certain circumstances.
Your right to object to processing. You have the right to object
to the processing of your personal information in certain
circumstances.
Your right to data portability. You have the right to ask that we
transfer the personal information you gave us to another
organisation, or to you, in certain circumstances.
Rights in relation to automated decision making and profiling.
You have particular rights in relation to automated decision
making and profiling to reduce the risk that a potentially
damaging decision is taken without human intervention. You can
object to your personal data being used for profiling, direct
marketing or research purposes.
You will usually not be charged for exercising any of these rights.
However, we may charge a reasonable fee if your request is
clearly unfounded, repetitive or excessive, or, we may simply
refuse to comply with your request in these circumstances.
We or the company that introduced you to us will try to respond
to all requests within one month. Should we require more time,
we will let you know within 30 days of your request and will
always respond within 90 days of the date of your request.
To exercise any of these rights, we recommend that you contact
the company that introduced you to us - as they are responsible
for determining the scope of these rights and how they are
administered. You can also contact us by using the contact
details at the start of this notice and we will pass your request
on to that company if you would prefer to do that.
Changes to this notice
We regularly review our privacy notice and we will post any
modifications or changes to this privacy notice on this page,
unless we specifically notify you otherwise.
Need to Complain? Let's sort it out.
If you're concerned about how we handle your data, please
reach out to us using the contact details we provided in this
notice or contact the company that introduced you to us.
Not satisfied? You can also contact the ICO:
Address: Information Commissioner’s Office, Wycliffe House,
Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: https://www.ico.org.uk
How We Use Cookies and Similar Technologies:
Cookies are small text files that are placed on your computer by
websites that you visit. They are widely used in order to make
websites work, or work more efficiently, as well as to provide
information to the owners of the site. The table below explains
the cookies we use and why.
You can set your browser to refuse all or some of those cookies
but if you disable or refuse these cookies, some parts of this
assessment may become inaccessible or not function properly.
Cookie ID Purpose and User Type Expiry
token This cookie is for Candidates and UNA 30
Users and is a strictly necessary cookie. minutes
This is a token session cookie.
Whenever you complete an action, this
cookie tells our system that so it can
remember what page you are currently
on.
Apt.uid This cookie is for Candidates and UNA 30
Apt.sid Users and is an optional cookie. minutes
(for Candidates)
A random uid is This is a unique id used to track what
generated you are doing (such as what you are
(for Una Users)
clicking on). The purpose is to track
usage of the software so our product
team can improve the product and user
experience
amplify-signin-w This cookie is for UNA Users and is a 30
ith-hostedUI strictly necessary cookie. minutes
This is an AWS cookie for tracking
signing in and sign out. When you sign
in, an identifier is set and your
credentials (such as name, email and
user ID and user type are recalled via a
JSON feed.
2fa_session This cookie is for DataHub Users and 24 hours
Candidates and is a strictly necessary DataHub
Users
cookie.
This is a session cookie for user login. 30 days
Candidates
The server checks the session ID in the
cookie against the stored session data
to authenticate the user. Example:
546d31c62aa24ed4a5f39dd27576aea4:
1rd4V3:uA7wubNBxA6zkAghIMsSY3LM
SdY
__cf_bm This cookie is for DataHub Users and is 30
an a strictly necessary cookie. minutes
This cookie contains information related
to the calculation of Cloudflare's
proprietary bot score and, when
Anomaly Detection is enabled on Bot
Management, a session identifier.
csrftoken This cookie is for DataHub Users and is As long as
an a strictly necessary cookie the
session
A CSRF token is a unique, secret, and
unpredictable value that is generated by
the server-side application and shared
with the company we work with.
ID: sessionid This cookie is for DataHub Users and is Once you
an a strictly necessary cookie. log off or
close the
This is a server-specific cookie that browser
cannot be passed to any machine other
than the one that generated the cookie.
The server creates a “session ID” which
is a randomly generated number that
temporarily stores the session cookie.
ID: _ga This functional cookie is for Website 2 years
Visitors and is an optional cookie.
Used to distinguish users.
ID: _gcl_au This analytics cookie is for Website 2 months
Visitors and is an optional cookie.
This cookie is used by Google Analytics
to understand user interaction with the
website.
ID: _gid This analytics cookie is for Website 24 hours
Visitors and is an optional cookie.
The cookie is used to store information
of how visitors use a website and helps
in creating an analytics report of how
the website is doing. The data collected
including the number of visitors, the
source where they have come from, and
the pages visited in an anonymous form.
