Who we are

I'm Naomi Crosbie-Iwasaki, and I run Chikara HR (SIREN: 979609997), a recruitment and HR consultancy based in France.

This privacy policy explains what information I collect, what I do with it, and your rights around your personal data. I've written it in plain English because privacy policies should be clear and accessible.

If you've got questions or concerns after reading this, email me at info@chikarahr.com.

By using my services or website, you're agreeing to what's in this policy. If you don't agree, please don't use my services.

What information do I collect?

The information I collect depends on whether you're a job candidate, a client, or just visiting my website.

If you're a job candidate

When you register with me or apply for a role, I collect:

• Your name, email, phone number, and address

• Your CV, employment history, and qualifications

• Right to work documentation

• Professional references (only with your permission)

• Interview notes and recordings (only with your consent before I press record)

• Your preferences about roles, salary, and location

• Any other information you choose to share with me

I might also collect information about you from:

• LinkedIn: When you apply for roles through LinkedIn or when I contact you for opportunities, I can see the information in your public LinkedIn profile. LinkedIn's own privacy policy applies to their platform and what information they make available to recruiters.

• References: People you've provided (only with your permission)

• Previous conversations: Information from our earlier discussions

When you apply for a role through LinkedIn or other job boards, you'll see a data processing notice confirming you're comfortable for your information to be stored and processed as part of the recruitment process.

If you're a client

When you work with me, I collect:

• Your name, job title, email, and phone number

• Your company name and address

• Information about the roles you need to fill

• Meeting notes and correspondence

• Payment and invoice information

If you're visiting my website

My website collects some basic information automatically:

• Your IP address and general location

• What browser and device you're using

• Which pages you visit and how long you stay

• Cookies (small files stored on your device that help the website work properly)

If you download resources from my website or fill in a contact form, I'll collect whatever information you provide in those forms (typically your name and email address).

How do I use your information?

I use your information for specific, practical reasons to provide recruitment and HR services.

For candidates:

• To match you with suitable job opportunities

• To present your profile to clients for roles you're interested in

• To arrange and conduct interviews

• To manage references and right to work checks

• To stay in touch about opportunities

• To send you relevant updates and information about the recruitment market

• To meet legal requirements around recruitment and right to work

For clients:

• To understand what roles you need filled

• To present suitable candidates

• To manage our working relationship

• To send invoices and process payments

• To keep you informed about recruitment insights and services

• To meet legal and accounting obligations

For website visitors:

• To make the website work properly

• To understand how people use the site so I can improve it

• To provide resources you've requested

Marketing communications

If you've signed up to receive updates or information from me, I may send you:

• Recruitment insights and market updates

• HR best practices and resources

• Information about services from Chikara HR

You can unsubscribe from these emails at any time by clicking the unsubscribe link, or by emailing info@chikarahr.com.

I'll still send you essential service-related emails (like interview confirmations or invoice notifications) even if you've opted out of marketing.

AI and automation

I use technology to work efficiently:

• Interview recordings: With your consent, I record interviews using third-party recording and transcription software. These recordings are processed by AI services (including providers based in the United States) to create transcripts automatically. These providers are contractually prohibited from training their AI models on your data. I use these recordings and transcripts to keep accurate records and assess candidate suitability.

• AI tools: I use AI tools (including services based in the United States) for transcription, organisation, and note-taking. These providers are contractually prohibited from training their AI models on your data, but data is processed and temporarily stored on their servers.

• Applicant tracking system: My ATS manages candidate profiles and automatically checks in with candidates every 6 months to confirm they want to stay registered. If you don't respond within 14 days (you'll get a reminder after 7 days), your profile is anonymised and archived.

Who do I share your information with?

I don't sell or rent your data to anyone. Here's who might see your information:

For candidates:

• Potential employers: When I present your profile for roles you're interested in (I always keep you informed about which roles I'm putting you forward for)

• References: People you've nominated to provide references

• Recruitment associates: I work with a small number of trusted associates who have their own accounts in my systems. They help with placements and interviews and follow the same privacy standards.

For everyone:

• Technology providers: I use various services to run my business, including:

  • Google Workspace (email, storage, documents)

  • Applicant tracking system

  • Recording and transcription software

  • AI tools for organisation and note-taking

  • Website hosting and analytics

  • LinkedIn Recruiter (for sourcing and communicating with candidates)

• All these providers are GDPR-compliant and only process data according to my instructions. They can't use your data for their own purposes.

