Privacy Policy

Our Privacy Policy

Last updated on August 1, 2023

We want you to know that The ExeQfind Group is committed to protecting the privacy of your personal data. The statement within will summarize our policy on what personal information we have, how we handle and protect it and what rights you have in relation to your data.

What Personal Data Do We Collect?

The ExeQfind Group is an executive search, recruitment and leadership consulting firm specializing in advisory and search services.  In the conduct of our business, we handle a range of personal data necessary to provide such services.  The type of information depends on our relationship with you.

Candidate / Participant

The categories of personal data we collect may include the following information and identifiers of individuals: name, contact information (e-mail address, address, telephone number), professional experience, photographs, individual capabilities, qualifications, professional style profile, peer reviews, executive competencies, interview notes as well as recordings and transcripts of such (if applicable). This data may be obtained directly from you, through publicly available sources, your professional networking profile, news reports, and/or third parties such as our clients, professional partners, sources/referees, and/or our authorized background check/verification providers. If you are or have ever been a candidate in an executive search process, in addition to the information listed above, we may collect information regarding your education history, languages, social activities, compensation details (where permitted by applicable legislation), information relating to references, offer letters, identification data (civil/marital status, gender, nationality), and contact history.

To align our processes with our commitment to ensuring equal opportunities, we may collect information about you (in the appropriate circumstances and in accordance with applicable laws) which may be classified as diversity information (or protected legal characteristics under California or federal law), such as your racial or ethnic background, gender, disability, age, sexual orientation, religion or beliefs, and/or socioeconomic background. Additionally, as some of our clients may be subject to employment diversity requirements, The ExeQfind Group may be required to share such information insofar as it pertains to the assignment you are a part of.  Providing this additional information is voluntary and declining to do so will not affect any assessment or search.

If you participate in an assessment process as part of our services, in addition to the information listed above, we may collect information regarding your responsibilities at work, character traits, details regarding your employment and development preferences, as well as any other information and responses you may provide through evaluative measures or surveys.  Providing additional personal data such as age, gender, and ethnicity is voluntary and will not affect the assessment results.

Reference or Source

If you provide a personal reference or feedback for an individual (depending on the circumstances we may classify you as a Reference or Source), we may collect and process your name, contact details, certain professional and employment details (such as title, occupation, qualifications and employment history), references and feedback, and your connection to the individual.  We may collect this information directly from you, the individual, or publicly available sources.  Any reference or feedback you provide about an individual would not be attributed to you if shared with third parties unless you allow us to do so.

Client or Vendor

If you are a client or vendor of The ExeQfind Group, data collected will typically comprise your contact details (such as name, telephone number, address, email address, job title, and business record related to the services).

How Do We Use Your Personal Data?

We will process your personal data in the context of providing our Services and maintaining our business relationship with you. This may include contacting you about an executive search assignment, consulting project, verifying profile details, identifying, assessing and evaluating individuals, and/or presenting our insights, analysis or reports to our clients.

We may also use the data in circumstances such as the following:

  • as part of a press check or background check, including verification of educational or professional credentials;
  • to help support and improve our business operations (e.g. interview transcription (if applicable), audit procedures, security processes, document storage, maintenance of our client relationship management (CRM) system and infrastructure, data analytics, benchmarking, statistics, creating thought leadership material, determining the effectiveness of our Services);
  • to share marketing and promotional materials (e.g., intellectual capital, thought leadership pieces, etc.);
  • to invite you to an industry and/or role-specific event (e.g., forum, charity event, etc.);
  • to work with partners, sponsors and vendors, including third-party travel agencies;
  • maintaining business records, including those related to our Services;
  • to exercise our legal rights, protect your interests or as required by applicable law;

We strive to ensure that your personal data is accurate, complete, and current. Your data will only be used in a way that is compatible with its intended use and will not be processed in any way that is contrary to what is outlined in this policy. We will not sell your personal data.

What is our Legal Basis for Processing your Personal Data?

