Privacy Statement

Introduction

Ektis is committed to protecting personal data and respecting your privacy. This privacy statement explains why and how we collect, use, store, and share personal data, and outlines your rights in relation to that data. It applies to personal data provided to us directly by individuals, as well as personal data provided to us by third parties.

We may use personal data for the purposes described in this privacy statement or as otherwise explained at the point of collection.

As used in this privacy statement, “Ektis”, “we”, “us”, and “our” refer to Ektis and its affiliated entities that may process your personal data. Each Ektis entity operates as a separate legal entity. The data controller of your personal information will be the relevant Ektis entity that collects or processes your data, depending on your interaction with us.

Ektis processes personal data for a number of legitimate business purposes and is committed to being transparent about why and how we do so.

Our legal grounds for processing your personal data

Applicable data protection laws require us to identify the legal bases on which we process personal data. Depending on the circumstances, we rely on one or more of the following grounds:

our legitimate interests in operating and developing our business, providing information and professional services, and maintaining relationships with clients, partners, and suppliers, provided these interests do not override your rights and freedoms;
our legitimate interests in improving our services, offerings, and digital platforms;
compliance with applicable laws, regulations, or professional obligations;
performance of a contract or taking steps at your request prior to entering into a contract;
your consent, where no other lawful basis applies and where consent is required.

Where consent is relied upon, you may withdraw it at any time by contacting us

Transfers of personal data

Cross border transfers

Your personal data may be transferred to, processed in, or stored in countries outside the country in which you are located. This may include jurisdictions that do not offer the same level of data protection as your home country.

Where required by law, we take appropriate safeguards to ensure that cross border transfers of personal data are protected. These safeguards may include transfers to jurisdictions recognized as providing adequate protection, or the use of contractual protections such as standard contractual clauses.

Sharing of personal data

Other Ektis entities

We may share personal data between Ektis entities where this is necessary for the purposes described in this privacy statement, for example to deliver services, manage relationships, or support internal operations.

Third party service providers

We may share personal data with trusted third-party service providers who support our business operations. These may include providers of IT systems, website hosting, cloud services, data storage, security, analytics, and professional support services.

Our third-party providers may engage sub processors to perform services on their behalf. We require all third parties and sub processors to implement appropriate security measures, maintain confidentiality, and process personal data only in accordance with our instructions and applicable law.

Personal data may be stored in secure data centers located in different countries depending on the service provider used.

Other disclosures

We may disclose personal data in the following circumstances:

to professional advisers such as legal, financial, or regulatory advisers where necessary to establish, exercise, or defend legal rights or to obtain advice in connection with our business;
where you have explicitly requested or authorised the disclosure;
where required to deliver information, publications, or materials you have requested;
where required to facilitate events, meetings, or initiatives involving third parties;
to law enforcement authorities, regulators, government bodies, or professional organisations where required or permitted by applicable law. We may review and assess such requests to determine whether disclosure is legally required or appropriate.

Your rights

Depending on applicable data protection laws, you may have rights in relation to your personal data, including the right to access, correct, delete, restrict, or object to certain processing activities, as well as the right to data portability.

To exercise your rights or raise a question or concern about how we handle your personal data, please contact us using the details provided on our website.

Updates to this privacy statement

We may update this privacy statement from time to time to reflect changes in legal requirements, our practices, or our services. The most recent version will always be available on our website.

Our processing activities

Business Contacts

Collection of personal data

Ektis processes personal data relating to business contacts. This includes existing and prospective clients, partners, suppliers, and individuals associated with them.

The personal data we collect may include your name, job title, employer or organization name, business contact details such as telephone number and email address, and other professional information. We may also record information relating to our interactions and communications with you.

Use of personal data

Personal data relating to business contacts may be used for the following purposes.

Administering, managing, and developing our business and services

This includes:

managing and maintaining relationships with clients, partners, and other business contacts;
developing and improving our services, including understanding client needs and identifying opportunities to enhance service delivery;
analyzing and evaluating the nature and strength of our business relationships and interactions;
performing internal analysis and reporting, including metrics to support leadership decision making, relationship management, and business planning;
administering and managing our IT systems, websites, and digital platforms; and
hosting, supporting, or facilitating events, meetings, and professional engagements.

