Last updated: 09 June 2025

Causaly recognizes the importance of data privacy for our users and places the highest importance on maintaining your trust with respect to your privacy. We are committed to protecting your personal information once we have it.

About our Privacy Policy

This Privacy Policy applies to all products, services, websites, and apps offered by Causaly, including our website (https://www.causaly.com) and the Causaly Platform app (the “Service”). It also applies to candidates who participate in our recruitment process, whether applying directly, through a third-party job board, or via recruitment agencies. This policy may be supplemented by additional privacy statements, terms, or notices provided to you. Causaly owns the Service and is the controller of your personal information.

Controller

Causaly shall be the data controller of your personal information for certain activities (described in further detail below), such as customer support, communications, recruitment activities, and activities related to Service performance and improvements. However, when we have a Data Protection Agreement in place with your institution for the use of the Service, and subject to the agreement we have with them, Causaly shall in most cases be the data processor.

Processor

When your institution signs up to use the Service, Causaly Ltd is the processor of your personal data (collectively referred to as "Causaly", "we", "us", or "our" in this Privacy Policy).

We have appointed a Data Protection Officer (DPO) to oversee our data privacy compliance. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights as a data subject, please contact the data privacy manager using the details set out below.

Contact Details

If you have any questions about this Privacy Policy or our privacy practices, or if you would like to opt out of receiving Causaly marketing communications, please use the unsubscribe option in our emails or contact our DPO in the following ways:

• Full name of legal entity: Causaly Ltd
• Email address: privacy@causaly.com
• Postal address: 2 Underwood Row, London, United Kingdom, N1 7LQ

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk), or any other competent data protection authority in the relevant jurisdiction. However, we would appreciate the opportunity to address your concerns before you approach the ICO or another relevant authority, so please contact us in the first instance.

Changes to the Privacy Policy and your duty to inform us of changes

We keep our Privacy Policy under regular review. Any changes will be accessible through the Service online, and users will always be actively notified of material changes to the policy through the Service.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Information we collect about You

We collect information about you either directly from your input, your institution, and/or from third-party sources. The types of personal information that we collect from you depend on the content and features of the Service you use, how you interact with us, and may include:

• Registration and account information: Contact details, such as your name and email address; account login credentials, such as usernames, passwords, and password hints; other account information, including professional details such as current position and function; and any other preferences that can be set, such as communication preferences.
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• Account usage data and log data: Content that you upload, share, or store in your account, such as comments or contributions; information related to curating your research into folders within our system and setting bookmarks; search queries and a history of your personal search queries logged on our servers.
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• Other information: Information related to communications with our services, such as providing feedback for the Service and interactions with our customer support.
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• Institutional data: We may obtain information about you from the institution with which you are employed or affiliated, including contact details such as your name and institutional email address, user ID, and other account registration information such as job title.
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• Usage data: Data collected with the help of service providers such as Google Analytics, including information about your device and connection, such as IP address, browser type and version, operating system, other software installed on your device, unique device identifiers, and other technical identifiers, as well as error reports and performance data; usage data such as the features you used, the settings you selected, URL clickstream data (including date and time stamps, referring and exit pages), and pages you visited on the Service. We collect this data through our servers and the use of cookies and other technologies. For more details on our cookie settings, click the “Cookie Settings” button at the bottom of the Causaly website (www.causaly.com).
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• Recruitment data: If you apply for a position with Causaly, we may collect information such as your CV/resume, contact details, employment history, qualifications, references, interview notes, publicly available professional profiles (e.g., LinkedIn), and any assessments or tests you completed during the recruitment process. We may also use automated tools and artificial intelligence (AI) to assist with certain stages of our recruitment process. Any tools with automated functionality are used solely to support human decision-making and do not replace human judgment.

How We Use Your Information

When you provide personal data to us, you do so in the course of your employment and via your institution’s subscription to our Service. We may store or retain some of the personal data you share with us where necessary to fulfill our contractual obligations, where we have legitimate interests to do so, and as required for the operation and security of our systems. Please see the “Lawful Bases for Processing” section below.

