Privacy Policy

1. Introduction

moobob (“we”, “our”, or “us”) is a Customer Relationship Management (CRM) platform designed for recruitment agencies to manage their candidate and client data. We are committed to protecting the privacy of the people whose data passes through moobob and to processing personal data securely, transparently, and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains what personal data moobob collects, how we use it, who we share it with, and the rights available to individuals. Where we rely on your consent to a specific processing activity, we will ask for it separately and you can withdraw it at any time; simply using moobob does not, by itself, constitute consent to all processing described in this policy.

2. Who This Policy Covers, and Our Role as Controller or Processor

This Privacy Policy applies to recruitment agencies that use moobob (“Agencies”), the individual users at those Agencies, the clients of those Agencies, and the candidates whose data Agencies manage using moobob.

Our role differs depending on whose data is involved:

• Agency account data (e.g. the names, log-in details, and contact information of the Agency's own staff who use the platform) — moobob acts as the data controller.
• Candidate data and client data that an Agency uploads or manages within moobob — the Agency is the data controller, and moobob acts as a data processor, handling that data only on the Agency's instructions and under a data processing agreement. If you are a candidate or a client contact and want to exercise a data protection right (such as access or erasure), please contact the recruitment agency you dealt with directly, as they are best placed to action your request; we will support them in doing so.

3. Data We Collect

3.1 User Data — For Agency staff and other individual users who access the platform:

• Name
• Email address
• Phone number
• Job title
• Company name
• Login credentials (encrypted)

3.2 Candidate Data — As a CRM system for recruitment agencies, moobob may process candidate information on behalf of Agencies, such as:

• Name
• Email address
• Phone number
• CV/résumé details (including employment history, education, and qualifications)
• Professional experience and skills
• LinkedIn or other publicly available professional profiles
• References and other recruitment-related information

3.3 Client Data — To facilitate interactions between Agencies and their clients, we may process:

• Client company information
• Contact person's name, email, and phone number
• Job orders and recruitment project details

3.4 Usage Data — We collect information about how the platform is accessed and used, including:

• IP address
• Browser type and version
• Device information
• Log files and session activity
• Cookies and similar tracking data (see Section 10)

4. How We Use Personal Data, and Our Legal Basis

We use personal data to operate and improve moobob, and rely on the following legal bases under UK GDPR:

• Performance of a contract — providing access to the platform, managing user accounts, and facilitating recruitment processes between Agencies, candidates, and clients.
• Legitimate interests — improving our services by analysing usage patterns, and monitoring for security threats and fraud, balanced against individuals' rights and freedoms.
• Legal obligation — complying with applicable law, regulation, or requests from public authorities.
• Consent — where we send optional marketing communications or use non-essential cookies; you can withdraw this consent at any time.

We also use personal data to send notifications relating to system updates, service announcements, or administrative messages.

moobob does not use personal data for any automated decision-making or profiling that produces legal or similarly significant effects on individuals.

5. Sharing of Data

moobob only shares personal data with third parties under specific conditions:

5.1 Third-Party Service Providers — We may share data with trusted third-party providers who help us operate the platform, including cloud hosting providers, payment processors, and IT and security service providers. These providers are bound by contract to keep the data confidential and to use it only to provide services to moobob, and not for their own purposes.

5.2 Legal Requirements — We may disclose personal data if required by law, regulation, or court order, or in response to a lawful request from a public authority.

We do not sell personal data to third parties.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, or reporting requirements.

• User Data: retained for as long as the relevant individual has an active moobob account, and for a limited period afterwards to meet legal and administrative requirements.
• Candidate Data: retained in line with the retention instructions and policies of the recruitment agency responsible for that data, unless a longer period is required by law.
• Client Data: retained for as long as necessary to support the recruitment relationship between the Agency and the client, and in line with the Agency's instructions.

When personal data is no longer needed, it will be securely deleted or anonymised.

7. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, or destruction, including:

• Encryption of personal data both in transit and at rest.
• Role-based access controls, so only authorised personnel can access personal data.
• Regular security assessments to identify and mitigate risks.

No method of transmission over the internet or electronic storage is completely secure. While we use commercially reasonable measures to protect personal data, we cannot guarantee its absolute security.

8. Your Rights

Subject to applicable law and to the controller/processor roles described in Section 2, individuals may have the following rights over their personal data:

• Access: request access to the personal data we hold about you.
• Rectification: ask us to correct inaccurate or incomplete personal data.
• Erasure: request deletion of your data, subject to legal and contractual obligations.
• Restriction: ask us to limit how your data is processed in certain circumstances.
• Data Portability: request a copy of your data in a machine-readable format.
• Object: object to processing carried out for direct marketing or other legitimate interests.
• Withdraw Consent: withdraw consent at any time, where we rely on consent to process your data.

Candidates and client contacts should direct these requests to the relevant recruitment agency in the first instance, as explained in Section 2. Agency users, or anyone unsure who to contact, can reach us at enquiries@moobob.com; we will respond within the timeframes required by applicable data protection law.

If you are unhappy with how we have handled your personal data, you also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk, or with your local data protection authority.

9. International Data Transfers

moobob may store or process personal data outside of the United Kingdom, including in countries that may not offer an equivalent level of data protection. Where this occurs, we put appropriate safeguards in place, such as the UK's International Data Transfer Agreement or Addendum, or standard contractual clauses approved for this purpose, to protect personal data.

10. Cookies and Tracking Technologies

moobob uses cookies and similar technologies to authenticate users, remember preferences, and analyse how the platform is used. Strictly necessary cookies are used to operate the platform and do not require consent; any non-essential cookies are used only with your consent, which you can manage or withdraw through your browser or cookie settings. Disabling certain cookies may affect the platform's functionality.

11. Children's Data

moobob is intended for use by recruitment agencies, candidates, and clients acting in a professional capacity, and is not directed at children. We do not knowingly collect personal data from children.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. Where we make material changes, we will notify you by email or through the platform before the changes take effect. The “Last Updated” date at the top of this policy shows when it was last revised.

13. Contact Information

If you have any questions or concerns about this Privacy Policy or how your personal data is processed, please contact us using the details below.