Providing information about Ektis and its services

We may use business contact details to provide information that we believe may be relevant or of interest to you, in accordance with applicable law and any preferences you have expressed. This may include insights, updates on our services, invitations to events, or other professional communications.

Ektis does not sell personal data and does not disclose personal data to third parties for the purpose of allowing them to market their own products or services without the individual’s consent.

Data retention

Personal data relating to business contacts is retained for as long as we have an ongoing relationship with you or your organization, or as long as we reasonably need to keep a record of that relationship.

Personal data may be retained for longer periods where required by applicable law or regulation, or where necessary to establish, exercise, or defend our legal rights.

Corporate clients and individuals associated with our corporate clients

Collection of personal data

Ektis collects and processes only the personal data that is necessary for agreed and legitimate purposes. We ask our clients to share personal data with us only where it is strictly required to deliver the relevant services.

Where we need to process personal data in order to provide professional services, we expect our clients to provide appropriate information to the individuals whose personal data is being processed regarding its use.

Given the diversity of the services we provide, we may process a range of categories of personal data, including:

Personal details, such as name, date of birth, gender, marital status, and country of residence;
Contact details, such as email address, telephone number, and postal address;
Financial information, such as salary, payroll information, income, investments, benefits, and tax related information; and
Employment or professional information, such as role, grade, experience, performance related information, and other information relating to management and employees.

For certain services, we may process special categories of personal data. This may include, for example, government issued identification documents, which may contain biometric data or information revealing racial or ethnic origin. Such data is processed only where necessary and in accordance with applicable law.

Personal data is generally collected from our clients or from third parties acting on the instructions of our clients. In some cases, such as when undertaking due diligence or similar reviews on behalf of a client, we may obtain personal data directly from individuals associated with a target organization or from third parties acting on that organization’s instructions.

Use of personal data

We use personal data obtained in connection with providing professional services for the following purposes:

Providing professional services

Ektis provides a range of professional advisory and consulting services. Certain services require us to process personal data in order to deliver advice, analysis, and agreed outputs. This may include, for example, reviewing payroll or workforce data or supporting insurance related services.

Administering, managing, and developing our business and services

This includes:

managing our relationships with clients;
developing and improving our services, including identifying client needs and opportunities to enhance service delivery;
administering and managing IT systems, websites, and applications; and
hosting or facilitating events, meetings, or professional engagements.

Security, quality, and risk management activities

We implement measures to protect our information and our clients’ information, including personal data. These measures include activities designed to detect, investigate, and respond to security threats, such as automated monitoring to identify potentially harmful communications.

We also monitor the quality of our services and manage risks associated with client engagements. This may involve processing personal data contained within client files as part of quality assurance, engagement acceptance, and risk management procedures.

As part of our client and engagement acceptance processes, we may carry out checks using publicly available sources, such as internet searches or sanctions lists, to identify politically exposed persons or heightened risk individuals and organizations, and to assess whether there are legal, regulatory, or reputational issues that would prevent us from accepting or continuing a client engagement.

Improving and developing our services

We continuously seek to improve our services and offerings. Where agreed with our clients and permitted by law, we may use information obtained in the course of providing professional services for additional lawful purposes, such as analysis to better understand an issue, industry, or sector, to provide insights to clients, or to improve our business, service delivery, and offerings. Where such information contains personal data, we will de identify it before use wherever reasonably practicable.

Data retention

We retain personal data obtained in connection with providing professional services for as long as necessary to fulfil the purposes for which it was collected.

Personal data may be retained for longer periods where required by applicable law or regulation, or where necessary to establish, exercise, or defend our legal rights.

Websites

This section explains how Ektis collects and uses personal data through the Ektis website and any other Ektis websites or digital platforms that link to this privacy statement (together, the “Websites”).

By using the Websites and providing personal data to us, you acknowledge that you have read this privacy statement. Where consent is required under applicable law, you consent to the collection, use, and disclosure of your personal data in accordance with this privacy statement.

Some pages or services within the Websites may include additional privacy notices or statements to reflect specific activities or local legal requirements. Where this is the case, those notices will apply alongside this privacy statement.

