INTRODUCTION

Formix (Pvt) Ltd (“Formix”, “we”, “us”, or “our”) is committed to protecting the privacy and personal data of every individual who interacts with our organisation whether you are a candidate seeking employment, a client organisation engaging our services, a visitor to our website, or a contact reached through our business development activities. This Privacy Policy explains how we collect, use, store, share, and protect your personal information across all of our operations in Sri Lanka, the Maldives, Bangladesh, and Australia.

By using our website at formix.live, submitting your personal information to us, or engaging with our recruitment and HR services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection and use of your information as described herein. If you do not agree with any part of this policy, we ask that you refrain from using our website or submitting personal information to us.

This Privacy Policy applies to all personal data processed by Formix in connection with our recruitment, executive search, HR outsourcing, payroll administration, employer of record, training and development, and all other services we provide. It applies equally to information collected through our website, through direct contact with our team, through third-party platforms, and through any other channel by which you interact with Formix.

THE INFORMATION WE COLLECT

We collect personal information from candidates, clients, website visitors, and business contacts in the course of providing our services and operating our business. The categories of personal information we collect depend on your relationship with us and the nature of your interaction.

For candidates and job seekers, we collect information that you provide directly when registering with us, submitting your CV or profile, completing application forms, or communicating with our consultants. This information typically includes your full name, contact details including email address and phone number, residential address, date of birth, nationality and right to work status, educational qualifications and professional certifications, employment history and career experience, salary expectations and current remuneration, references and referee contact details, and any other information you choose to include in your CV or provide to us during the recruitment process. In some cases, we may also collect sensitive personal data such as identification documents or background check information where required for specific roles or by applicable law.

For client organisations and business contacts, we collect information necessary to manage our commercial relationship and deliver our services. This includes the names and contact details of individual representatives, job titles and business roles, organisational information, and communication records relating to our engagement.

For website visitors, we collect technical information through cookies and similar tracking technologies, including IP addresses, browser type and version, pages visited, time spent on our website, and referring website addresses. This information is collected to improve the performance and user experience of our website and to understand how visitors engage with our content.

We may also collect personal information from third-party sources including professional networking platforms such as LinkedIn, referrals from existing candidates or clients, publicly available professional directories, and third-party background screening providers where applicable and where permitted by law.

HOW WE USE YOUR INFORMATION

Formix uses the personal information we collect for specific, legitimate purposes directly related to our business operations and the services we provide. We do not use your personal information for any purpose that is incompatible with the reason for which it was originally collected.

For candidates, we use your personal information to assess your suitability for employment opportunities, to match your profile against current and future vacancies within our client network, to communicate with you about relevant opportunities, to present your profile to potential employers with your consent, to conduct reference and background checks where required, and to manage our ongoing relationship with you throughout the recruitment process. We may also use your information to send you relevant market intelligence, salary guides, career advice, and other content that we believe will be of value to you as a professional in your field, provided you have not opted out of receiving such communications.

For clients, we use your information to manage our commercial relationship, to deliver the recruitment, HR, and workforce solutions you have engaged us to provide, to communicate with you regarding active engagements and new service opportunities, and to maintain accurate records of our business interactions.

For website visitors, we use technical data to analyse and improve website performance, to understand how our content is being used, and to ensure the security and proper functioning of our digital platforms.

We process personal data on the basis of legitimate interests in operating our recruitment and HR business, contractual necessity where we are providing services to you or your organisation, legal obligation where processing is required by applicable law, and consent where we have sought and received your explicit permission to process your data for a specific purpose

HOW WE SHARE YOUR INFORMATION

Formix shares personal information only in circumstances that are necessary for the delivery of our services or required by applicable law. We do not sell your personal data to third parties under any circumstances.

We share candidate information with client organisations only with your knowledge and, where required, with your explicit consent. Before presenting your profile to a potential employer, our consultants will discuss the opportunity with you and confirm your interest in being represented for that role. We will not share your personal data with any client organisation without your prior agreement.

We may share personal information with trusted third-party service providers who assist us in operating our business and delivering our services. These include technology providers who host and maintain our recruitment software and database systems, payroll processing platforms, background screening and verification companies, and communication and marketing platforms. All third-party providers engaged by Formix are required to handle personal data in accordance with applicable data protection laws and are permitted to use personal data only for the specific purposes for which it has been shared.

