is this real life?
~privacy policy
16 JUN 2020 / v2.0

Privacy Policy

Mindera, we, our and us refers to Mindera UK, ThinkIT, ENGMindera, Mindera US, Mindera India and any of our corporate affiliates. Mindera is the data controller for the information you provide, unless otherwise stated. If you have any queries about the process, how we handle your information or if you do not understand any aspects of this document, please feel free to contact us at

What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements, if necessary. We will not share any of the information you provide with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

What information do we ask for, and why?

We only collect personal data that fulfills our stated purposes and will not retain it for longer than is necessary.


The information we ask for is used to organize our events, estimate attendance and organize logistics, catering and other requirements. If you disagree with our policy and do not wish to provide us with this information, you will be unable to attend these events.

Use of data processors

Data processors are third parties who provide elements of our event organization and planning for us.


If you use our online application system, you will provide the requested information to Eventbrite who provide this online service for us. Once you request a ticket on Eventbrite website, they will hold the information you submit and Mindera will have access to it.

Their Privacy Notice is available here.

Job applications

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.

Application stage

If you use our online application system, this will be collected by a data processor on our behalf (please see Workable below).

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.

You will also be asked to provide equal opportunities information, such as your gender. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, in a way which can identify you. Any information you provide, will be used only to produce and monitor equal opportunities statistics.


We might ask you to participate in assessment days; complete tests and/or to attend an interviews. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by Mindera.

If you are unsuccessful following assessment for the position you have applied for, we would like your details to be retained in our talent pool, for a period of one year. During this period, we would proactively contact you should any further suitable vacancies arise.

Offer of employment

If we make an offer of employment, we will ask you for information so that we can fill out your employee details. We are required to confirm the identity of our staff, their right to work in the United Kingdom, Portugal, India or The United States of America, and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

  • Proof of your identity – you will be asked to send a copy of the original documents, as well as fill out forms with this detail;
  • Bank details – to process salary payments;
  • Emergency contact details – so we know who to contact in case you have an emergency at work;
  • Information needed to create the health insurance;
  • Fiscal information and details about your qualifications - to add to your employee record;
  • We will also ask you to attend a consultation about your health. This is to establish your fitness to work. This is done through a data processor (please see MedialCare bellow);
  • In case you choose to benefit from Childcare Vouchers, we will also ask for your children’s identification and the name of the daycare facility they attend (please see Ticket Restaurant and Edenred bellow).

Post start date

We will require that you register your biometric data, namely your fingerprints, in order to access Mindera’s facilities. This is stored in template form, with the database located on premises, via a biometrics solution provided by ZKTeko.

Use of data processors

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.


If you use our online application system, you will provide the requested information to Workable who provide this online service for us. Once you apply on Workable’s website (via, they will hold the information you submit and Mindera will have access to it.

Their Privacy Notice is available here.

Caixa Geral de Depósitos

If you are employed by Mindera, relevant details about you will be provided to Caixa Geral de Depósitos, who provide our Health Insurance and Meal Card services. We will ask you to complete a TAF file to be provided to CGD. The data we share will include your name, bank details, address, date of birth, CC number, NIF and NISS and salary slip, as well as all data declared in the TAF file.

Their Privacy Notice is available here.


Fidelidade provides our Occupational Health service. The data we share with Fidelidade will include your name, CC number, NISS, NIF, salary slip and vacation schedule.

Their Privacy Notice is available here [PDF].


Lusitania provides our Work Insurance. The data we share with them will include your name, NISS and salary slip.

Their Privacy Notice is available here.

Ticket Restaurant and Edenred

Mindera offers Childcare Vouchers, to be used in daycares and kindergartens, if you have a child under 7 years old. If you choose to benefit from this perk, you’ll be asked to provide the name of the children, as well as their date of birth, NIF and name of the child care institution they attend. This information shall be provided to Ticket Restaurant and Edenred.

Edenred’s privacy policy is available here.


MedialCare provides our Occupational Health and Safety service. If we make you a conditional offer, we will ask that you attend a consultation, which will help to determine if you are fit to undertake the work that you have been offered, or advise us if any adjustments are needed to the work environment or systems so that you may work effectively. In order to schedule the consultation, MedialCare shall be provided with your name, gender, nationality, CC and it expiration date, NIF, date of birth, your address, phone contact, email address, date of your last occupational health appointment, address of your workplace, date that you joined us and your role at Mindera.

The information obtained from that consultation will be held by MedialCare, who will provide us with a fit to work certificate or a report with recommendations. You can request to see the report that will be sent to us. If you decline to do this or for us to see it, then this could affect your job offer. If an occupational health assessment is required, this is likely to be carried out by MedialCare.

MedialCare’s privacy policy is available here [PDF].


We also offer opportunities for people to come and work with us on an internship basis. If you come to Mindera as an intern, we’ll ask for your name, CC number, address and bank details. I case the intern is a minor, the legal guardian(s) will be asked to fill out a form of consent for handling of his ward’s data.

Websites, mobile applications and other services

We use cookies and other technologies to collect information when you visit our sites or use our mobile applications and other services. Collecting such information may involve logging the IP address, operating system and browser software used by each user, as well as general application and website usage information. We may be able to determine from an IP address a user’s Internet Service Provider and the geographic location of his or her point of connectivity, as well as accessing geolocation information.


We use Transport Layer Security (TLS) to encrypt and protect email traffic. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

Data security

We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to view it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted through any online means, therefore any transmission remains at your own risk.

Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

How long is the information retained for?

Job applications

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 5 years following the end of your employment. This includes your fitness to work, records of any security checks and references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 1 year from your application’s submission. Information generated throughout the assessment process, for example, interview notes, is retained by us for 1 year following your application’s submission.

Workable will provide us with management information about our recruitment campaigns. This is anonymised information which tells us about the effectiveness of campaigns, for example, from which source did we get the most candidates, equal opportunities information for monitoring purposes.


The data collected from event sign-up will be retained for a period of 3 months after the event.

Websites, mobile applications and other services

The data collected from website and mobile application usage will be retained for a period of 1 year.


Universal Analytics (Google) _ga These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website, where visitors have come to the website from and the pages they visited.
Read Google’s overview of privacy and safeguarding data

Accessing, Updating or Deleting Your Personally Identifiable Information

You have certain rights in relation to your Personally Identifiable Information. You can access your Personally Identifiable Information and confirm that it remains correct and up-to-date or choose whether or not you wish to receive material from us or some of our partners by contacting us and requesting access to this information. If you would like further information in relation to your rights or would like to exercise any of them, you may contact us via If you reside or are located in the EEA, you have the right to request that we:

  • provide access to any Personally Identifiable Information we hold about you; prevent the processing of your Personally Identifiable Information for direct-marketing purposes;
  • update any Personally Identifiable Information which is out of date or incorrect;
  • delete any Personally Identifiable Information which we are holding about you;
  • restrict the way that we process your Personally Identifiable Information;
  • provide your Personally Identifiable Information to a third party provider of services; or
  • provide you with a copy of any Personally Identifiable Information which we hold about you.

We try to answer every email promptly where possible, and provide our response within the time period stated by applicable law.

Keep in mind, however, that there will be residual information that will remain within our databases, access logs and other records, which may or may not contain your Personally Identifiable Information. Please also note that certain Personally Identifiable Information may be exempt from such requests in certain circumstances, which may include if we need to keep processing your Personally Identifiable Information to comply with a legal obligation.

When you email us with a request, we may ask that you provide us with information necessary to confirm your identity.