Noeon Research

Noeon Research Privacy Notice

1. Introduction and Scope

Noeon Research UK Ltd ("we", "us", or "our") is a research technology development company.
We respect your privacy and are committed to protecting your personal data. This Privacy Notice explains how we collect, use, and share personal data when you:
1. Visit our website at www.noeon.ai (the "Website");
2. Engage with us as a business partner, vendor, or professional contact; or
3. Apply for a role with us ("Recruitment").
Please note that as we are currently in a research and development phase, we do not currently offer consumer products, process consumer payments, or maintain consumer accounts.

2. Controller Detail

Primary Controller: Noeon Research UK Ltd is the controller and responsible for your personal data. Registered Office: C/O Mackrell LLP, 5 Pemberton Row, London, England, EC4A 3BA. Email Contact: info@noeon.ai
Joint Controller (Japan): We operate in close collaboration with our parent company, Noeon Research Inc. ("Noeon Japan"). For certain research, administrative, and strategic purposes, we determine the means and purposes of processing jointly with Noeon Japan.
Noeon Research UK Ltd acts as the designated contact point for data subjects. You may exercise your rights regarding data processed by either entity by contacting us at the email address above.

3. THE DATA WE COLLECT

We collect, use, store, and transfer different kinds of personal data depending on your relationship with us. We have grouped these together as follows:
Technical Data (Website Visitors)
1. Data Collected: Internet Protocol (IP) address, browser type and version, time zone setting, browser plug-in types and versions, operating system, and platform.
2. Purpose: To administer our Website, ensure network security, and perform internal data analysis for troubleshooting.
3. Lawful Basis: Legitimate Interests (Article 6(1)(f) UK GDPR) – specifically, our interest in keeping our services secure and ensuring our Website functions correctly.
Business Contact Data (B2B Partners and Vendors)
1. Data Collected: Name, business email address, job title, employer/company name, telephone number, and records of professional correspondence.
2. Purpose: To manage our relationship with you or your employer, including the negotiation and performance of contracts, R&D collaboration, and general professional networking.
3. Lawful Basis: Legitimate Interests (Article 6(1)(f) UK GDPR) to conduct our business; or Performance of Contract (Article 6(1)(b) UK GDPR) where we have a direct contract with you.
Recruitment Data (Job Applicants)
1. Data Collected: (i) Identity and Contact Data: Name, address, email, phone number. (ii) Professional Data: CV/Resume, employment history, education, professional qualifications, and references. (iii) Right to Work Data: Copies of passports or other identification documents (collected only at the offer stage).
2. Purpose: To assess your suitability for the role, verify your information, and manage the hiring process.
3. Lawful Basis: Legitimate Interests (Article 6(1)(f) UK GDPR) to recruit the best talent; and Legal Obligation (Article 6(1)(c) UK GDPR) regarding right-to-work checks.
Special Category Data (Recruitment Only)
1. We generally do not collect Special Category Data (e.g., race, religion, health, political opinions).
2. Exception: During the recruitment process, we may request information regarding your racial or ethnic origin, or health/disability status. This is strictly optional and used solely for equal opportunity monitoring or making reasonable adjustments to the interview process.
3. Lawful Basis: Explicit Consent (Article 9(2)(a) UK GDPR) and/or obligations under Employment Law (Article 9(2)(b) UK GDPR).

4. HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
1. Legitimate Interests: Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
2. Legal Obligation: Where we need to comply with a legal or regulatory obligation.
We expressly confirm that we do not sell your personal data to third parties, nor do we process your personal data for consumer marketing or consumer profiling purposes.
Use of Artificial Intelligence (AI) in Recruitment
1. We use proprietary AI technology ("Noeon Resume Reviewer") to assist our hiring team. This tool analyzes your CV and application data against our Job Description to identify relevant experience and semantic matches (focusing on evidence of skills rather than just keywords) to analyse your suitability for the role.
2. Decision Support (Not Automation): This tool acts strictly as a decision-support system. It generates analysis and rankings to help our human recruiters review applications more efficiently.
3. Human Oversight: We do not make hiring decisions based solely on automated processing. A human member of our team reviews the AI's analysis and retains full discretion over who is interviewed or hired. You will not be subject to a decision based solely on automated processing that produces legal effects concerning you.

5. COOKIES

Our Website may use strictly necessary cookies to function. For non-essential cookies (such as analytics), we will request your consent via our cookie banner upon your first visit. You can set your browser to refuse all or some browser cookies, though this may affect Website functionality.

6. DISCLOSURES OF YOUR PERSONAL DATA

We may share your personal data with the parties set out below for the purposes set out in Section 3:
1. Internal Third Parties: Noeon Research Inc. (Japan), acting as a joint controller or processor for R&D and administrative support.
2. External Third Parties: (i) Service providers acting as processors who provide IT and system administration services (e.g., cloud hosting, email providers). (ii) Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors, and insurers based in the UK or Japan. (iii) HM Revenue & Customs, regulators, and other authorities based in the UK who require reporting of processing activities in certain circumstances.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes.

7. INTERNATIONAL TRANSFERS

We share your personal data within the Noeon Group, which involves transferring your data outside the UK to our parent company in Japan.
Japan Adequacy: The UK Government has recognized Japan as providing an adequate level of protection for personal data (the "UK-Japan Data Bridge"). When we transfer your data to Japan, we rely on these Adequacy Regulations.
Noeon Research Inc. is bound by the requirements of the Japanese Act on the Protection of Personal Information (APPI) and supplementary rules agreed between the UK and Japan to ensure your data receives protection equivalent to the UK GDPR.

8. DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know.

9. DATA RETENTION

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Retention Periods:
1. Business Contact Data: Retained for the duration of the business relationship plus 6 years.
2. Unsuccessful Job Applicant Data: Retained for 6 months following the communication of our decision, to defend against potential legal claims. We may retain this for up to 12 months if you give us your specific consent to keep you in mind for future roles.
3. Technical Data (Logs): Retained for a period of 12 months.

10. YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal data, including the right to:
(a) Request access to your personal data (Subject Access Request).
(b) Request correction of the personal data that we hold about you.
(c) Request erasure of your personal data.
(d) Object to processing of your personal data.
(e) Request restriction of processing of your personal data.
(f) Request the transfer of your personal data to you or to a third party.
(g) Withdraw consent at any time where we are relying on consent to process your personal data.
To exercise any of the rights set out above, please contact us at info@noeon.ai.
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

11. INTERNATIONAL VISITORS

This Website is hosted in the United Kingdom and Japan. If you are visiting the Website from outside the UK or Japan, please be aware that your information may be transferred to, stored, and processed in these jurisdictions where our servers and central database are operated.
By using our services, you acknowledge that your information may be transferred to our facilities and those third parties with whom we share it as described in this Privacy Notice.
We rely on the UK GDPR as our global standard for data protection, which provides a high level of protection for your personal information. However, you acknowledge that the data protection and other laws of the UK and Japan may not be as comprehensive as those in your country.

Noeon Research UK Ltd is a registered company in England and Wales. Registration number: 16093898. VAT registration number: 490 4632 84.
C/O Mackrell Llp, 5 Pemberton Row, London, England, EC4A 3BA.

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