last updated: JUNE 14, 2025
1. Who We Are
Company: Decimals Work Ltd
Registered Address: 31 Vectra House, Paradise Road, Richmond, TW9 1SE
Company Registration: 16493009
Contact: privacy@decimals.work
Decimals Work Ltd operates a recruitment platform that connects candidates, domain experts, and client companies. We act as the data controller for personal data collected through our platform.
We collect a variety of information to help us operate effectively and provide you with the best possible experience. This includes personal information such as your name, email address, job title, company name, and any other details you choose to submit through contact forms, sign-up processes, or direct communication with our team. We also gather technical data such as IP addresses, browser types, device information, and behavioral data about how you navigate our website. This information is collected through cookies, server logs, and third-party analytics tools, and it helps us improve usability, monitor site performance, and ensure the security of our platform.
2. What Data We Collect
For Candidates
Contact details (name, email, phone)
Professional information (CV/resume, LinkedIn profile if connected, skills, role preferences, salary expectations, location preferences)
Uploaded materials (portfolio files, work samples, or other documents you provide)
Voice notes (optional): used only to demonstrate communication skills. We never use voice data for biometric identification. Voice notes are deleted after 12 months or sooner at your request.
LinkedIn integration (if you connect it): we collect profile fields (name, job history, skills, profile photo) to keep your candidate profile up to date. We do not continuously monitor your account.
For Domain Experts
Contact details and professional background
Areas of expertise and client role specifications you upload
Candidate referrals and communication records with candidates/clients
For Client Companies
Company details and contact information
Job specifications and role requirements
Hiring preferences and candidate feedback
For All Users
Device and usage data (IP address, browser type, operating system, usage logs)
Cookies and analytics (see Section 9)
3. How We Use Your Data
Matching & Introductions: We use your profile data to recommend candidates to experts, and jobs to candidates.
AI-Assisted Matching: We use AI to suggest matches, but final referrals and introductions are always reviewed by humans (domain experts). You can request human-only review at any time.
Platform Operations: To provide services, manage accounts, and ensure platform performance.
Communication: To send notifications, updates, or relevant opportunities. Marketing messages are only sent with your consent.
Improvement & Safety: We analyse anonymised data to improve matching and monitor for unusual activity to protect users.
4. Legal Basis for Processing
Consent: When you register and provide information voluntarily.
Contract: To deliver recruitment and matching services.
Legitimate Interest: Operating, improving, and securing the platform.
Legal Obligation: Compliance with employment and data protection laws.
5. Data Retention
Candidate and expert data: kept for 24 months after last activity, then securely deleted unless you request otherwise.
Voice notes: stored for a maximum of 12 months.
Client company data: retained for 7 years for business and legal record-keeping.
You can request deletion at any time (see Section 7).
6. Data Sharing & Transfers
Shared only with authorised team members, domain experts, and client companies for hiring purposes.
May be shared with service providers (e.g. cloud hosting, email, analytics) under strict contractual safeguards.
If data is transferred outside the UK/EEA, we use UK/EU Standard Contractual Clauses to ensure protection.
7. Your Rights
Under UK GDPR, you have the right to:
Access, correct, or delete your data
Restrict or object to processing
Request portability (download your data)
Withdraw consent at any time
Request human review of AI-assisted decisions
To exercise these rights, email privacy@decimals.work.
8. Children’s Privacy
Our services are not intended for individuals under 18. We do not knowingly collect personal data from minors. If we discover such data, we will delete it immediately.
9. Cookies & Analytics
We use cookies to:
Essential: Run the platform (login, security)
Performance: Analyse usage to improve features
Marketing (optional): Track engagement for outreach
You can manage cookie preferences via your browser or our cookie banner.
10. Updates
We may update this policy from time to time. Any significant changes will be communicated via email or platform notice.
11. Contact Us
Privacy inquiries: privacy@decimals.work
General inquiries: hello@decimals.work
Website: www.decimals.co
We may revise this Privacy Policy from time to time to reflect changes to our practices, legal obligations, or service offerings. When we do, we will update the effective date at the top of this page and, where appropriate, provide you with notice by email or through our platform. We encourage you to review this page periodically to stay informed about how we are protecting your data and respecting your privacy preferences.
Do you have questions?
Reach out to our team.
Contact us