Third party links

The Websites may contain links to third party websites that are not operated or controlled by Ektis. Once you leave the Websites, this privacy statement no longer applies. We encourage you to review the privacy policies of any third party sites you visit before providing personal data.

Collection of personal data through the Websites

When you use the Websites, we may collect information about you and how you use the site, including through cookies and analytics tools. We may collect personal data directly from you or combine information collected via the Websites with information we already hold through other lawful channels, such as client relationship management systems or access management systems.

Personal data collected through the Websites may include your name, job title, organization name, email address, telephone number, IP address, and other business contact details.

Examples of how you may provide personal data through the Websites include:

browsing or searching for content;
subscribing to newsletters or publications;
registering for events or briefings;
completing surveys or forms;
contacting us with enquiries or requests;
submitting CVs or professional information; or
interacting with the Websites while logged into a social media platform.

We do not intentionally collect special category or sensitive personal data through the Websites. We ask that you do not submit such information when using the Websites. If you choose to provide sensitive personal data for any reason, and where permitted by law, this will be treated as your explicit consent for us to process that data in accordance with this privacy statement or as explained at the point of collection.

We seek to collect only the minimum personal data required for the relevant purpose. Where non mandatory information is requested, this will be made clear at the point of collection.

Registered users

Certain areas of the Websites may allow you to register for enhanced access or content. If you choose to become a registered user, you will be asked to provide personal data such as your name, email address, organization, country, and job title. Some information may be required in order to create and maintain an account.

You are responsible for ensuring that the information you provide is accurate and kept up to date. You may update your details through your account settings where available.

Information provided during registration may be combined with information collected through your use of the Websites, such as content accessed or interactions undertaken, in order to manage your account and improve the user experience.

Use of personal data collected through the Websites

Personal data collected through the Websites may be used for the following purposes:

administering and managing the Websites and related systems;
authenticating users and managing access to restricted content;
personalising content and improving the relevance of information presented;
analysing usage patterns and trends to improve functionality and performance;
understanding the organisations and sectors engaging with our content;
managing enquiries, subscriptions, and event registrations;
supporting quality, security, and risk management activities; and
any other purpose made clear at the point of collection.

Ektis does not sell personal data collected through the Websites and does not use such data for third party consumer marketing purposes.

Cookies

The Websites use cookies and similar technologies. Further information about how we use cookies and how you can manage your preferences is available in our Cookie Policy.

Marketing and communications

Where required by law, we will only send marketing or promotional communications where you have provided the appropriate consent. You may receive updates, insights, or invitations where you have subscribed or otherwise indicated interest.

You may opt out of marketing communications at any time by using the unsubscribe links provided in communications or by contacting us directly. If you unsubscribe, we may retain limited information to ensure that your preferences are respected.

Account deactivation

Registered users may deactivate their accounts where this functionality is available. Deactivating an account will remove access to registered user features. We may retain limited information to comply with legal obligations or to honor your preferences.

Data retention

We retain personal data collected through the Websites only for as long as necessary to fulfil the purposes for which it was collected, or as required by applicable law. Mailing list information is retained until a user unsubscribes, after which limited information may be retained to record the unsubscribe request.

Access and accuracy

We aim to keep personal data accurate and up to date. Where appropriate, users may review and update their information directly. You may also contact us to request access to, correction of, or deletion of personal data, subject to applicable legal and regulatory requirements.

Children

The Websites are not intended for or directed at children. We do not knowingly collect personal data from individuals under the age of 18. If you believe that personal data relating to a child has been provided to us, please contact us so that we can take appropriate action.

Marketing

Marketing includes communications relating to Ektis, our services, insights, events, and publications.

Where required by applicable law, we will only send you marketing communications where you have provided the necessary consent. Where consent is not required, we will only send marketing communications where we have a lawful basis to do so and where such communications are relevant and appropriate.

We retain contact information, such as name and email address, on our mailing lists for as long as you remain subscribed. If you unsubscribe from our marketing communications, we may retain limited information sufficient to record and honor your opt out request.

Ektis does not sell personal data to third parties for consumer marketing purposes.

How to unsubscribe from marketing communications

You may request at any time that we stop sending you marketing communications.

