Privacy Policy

EP HeadHunter ("we," "our," or "us") is committed to protecting the privacy and personal data of our clients, candidates, website visitors, and business partners. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with Colombian data protection legislation, specifically Ley 1581 de 2012 (Statutory Law on Data Protection) and its regulatory decree Decreto 1377 de 2013.

By using our website, engaging our services, or providing personal information to us, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our data handling practices, please refrain from using our services or website.

1. Information We Collect

We collect personal data through various channels as part of our executive search and talent advisory services. The types of information we collect include:

1.1 Information from Clients

• Company name, industry, and organisational details
• Contact information: name, email address, phone number, and business address
• Job specifications, role requirements, and organisational structure details
• Contractual and billing information

1.2 Information from Candidates

• Full name, date of birth, nationality, and contact details
• Professional qualifications, certifications, and education history
• Employment history, including current and previous roles, responsibilities, and compensation
• Curriculum vitae (CV) or resume
• Psychometric assessment results, DISC profiles, and competency evaluation outcomes
• Professional references and reference check results (with prior consent)
• Photographs (when voluntarily provided)

1.3 Information from Website Visitors

• Contact form submissions: name, email, phone, company, and message content
• Technical data: IP address, browser type, operating system, and device information
• Usage data: pages visited, time spent on site, and referral sources
• Cookies and similar tracking technologies (see our Cookie Policy below)

2. How We Use Your Information

We process personal data for the following purposes:

• Executive search and recruitment: Identifying, assessing, and presenting qualified candidates to client organisations for executive-level positions
• Talent assessment: Conducting competency evaluations, psychometric testing, DISC profiling, and reference checks as part of our assessment methodology
• Client relationship management: Communicating with clients regarding engagement progress, search updates, and service delivery
• Service improvement: Analysing usage patterns to improve our website, services, and candidate matching processes
• Marketing and communications: Sending relevant industry insights, market reports, and service updates (with consent)
• Legal compliance: Fulfilling our obligations under Colombian law and responding to legal requests
• Contract fulfilment: Processing payments, managing engagements, and delivering agreed-upon services

3. Data Protection and Security

We implement robust technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. Our security measures include:

• Encryption of sensitive data during transmission and storage
• Access controls restricting data access to authorised personnel only
• Non-disclosure agreements (NDAs) with all employees and contractors who handle personal data
• Regular security assessments and reviews of our data protection practices
• Secure document management systems with audit trails
• Physical security measures at our office premises in Bogota

In accordance with Ley 1581 de 2012, Article 17, as data controllers (responsable del tratamiento), we maintain a registry of our data processing activities and ensure all processing is carried out in compliance with the principles of legality, purpose limitation, freedom, truthfulness, transparency, restricted access, security, and confidentiality.

4. Third-Party Sharing

We may share personal data with the following categories of third parties, always in accordance with the purposes described in this policy:

• Client organisations: Candidate information is shared with prospective employers as part of the executive search process, only with the candidate's explicit prior consent
• Assessment providers: Psychometric testing and assessment tool providers who process data on our behalf under strict confidentiality agreements
• Global alliance partners: Trusted executive search firms within our international network, when cross-border placements are required, subject to equivalent data protection standards
• Service providers: Technology providers, hosting services, and communication platforms that support our business operations, bound by data processing agreements
• Legal authorities: When required by Colombian law, court order, or governmental authority

We do not sell, rent, or trade personal data to third parties for marketing purposes. All data sharing is conducted on a need-to-know basis and subject to appropriate safeguards.

5. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by applicable law. Our retention periods are as follows:

• Candidate data: Retained for up to 5 years from the date of last interaction, unless the candidate requests earlier deletion or provides consent for longer retention
• Client data: Retained for the duration of the business relationship plus 5 years for legal and accounting purposes
• Website analytics data: Retained for up to 2 years
• Contact form submissions: Retained for up to 2 years from submission

6. Your Rights

Under Ley 1581 de 2012, you have the following rights regarding your personal data:

• Right of Access (Derecho de Acceso): You may request information about the personal data we hold about you and how it is being processed
• Right to Update and Rectification (Derecho de Actualización y Rectificación): You may request correction of inaccurate, incomplete, or outdated data
• Right to Deletion (Derecho de Supresión): You may request deletion of your personal data when it is no longer necessary for the stated purposes, subject to legal retention obligations
• Right to Revoke Consent (Derecho de Revocatoria): You may withdraw your consent for data processing at any time, though this may affect our ability to provide certain services
• Right to File Complaints: You may file complaints with the Superintendencia de Industria y Comercio (SIC) if you believe your data protection rights have been violated

To exercise any of these rights, please contact us using the details provided in Section 8 below. We will respond to all legitimate requests within fifteen (15) business days, in accordance with the timelines established by law.

7. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience and analyse site usage. The types of cookies we use include:

• Essential cookies: Required for the website to function properly (e.g., session management)
• Analytics cookies: Help us understand how visitors interact with our website (e.g., Google Analytics)
• Preference cookies: Remember your settings and preferences for future visits

You may manage cookie preferences through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

8. Contact Information

For questions, concerns, or requests related to this Privacy Policy or your personal data, please contact our data protection team:

9. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. Material changes will be communicated through our website or by direct notification where appropriate. The "Last updated" date at the top of this page indicates when the policy was most recently revised. We encourage you to review this page periodically to stay informed about our data protection practices.

10. Governing Law

This Privacy Policy is governed by the laws of the Republic of Colombia, including Ley 1581 de 2012 (Statutory Law on Data Protection), Decreto 1377 de 2013, and any subsequent amendments or regulations. Any disputes arising from this policy shall be resolved by the competent courts of Bogota, D.C., Colombia.