• Professional advisors: Accountants, lawyers, or other professionals when necessary (they're bound by professional confidentiality)

• Legal requirements: If required by law, court order, or regulatory authority

I don't share interview recordings or transcripts outside Chikara HR without your explicit permission.

How long do I keep your information?

I keep information for as long as necessary to provide my services and meet legal obligations. Here's what I retain and for how long:

• Active candidates: Your profile stays active in my system until you opt out. My applicant tracking system automatically contacts you every 6 months to check you want to remain registered. If you don't respond within 14 days, your profile is anonymised and archived.

• Interview recordings and transcripts: Up to 6 months, then deleted.

• Client records and correspondence: For the duration of our relationship and up to 10 years afterwards to meet French accounting and tax obligations.

• Invoices and payment records: 10 years (required by French law). These contain minimal personal information, typically just names.

• Marketing preferences: Until you unsubscribe or request deletion.

• Website analytics and cookies: Varies by type, typically 26 months or less.

• General emails and notes: Up to 2 years unless needed for legal or contractual purposes.

When I delete your information, it's permanently removed from my active systems. Backups are typically deleted within 7 days.

International data transfers and placements

I work with clients and candidates internationally. This means:

• Candidate placements: If you apply for roles or express interest in opportunities outside France, I may share your information with employers in other countries. I'll always keep you informed about where I'm presenting your profile.

• Technology providers: Some of the technology I use is based outside the EU, particularly in the United States. This includes cloud storage, recording services, and AI tools.

I only work with international employers and technology providers who have appropriate safeguards in place, such as:

• Standard Contractual Clauses (approved by the EU)

• Certification under data protection frameworks

• Strong technical and organisational security measures

Your rights

Under GDPR and data protection laws, you have several rights:

Access your data

You can ask for a copy of all the personal information I hold about you. Email info@chikarahr.com and I'll send it within 30 days.

Correct your data

If anything I have is wrong or out of date, let me know and I'll fix it.

Delete your data

You can ask me to delete your information. I'll do this unless I have a legal reason to keep it (like invoices for tax purposes).

For candidates: Just respond to the 6-month check-in email and ask to be removed, or email me directly at info@chikarahr.com.

Restrict processing

You can ask me to stop using your data in certain ways while keeping it on file.

Object to processing

You can object to how I'm using your data, particularly for marketing purposes.

Data portability

You can ask for your data in a portable format to transfer to another service.

Withdraw consent

If I'm processing your data based on your consent (like recording interviews or sending marketing emails), you can withdraw that consent at any time.

To exercise any of these rights, email info@chikarahr.com. I'll respond within 30 days.

If you're not happy with how I've handled your data, you have the right to complain to:

• France: CNIL (Commission Nationale de l'Informatique et des Libertés) at www.cnil.fr

• UK: ICO (Information Commissioner's Office) at ico.org.uk

• Your local data protection authority

How I keep your information safe

I take security seriously:

• All data stored in secure cloud services with encryption

• Strong passwords and two-factor authentication where available

• Access restricted to authorised personnel only

• Regular reviews of who has access to what

• Data Processing Agreements with all technology providers

• Secure disposal when data is no longer needed

No system is 100% secure, but I implement appropriate technical and organisational measures to protect your information.

Cookies and website tracking

My website uses cookies to function properly and understand how visitors use the site. You can manage cookie preferences through your browser settings, but some features might not work if you disable certain cookies.

Cookies are managed through the website's built-in cookie management system. This includes:

• Essential cookies needed for the website to function

• Analytics cookies to understand how visitors use the site

• Any third-party cookies from embedded content

You can control cookies through your browser settings or through the cookie consent options when you first visit the website.

Changes to this policy

I review and update this policy regularly to reflect changes in my business or legal requirements. The "Last updated" date at the top tells you when it was last changed.

If I make significant changes that affect how I use your data, I'll let you know by email or through a notice on my website.

How to contact me

Questions, concerns, or want to exercise your rights?

Email: info@chikarahr.com

Business name: Chikara HR
Business registration: SIREN 979609997

I'll respond to any privacy requests within 30 days.

That's it. Just straightforward information about how I handle your data.