You can unsubscribe by using the unsubscribe instructions included in our emails or by contacting us directly. If you wish to stop receiving only certain types of communications, please specify your preferences in your request so that we can apply them accurately.

Recruitment applicants

This section explains why and how Ektis collects and uses personal data in connection with our recruitment and hiring activities.

If your application is successful, we carry out pre-employment screening checks as part of our onboarding process. Depending on the role, these checks may include criminal records or other background checks where permitted or required by law.

Collection of personal data

We collect personal data in connection with our recruitment activities in the following ways:

Personal data you provide to us

Most of the personal data we collect during the recruitment process is provided directly by you and may include:

contact details, such as name, email address, and telephone number;
areas of interest and role preferences;
login credentials where required to apply for roles;
CV, work experience, education, and academic or professional qualifications;
information provided during interviews, assessments, or selection activities;
diversity and equal opportunities information, where provided;
pre-employment screening information if your application is successful;
information relating to you and, where required, your immediate family’s financial relationships if your application is successful; and
bank account details for payroll purposes if your application is successful.

Personal data we create

We may create personal data in connection with recruitment activities, including:

interview notes, assessment outcomes, and feedback; and
offer details and related correspondence.

Personal data from third parties

We may also obtain personal data from third party sources, including:

references from individuals you have nominated;
information from a referrer, where applicable;
results of background or screening checks, depending on the role;
verification of information provided during the recruitment process by contacting relevant third parties, such as previous employers or education and qualification providers, or by using publicly available sources; and
information from professional or social media platforms regarding your engagement with our recruitment activities.

Use of personal data

We process personal data for legitimate recruitment and hiring purposes, including:

attracting talent and promoting career opportunities at Ektis, including through events, advertising, and recruitment partners;
identifying and sourcing talent through applications, talent pools, recruiters, and publicly available professional platforms;
processing and managing applications, evaluating suitability for roles, managing candidate profiles, and communicating with you throughout the recruitment process;
screening and selecting candidates, including conducting interviews, assessments, and background checks where appropriate;
hiring and onboarding successful candidates, including issuing offers and completing pre employment screening;
administering and managing recruitment platforms and careers related communications;
conducting analysis and reporting, such as recruitment activity metrics, demographic analysis, and sourcing effectiveness; and
any other purposes explained to you at the point you provide your information.

Where permitted by law, we may carry out criminal records checks for the following purposes:

to meet legal or regulatory requirements related to eligibility to work;
where permitted, to assess involvement in unlawful activity, dishonesty, or serious misconduct relevant to the role; or
to comply with government, regulatory, or client clearance requirements.

Data retention

Personal data collected in connection with recruitment activities is retained as follows:

where your application is successful, relevant personal data will form part of your employee record and, where applicable, your talent pool profile;
where your application is unsuccessful, we may retain your application data for a reasonable period to manage the recruitment process, address any follow up matters, consider you for future opportunities where appropriate, and for legitimate business purposes, such as avoiding duplicate applications, or for as long as you remain part of a talent pool if you choose to join one.

Suppliers (including subcontractors and individuals associated with our suppliers and subcontractors)

Collection of personal data

Ektis collects and processes personal data relating to our suppliers, subcontractors, and individuals associated with them in order to manage supplier relationships and contracts, receive services, and, where relevant, deliver professional services to our clients.

The personal data we process is typically business contact information and related communications. This may include name, employer or organization name, job title, telephone number, email address, and records of communications with us.

Use of personal data

We use personal data relating to suppliers and associated individuals for the following purposes:

Receiving services

We process personal data as necessary to receive services from our suppliers. For example, where a supplier provides outsourced or support services, we may process personal data relating to individuals delivering those services.

Providing professional services to clients

Where suppliers support us in delivering professional services to our clients, we process personal data relating to individuals involved in order to administer and manage the supplier relationship and to enable delivery of services to clients. This may include situations where supplier personnel work alongside Ektis teams on client engagements.

Administering, managing, and developing our business and services

This includes:

managing and maintaining relationships with suppliers and subcontractors;
developing and improving our services, including identifying opportunities to enhance service delivery;
hosting or facilitating events or professional activities; and
administering and managing IT systems, websites, and applications.

