Privacy Policy

Internal Contact Management Tool
Version 1.0 — [September 2025]

⸻

1. Overview

This tool is used by Approach Consulting to clean, manage, and update contact records held in JobAdder and to optionally sync those records with Mailchimp. It is an internal system, accessible only to authorised staff and contractors. This Privacy Policy outlines how data is accessed, stored, and protected within the tool.

⸻

2. What Data We Access

The tool interacts with existing contact records stored in JobAdder and may include the following fields:
• Full Name
• Company & Position
• Email Address
• Phone & Mobile Numbers
• Owner/Recruiter
• Location
• Tags (e.g. Industry, EDM Group)
• JobAdder Metadata (Contact ID, Status, Last Updated)

When syncing to Mailchimp, we may also pass through:
• Email
• Tags or Segmentation Labels
• Subscription Status

We do not collect any sensitive personal information (e.g. health, financial, or identity documents) as part of this process.

⸻

3. How Data is Used

Data is accessed and processed for the following internal purposes:
• Reviewing and correcting contact records
• Updating outdated or incomplete fields
• Reassigning contact ownership
• Tagging contacts for marketing or segmentation
• Syncing approved records to Mailchimp

All updates are carried out by Approach Consulting staff. No automated updates are pushed to JobAdder or Mailchimp without human review and approval.

⸻

4. Who Has Access

Only authorised users within Approach Consulting may use this tool. All access is logged and monitored. Access is restricted by role, and only system administrators can push data changes via API integrations.

⸻

5. Data Storage & Security

• No contact data is stored permanently in this app — it is fetched dynamically from JobAdder and only cached temporarily during active sessions.
• Sync history, update logs, and metadata may be stored securely to support auditability and system debugging.
• All API credentials and access tokens are encrypted and stored in secure server environments. • Transport of all data occurs over HTTPS.
• The system is protected by access controls and user authentication.

⸻

6. Data Retention

We do not retain personal data longer than necessary. Temporary caches are purged regularly. If sync logs are stored for audit purposes, they will contain only metadata and not full contact records.

⸻

7. Your Responsibilities

All users of this tool must:
• Only access or update records they are authorised to manage
• Avoid exporting or sharing contact data outside the approved systems
• Report any suspected breach or misuse to the system administrator immediately

⸻

8. Questions or Concerns

If you have any questions about this Privacy Policy or how this tool processes data, please contact the internal systems lead or your supervisor.