When you provide us with information, we will use it in the ways for which you have given us permission. Generally, we use your information to help us provide and improve our products and services. We use your personal information to:

• Process and fulfill a request, order, download, or other transaction.
• Provide, activate, and manage your access to and use of the Service.
• Store and retain information as necessary to administer the use of the Service.
• Offer customized content and other personalization to make the Service more relevant to your user context, such as based on your research interests.
• Enhance and improve the Service, such as improving the precision of our machine-reading platform and designing and implementing new product features.
• Notify you about changes, updates, and other announcements related to the Service.
• Notify you about new products, services, and events through marketing materials or relevant promotional messages, which may include emails. Please note you have the right to opt out of such communications at any time.
• Provide customer support for any questions you might have.
• Ensure the safety of your information and our Service.
• Identify usage trends and conduct data analysis, including for research, reporting, and other business operations, such as paying royalties and license fees to third-party content providers.
• Conduct and administer user testing and surveys.
• Provide you with relevant messages and other information about products and services. In the context of recruitment, we use your personal information to assess your suitability for a role, communicate with you about your application, schedule interviews, conduct assessments, verify qualifications and references, and maintain a record of your recruitment history with us.
• Comply with our legal obligations and enforce our agreements.

Where AI tools are used during recruitment, they support efficiency and consistency in the screening and evaluation process. All final hiring decisions are made by humans, and candidates have the right to request human review of any decisions significantly affecting them that were influenced by any automated processing.

Sharing of Your Information

To properly operate our Service, we share your personal information within Causaly for reasons such as to process the information, complete a transaction or fulfil your request.

We do not share your information outside Causaly except for the following limited circumstances:

• Your institution
  
  • If you access the Service through a subscription administered by your institution, your personal information and certain usage data gathered through the Service may be accessed by or shared with the administrators authorized by your institution for the purposes of usage analysis and subscription management. We may also disclose to your institution or other third parties non-personally identifiable information, such as anonymous usage data reports and aggregated information, subject to any applicable legal or contractual obligations.
• To third parties
  
  • We might share your information with Suppliers and service providers, payment processors and customer support to properly operate and provide our Service to you. In the context of recruitment, we may share your data with third party service providers who assist in managing the recruitment process, such as applicant tracking systems, assessment platforms, or background check providers. These providers are contractually bound to process your data only for the purposes we specify and in accordance with applicable data protection laws.

We will also share your personal information for legal reasons or if we have a good faith belief that such disclosure is necessary to comply with any applicable law, regulation, legal process or other legal obligation; or to detect, investigate and help prevent security, fraud or technical issues.

Your Legal Rights

You have the right to:

• Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
  
  • If you want us to establish the data's accuracy.
  • Where our use of the data is unlawful but you do not want us to erase it.
  • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
  • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

• For candidates in a recruitment process, we retain your personal data for up to 18 months following the conclusion of the recruitment process, unless a stronger retention period is required or permitted by law, or you give us consent to retain your information for future opportunities.

If you wish to exercise any of the rights set out above, please contact us.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Data Retention

When you hold an account with our Service, we retain your data in our database. We retain your personal information for as long as necessary to provide the Service and fulfil the transactions you have requested, or for other essential purposes such as complying with our legal obligations, maintaining business and financial records, resolving disputes, maintaining security, detecting and preventing fraud and abuse, and enforcing our agreements.

Data Security

Causaly values the trust our customers place in us and takes data security seriously. We have taken a number of physical and non-physical steps to secure your information.

Your personal information may be stored and processed in your region or another country where Causaly and their service providers maintain servers and facilities, including the United Kingdom, Greece and/or the United States.

International Transfers

Some of our external third parties may be based outside the UK or EEA so their processing of your personal data will involve a transfer of data outside the UK or EEA.

Whenever we transfer your personal data outside of the UK or EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission by means of an Adequacy Decision; or
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• Where we use certain service providers, we may use specific contracts approved for use in the UK or EEA (including the EU Standard Contractual Clauses or the International Data Transfer Agreement and Addendum in the UK, as amended from time to time) which give personal data the same protection it has in the UK or EEA.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK or EEA.

Lawful Bases for Processing

When we collect any personal information from you, we do so:

• where necessary to provide the Service, fulfil a transaction or otherwise perform a contract with you or at your request prior to entering into a contract;
• where necessary for our compliance with applicable laws or other legal obligations;
• where necessary for the performance of a task carried out in the public interest;
• where applicable, with your consent;
• as necessary to operate our business, protect the security of our systems, customers and users, detect or prevent fraud, or fulfil our other legitimate interests as described in the sections above, except where our interests are overridden by your privacy rights; and/or
• for recruitment related data, our lawful bases include legitimate interests (e.g. to hire qualified staff), consent (where provided), and compliance with legal obligations. Where AI is used, we ensure it aligns with applicable data protection regulations, and individuals have the right to obtain meaningful information about the logic involved, significance and potential consequences

Where we rely on your consent to process personal information, you have the right to withdraw your consent at any time, and where we rely on legitimate interests, you may have the right to object to our processing.

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