The ExeQfind Group’s legal basis for processing your personal data in the context of providing its Services will depend on the personal information and processing activity involved in our relationship with you and the context in which it was obtained. This can be based on:

  • our legitimate business interests, provided the processing of such information is not overridden by your own interests or your fundamental rights and freedoms. For example: managing, operating or promoting our business, building and maintaining relationships with you, our clients and vendors, analyzing and improving our Services, managing our CRM system;
  • your consent, where required by applicable law. For example: for background checks, for any potentially sensitive information that may come to light during interviews, for employment diversity requirements, for recorded interview sessions; or
  • our compliance with legal and regulatory requirements under applicable laws such as: keeping records for tax purposes or for accounting or providing information to public authorities.

Where the Personal Data is Held and How It Is Transferred

Personal information is held within The ExeQfind Group’s secure global client and candidate relationship management system (CRM), which is accessible to The ExeQfind Group offices and members of our global alliance worldwide.  A list of our offices and alliance members can be found on our website (https://i9x.275.myftpupload.com/about-us/locations/).  

The ExeQfind Group may, during the course of our business, transfer your information to clients, partners, or approved third-party providers (such as background check providers, or travel/catering related service providers) in the context of supporting or serving you.

We may disclose personal information where required by law or in connection with any legal claims, subpoenas, warrants or other governmental/regulatory/judicial requests. If The ExeQfind Group receives a lawful access request from a third-country authority, our best efforts will be made to use all legal, technical, organizational, and supplementary measures available to limit the data that can be accessed to support the protection of your rights. We may disclose data where necessary to exercise, establish, or defend our legal rights, or to protect your vital interests or those of any other person.

Information Security and Integrity

The ExeQfind Group has implemented appropriate legal, physical, organizational, and technical security measures and procedures to safeguard personal information collected, ensure its proper use and prevent against accidental loss, unauthorized access, or unlawful processing. These measures are periodically reviewed and updated to remain aligned with legal and technological developments.

How Long Do We Retain Your Personal Data?

The ExeQfind Group will retain your personal data for as long as the data is needed in connection with the purposes for which it is being processed and depending on the nature of our relationship with you.

Specifically, we will retain personal data for as long as we have your consent or a legitimate interest to do so. We may also be required to retain certain personal information (i) for our business records (ii) to show that we have fulfilled our obligations towards relevant parties such as our clients and candidates, or to continue meeting any of our obligations once we have completed an assignment in which you may have been involved in, (iii) for us to be able to establish, exercise or defend our legal rights, or (iv) to otherwise comply with our legal obligations.

Once the need to retain your data has expired, we will delete or anonymize it in accordance with data minimization principles. If this is not possible at the time, (for example, because your personal information has been stored in backup archives) then we will securely store your personal information and isolate it from any further processing until deletion is possible.

Your Rights

You have the right to access, erase, correct, update, or complete your personal data, or to request no further contact from The ExeQfind Group. Additionally, to the extent permittable under applicable laws, you have the right to request the transfer of your personal data to a third party, to object to our use of your personal information, or to object to certain types of processing of your personal information. You can also withdraw your consent at any time; however, such withdrawal will not affect any processing performed prior to your withdrawal, nor will it affect processing based on other lawful grounds. Should you request that we delete your personal information, please note that we may keep a minimal amount of data for record keeping purposes (for example, to record your wish for your data to be deleted). If you wish to exercise any of these rights, you may contact [email protected].

If you are a California resident, you have certain rights under the California Consumer Privacy Act of 2018 (“CCPA”). Specifically, you may request the categories of personal data we have collected, the sources of such personal information, and the specific pieces of personal data we have collected about you. If applicable, you may also request the business or commercial purpose we have for collecting your personal data, the categories (outlined above) of your personal data we have shared or disclosed, and the categories of third parties to whom we have shared or disclosed such personal data. You also have the right to request the deletion of your personal data. To exercise any of your rights, you may contact the email address above ([email protected]), or you may call us at 1 (770) 375-0784). We will not discriminate against you for exercising any of your rights pertaining to your personal data.

Changes to this Policy

We may occasionally update this policy. Any material changes made will be posted on this page and the appropriate measures will be taken to keep you informed. Please visit this page on a regular basis to ensure that you remain up to date with our policy.

If you have any questions about this Privacy Policy, please e-mail us at [email protected].