WorkWhale Privacy Policy

1. Introduction

WorkWhale ("we," "us," "our," or "Company") operates the recruitment and job matching platform available at https://workwhale.co.za. We are committed to protecting your privacy and ensuring you have a positive experience on our platform.

This Privacy Policy explains:

• What personal information we collect from you
• How we use, process, and protect your information
• Your rights regarding your personal data
• How to contact us with privacy concerns

2. What Personal Data We Collect

2.1 Data You Provide Directly

When you use WorkWhale, we collect information you voluntarily provide:

For Job Seekers:

• Account Information: Full name, email address, phone number, location, profile picture
• Resume & Work History: Educational background, employment history, skills, certifications, LinkedIn profile URL
• Job Preferences: Desired job titles, industries, salary expectations, work location preferences
• AI Resume Builder Data: Career objectives, project details, achievement descriptions, technical skills
• Application Data: Cover letters, interview responses, application timestamps
• Communication: Messages and correspondence with recruitment agencies
• Payment Information: Billing address, transaction history (for premium features)

For Recruitment Agencies:

• Business Information: Company name, registration number, business address, phone number
• Account Owner Details: Name, email, phone, role/title
• CRM Data: Candidate information, job requisitions, interview notes, hiring decisions
• Client Information: Client company details, contact persons, communication records
• Payment & Billing: Invoice details, payment method information, transaction records (in USD)

2.2 Data Collected Automatically

• Device Information: Device type, operating system, browser type, IP address
• Usage Data: Pages visited, features used, time spent on platform, search queries
• Location Data: Approximate location based on IP address (with your permission)
• Cookies & Tracking: Session identifiers, preferences, analytics data
• Performance Data: Error logs, crash reports, platform performance metrics

3. How We Use Your Data

3.1 Job Seeker Data Usage

4. Legal Basis for Processing (GDPR)

For users in the European Union and under GDPR, we process personal data based on:

4.1 Contract Performance

Processing necessary to provide you with WorkWhale services, including account management, job matching, and application features.

4.2 Consent

We process specific data only when you explicitly consent, such as marketing communications, third-party integrations, and advanced AI features.

4.3 Legitimate Interests

We process data to pursue our legitimate business interests, including improving platform functionality, fraud prevention, and analytics.

4.4 Legal Obligations

We process data when required by law, including tax requirements, anti-money laundering compliance, and court orders.

5. How We Share Your Data

5.1 Who We Share Data With

Job Seeker Data Shared With:

• Recruitment Agencies: Your profile, resume, and job preferences when you apply or opt into matching
• Employers: Information about you when you apply directly to their positions
• Service Providers: Cloud hosting, analytics, email delivery, payment processing companies
• Legal Authorities: When required by law or court order

5.2 No Sale of Data

WorkWhale does not sell, rent, or lease your personal information to third parties for marketing purposes. We will not sell your data without your explicit consent.

6. Data Storage & Security

6.1 Security Measures

We implement comprehensive security measures to protect your personal data:

• Encryption: All data transmitted via HTTPS/TLS encryption; sensitive data encrypted at rest
• Access Controls: Role-based access control (RBAC) with strict authentication requirements
• Firewalls: Advanced firewall protection and intrusion detection systems
• Regular Audits: Periodic security assessments and penetration testing
• Incident Response: Documented procedures for responding to data breaches

7. Your Rights

You have the following rights regarding your personal data:

• Right to Access: Request access to the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete information
• Right to Erasure: Request deletion of your personal data ("Right to be Forgotten")
• Right to Restrict Processing: Request limits on how we use your data
• Right to Data Portability: Receive your data in a structured, commonly used format
• Right to Object: Object to processing for direct marketing or profiling
• Right to Withdraw Consent: Withdraw consent for specific processing activities

8. Cookies & Tracking Technologies

WorkWhale uses cookies to provide essential functionality, remember preferences, analyze usage, and deliver relevant content. You can control cookies through your browser settings or our cookie consent banner.

9. POPIA Compliance (South Africa)

The Protection of Personal Information Act (POPIA), 2013, is South Africa's primary data protection legislation. WorkWhale is committed to full compliance with POPIA, following principles of accountability, processing limitation, purpose limitation, information quality, openness, security safeguards, and data subject participation.

10. GDPR Compliance (European Users)

For users in the European Union, EEA, or United Kingdom, the GDPR applies. WorkWhale acts as both Data Controller and Data Processor and implements privacy by design principles including data minimization, purpose limitation, storage limitation, and accountability.

11. Data Retention

12. Contact Information

For privacy concerns, data requests, or to exercise your rights, contact: