Privacy Policy

This Privacy Policy explains how Botmark Holdings (“we”, “us”, “our”) collects, uses, stores, shares and protects personal information submitted through https://www.botmarkholdings.com(the “Site”), including via our consultation, talent request and employer enquiry forms. It applies to visitors, job seekers and employer contacts. By submitting a form on the Site, you consent to the practices described below.

Information we collect

Depending on which form you use, we may collect:

• Job seekers / general enquiries: full name, email address, telephone number, country of residence, preferred contact method, the service you are interested in, and the message you provide.
• Employers: company name, contact person name, work email, telephone number, country, industry, roles required, number of hires, recruitment location, preferred start date, and the requirement details you provide.
• Technical information: we automatically log limited technical data (such as IP address and timestamps) for security and rate-limiting purposes, to protect the Site from spam and abuse.

We do not knowingly collect sensitive personal information (such as health, religious or biometric data) through the Site, and ask that you do not include such details in free-text fields unless directly relevant and necessary to your enquiry.

How we use your information

We use the information you submit to:

• respond to your enquiry and communicate with you about it;
• arrange and conduct consultations;
• assess candidate profiles against, and match candidates to, live and upcoming roles;
• assess employer recruitment requirements and provide the Services requested;
• maintain business records and comply with legal or regulatory obligations; and
• protect the Site and our systems against fraud, spam and misuse.

We do not sell your personal information and do not use it for unrelated marketing without your consent.

Legal basis for processing

Where applicable data protection law requires a legal basis, we rely on: your consent (given when you submit a form), the steps necessary to enter into or perform a contract with you (for example, providing recruitment services you have requested), and our legitimate interests in operating and securing the Site and responding to enquiries.

Cookies and similar technologies

The Site uses only strictly necessary cookies required for core functionality, such as keeping an administrator securely signed in to the restricted admin area. We do not use third-party advertising or cross-site tracking cookies. Because these cookies are essential to the Site’s operation, they cannot be switched off; you can still block or delete cookies through your browser settings, though this may affect functionality that depends on them (such as the admin area).

Sharing and disclosure

Enquiry records are stored in our secure database, hosted by our infrastructure provider Supabase, so our team can respond. If email notifications are configured, limited contact details may be sent to our internal notification inbox. We may share information with trusted service providers who support our operations (such as hosting and email delivery) under confidentiality obligations, and we may disclose information where required to comply with applicable law, regulation or a valid legal process, or to protect the rights, property or safety of Botmark Holdings, our clients or others. We do not sell or rent your personal information to third parties.

International transfers

Botmark Holdings operates from Botswana and the United Arab Emirates, and our hosting and email providers may process data in other countries. Where personal information is transferred internationally, we take reasonable steps to ensure it continues to be protected in a manner consistent with this Privacy Policy.

Data security

We apply reasonable technical and organisational measures to protect the information you submit, including transport encryption, access controls restricting our admin area to authorised personnel, and rate-limiting to reduce automated abuse. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Retention

We keep enquiry and candidate information for as long as needed to manage your request, consider you for relevant opportunities, and meet reasonable business record-keeping and legal obligations. When information is no longer needed for these purposes, we take reasonable steps to delete or anonymise it.

Children’s privacy

Our Services are intended for individuals aged 18 and over. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can remove it.

Your rights and choices

Subject to applicable law, you may contact us to request access to, correction of, a copy of, or deletion of personal information you have provided, to object to or restrict certain processing, or to withdraw consent at any time. Withdrawing consent does not affect processing already carried out, and we may need to retain certain information to comply with legal obligations. We will respond to verified requests within a reasonable time.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The “Last updated” date above shows when it was last revised. Material changes will be reflected on this page.

Contact

For privacy questions or to exercise your rights, email reception@botmarkholdings.com or call +267 71 813 137.

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