Security, quality, and risk management activities

We implement measures to protect our information and our clients’ information, including personal data. These measures include detecting, investigating, and responding to security threats, such as automated monitoring to identify harmful communications.

We also monitor the quality of services provided by suppliers and manage risks associated with supplier relationships. This may involve processing personal data as part of supplier onboarding, contracting, performance monitoring, and quality assurance activities.

Providing information about Ektis and its services

We may use supplier business contact details to provide information that we believe may be relevant or of interest, in accordance with applicable law and any permissions required. This may include insights, updates, or invitations to events.

Data retention

We retain personal data relating to suppliers and associated individuals for as long as necessary to fulfil the purposes for which it was collected.

Personal data relating to supplier contacts is generally retained for the duration of our relationship with the supplier or individual, or for as long as we reasonably need to keep a record of that relationship. Personal data may be retained for longer periods where required by applicable law or regulation, or where necessary to establish, exercise, or defend our legal rights.

Ektis personnel (employees and individual contractors)

Ektis collects and processes personal data relating to its personnel, including employees and individual contractors, for the purposes of administering the employment or engagement relationship and managing our business operations.

Details of how and why personal data is collected and processed in connection with employment or engagement with Ektis are set out in the applicable internal privacy notices and policies made available to personnel.

Others who get in touch with us

Ektis collects personal data when an individual contacts us with an enquiry, request, complaint, or feedback. This may include your name, contact details, and the content of your communication.

In these circumstances, you control the personal data that you choose to share with us. We use this information only to the extent necessary to respond to your enquiry, address your request, or resolve the matter raised.

We do not use personal data collected through general enquiries or feedback for unrelated purposes.

Security

Ektis has implemented appropriate technical and organizational security measures, in line with generally accepted standards, to protect personal data against loss, misuse, unauthorized access, alteration, or destruction.

Access to personal data is restricted to authorized individuals who require access for legitimate business purposes and who are subject to confidentiality obligations.

While we take reasonable steps to protect personal data once it is in our possession, the transmission of information over the internet, including by email, is not completely secure. Although we strive to protect personal data, we cannot guarantee the security of data transmitted to or from us.

Your legal rights in relation to personal data

Depending on applicable data protection laws, you may have certain rights in relation to the personal data we hold about you. These rights may include the right to:

obtain confirmation as to whether we process personal data about you, receive a copy of your personal data, and obtain information about how and why we process it;
request correction or rectification of inaccurate personal data and completion of incomplete personal data;
request deletion of your personal data where:
- the personal data is no longer necessary for the purposes for which it was collected;
- the processing is based on consent and you withdraw that consent and no other lawful basis applies;
- the processing is based on our legitimate interests and you object and there are no overriding legitimate grounds;
- you object to processing for direct marketing purposes;
- the personal data has been unlawfully processed; or
- deletion is required to comply with a legal obligation;
request restriction of processing of your personal data where:
- you contest the accuracy of the data, for a period allowing us to verify accuracy;
- the processing is unlawful and you request restriction instead of deletion;
- the personal data is no longer required by us but is needed by you to establish, exercise, or defend legal claims; or
- you have objected to processing based on legitimate interests, pending verification of overriding grounds;
object to processing of your personal data where the processing is based on legitimate interests or where the data is processed for direct marketing purposes;
request data portability, meaning to receive personal data you have provided to us and, where technically feasible, have it transmitted to another organization, where the processing is based on consent or contractual necessity and carried out by automated means;
withdraw consent at any time where processing is based on consent. In practice, we generally rely on other lawful bases for processing, but this right applies where consent is used.

If you believe that the processing of your personal data infringes applicable data protection law, you may have the right to lodge a complaint with the relevant data protection authority in the country where you normally reside or work, or where the alleged infringement occurred.

Changes to this privacy statement

We may update this privacy statement from time to time by publishing a revised version on our website. When we make changes, we will update the revision date at the top of this page. Any updated version of this privacy statement will apply from the revision date shown.

We encourage you to review this privacy statement periodically so that you remain informed about how we protect and use personal data.

Contact Us

Please contact us on ektis-internal@ektis.com to submit a request to exercise your legal rights in relation to your personal data, or if you have any questions or concerns about how we handle personal data.