_hjAbsoluteSessi This functional cookie is for Website 30 mins
onInProgress Visitors and is an optional cookie.
This cookie is used to detect the first
pageview session of a user. This is a
True/False flag set by the cookie.
ID: _hjFirstSee This functional cookie is for Website Session
Visitors and is an optional cookie. only
This is set to identify a new user’s first
session. It stores a true/false value,
indicating whether this was the first time
Hotjar saw this user. It is used by
Recording filters to identify new user
sessions.
_hjTLDTest This functional cookie is for Website Session
Visitors and is an optional cookie.
When the Hotjar script executes we try
to determine the most generic cookie
path we should use, instead of the page
hostname. This is done so that cookies
can be shared across subdomains
(where applicable). To determine this,
we try to store the _hjTLDTest cookie for
different URL substring alternatives until
it fails. After this check, the cookie is
removed.
_hjid This functional cookie is for Website 1 year
Visitors and is an optional cookie.
Hotjar cookie that is set when the
customer first lands on a page with the
Hotjar script. It is used to persist the
Hotjar User ID, unique to that site on the
browser. This ensures that behavior in
subsequent visits to the same site will
be attributed to the same user ID.
_hjIncludedInPag This analytics cookie is for Website 30
eviewSample Visitors and is an optional cookie. minutes
This cookie is set to let Hotjar know
whether that visitor is included in the
data sampling defined by your site’s
pageview limit.
cli_user_preferen This cookie is for Website Visitors and Session
ce is a necessary cookie.
The cookie is set by the GDPR Cookie
Consent plugin and is used to store
whether or not user has consented to
the use of cookies. It does not store any
personal data.
Cookielawinfo-c This cookie is for Website Visitors and 1 year
heckbox-necess is a necessary cookie.
ary
This cookie is set by GDPR Cookie
Consent plugin. The purpose of this
cookie is to check whether or not the
user has given the consent to the usage
of cookies under the category
‘Necessary’.
Cookielawinfo-c This cookie is for Website Visitors and 1 year
heckbox-non-ne is a necessary cookie.
cessary
This cookie is set by GDPR Cookie
Consent plugin. The purpose of this
cookie is to check whether or not the
user has given their consent to the
usage of cookies under the category
‘Non-Necessary’.
nabAlternative This analytics cookie is for Website 3 months
Visitors and is an optional cookie.
Nelio A/B Testing: This cookie stores the
variant a visitor is supposed to see.
nabExperiement This analytics cookie is for Website 3 months
sWithPageViews Visitors and is an optional cookie.
nabParticipation This analytics cookie is for Website 3 months
Visitors and is an optional cookie.
Nelio A/B Testing: Visitors may or may
not participate in your tests. This cookie
keeps track of that.
nabSegmentatio This analytics cookie is for Website 3 months
n Visitors and is an optional cookie.
Viewed_cookie_ This cookie is for Website Visitors and 1 hour
policy is a necessary cookie.
The cookie is set by the GDPR Cookie
Consent plugin and is used to store
whether or not user has consented to
the use of cookies. It does not store any
personal data.
_hs_initial_opt_in This cookie is for Website Visitors and 1 week
is a necessary cookie.
This cookie is used by HubSpot to
prevent the banner from always
displaying when visitors are browsing in
strict mode.
_hs_opt_out This cookie is for Website Visitors and 13 months
is a necessary cookie.
The cookie is set by HubSpot and is
used by the opt-in privacy policy to
remember not to ask the visitor to
accept cookies again.
_hssc This analytics cookie is for Website 30
Visitors and is an optional cookie. minutes
This cookie is set by HubSpot and is
used to keeps track of sessions.
_hssrc This functional cookie is for Website Session
Visitors and is an optional cookie.
This cookie is set by HubSpot and is
used whenever HubSpot changes the
session cookie, this cookie is also set to
determine if the visitor has restarted
their browser.
_hstc This analytics cookie is for Website 13 months
Visitors and is an optional cookie.
The cookie is set by HubSpot and is the
main cookie for tracking visitors.
Hubspotutk This functional cookie is for Website 13 months
Visitors and is an optional cookie.
This cookie is set by HubSpot and is
used to keeps track of a visitor’s
identity. It is passed to HubSpot on form
submission and used when
deduplicating contacts.
Previous versions:
Privacy Notice effective up to 20 March 2024 (for website users only)
Privacy Notice effective up to 20 March 2024 (for Una users only)
Privacy Notice effective up to 20 March 2024 (for DataHub users only)