We may disclose personal information to regulatory authorities, law enforcement agencies, or other government bodies where required to do so by applicable law, court order, or regulatory requirement. In such cases, we will disclose only the minimum information necessary to satisfy the legal obligation.

Where Formix operates across multiple jurisdictions including Sri Lanka, the Maldives, Bangladesh, and Australia — personal data may be transferred between our offices and operations in these countries for the purposes of delivering our services. We take appropriate measures to ensure that any such cross-border transfer of data is conducted in compliance with applicable data protection legislation in each jurisdiction.

DATA RETENTION

Formix retains personal data for as long as is necessary to fulfil the purposes for which it was collected, to maintain our business records, to comply with applicable legal and regulatory obligations, and to resolve any disputes that may arise in connection with our services.

For candidates, we typically retain your personal data for a period of five years from your most recent interaction with us. This allows us to maintain your profile in our talent database and to consider you for future opportunities that may be relevant to your career. If at any time you wish to have your data removed from our systems, you may exercise your right to erasure as described below and we will action your request in accordance with applicable law.

For client and business contact data, we retain records for the duration of our commercial relationship and for a period of seven years thereafter, in accordance with standard business record-keeping requirements and applicable legal obligations.

Technical and website usage data is retained for a shorter period appropriate to its purpose, typically no longer than twenty-four months.

YOUR RIGHTS

Depending on your location and the applicable data protection laws in your jurisdiction, you may have certain rights in relation to the personal data we hold about you. These rights may include the right to access the personal data we hold about you and to receive a copy of that information, the right to request correction of any inaccurate or incomplete personal data, the right to request the deletion of your personal data where it is no longer necessary for the purposes for which it was collected, the right to object to or restrict the processing of your personal data in certain circumstances, the right to data portability where processing is carried out by automated means, and the right to withdraw consent where processing is based on your prior consent.

To exercise any of these rights, please contact us at hello@formix.live. We will respond to your request within thirty days and will process your request in accordance with applicable data protection legislation. We may need to verify your identity before actioning certain requests to ensure the security of your personal data.

If you believe that Formix has not handled your personal data in accordance with this Privacy Policy or applicable law, you have the right to raise a complaint with the relevant data protection authority in your jurisdiction.

COOKIES AND TRACKING TECHNOLOGIES

Our website uses cookies and similar tracking technologies to improve your browsing experience, to analyse website traffic and user behaviour, and to support the functionality of our digital platforms. Cookies are small text files that are placed on your device when you visit our website. They allow us to recognise your browser, remember your preferences, and collect information about how you use our site.

We use essential cookies that are necessary for the website to function correctly, analytical cookies that help us understand how visitors interact with our content, and marketing cookies that allow us to deliver relevant content and communications. You can manage your cookie preferences through your browser settings at any time. Please note that disabling certain cookies may affect the functionality of our website.

SECURITY OF YOUR PERSONAL DATA

Formix takes the security of your personal data seriously and has implemented appropriate technical and organisational measures to protect your information against unauthorised access, accidental loss, destruction, or disclosure. These measures include secure data storage systems, access controls that limit data access to authorised personnel only, encryption of data in transit, and regular review of our security practices and procedures.

While we take every reasonable precaution to protect your personal data, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but are committed to maintaining the highest practical standard of data protection across all of our operations.

THIRD-PARTY LINKS

Our website may contain links to third-party websites, platforms, and resources. This Privacy Policy applies only to Formix’s own website and operations. We are not responsible for the privacy practices of any third-party websites and encourage you to review the privacy policies of any external sites you visit through links on our platform.

CHANGES TO THIS PRIVACY POLICY

Formix reserves the right to update this Privacy Policy from time to time to reflect changes in our business operations, applicable law, or data protection best practice. When we make material changes to this policy, we will update the “Last Updated” date at the top of this page. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your personal data. Your continued use of our website or services following any update to this policy constitutes your acceptance of the revised terms.

CONTACT US

If you have any questions, concerns, or requests relating to this Privacy Policy or the way in which Formix handles your personal data, please do not hesitate to contact us. You can reach our data protection team at: info@formix.live