Privacy Notice

Introduction

Welcome to the proSapient Limited privacy notice (“Policy”).

proSapient Limited respects your privacy and is committed to protecting your personal data. This notice will inform you as to how we look after your personal data, including when you visit our website (regardless of where you visit it from), and tells you about your data protection rights and how the law protects you.

1. This Notice

Purpose of this privacy notice

This notice aims to give you information on how proSapient Limited collects and processes your personal data, including any data we collect when you interact with us through our various channels online (such as our website at www.prosapient.com, our Industry Network of Experts (PINE), or via any other products and services we offer) and offline (such as over the telephone, in meetings or at events).

Our website(s), products and services are not intended for children, and we do not knowingly collect data relating to children.

It is important that you read this notice together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This notice supplements other notices and privacy policies and is not intended to override them.

proSapient is a data Controller

Prosapient Limited is the controller and responsible for all personal data we process from and about you through our various online and offline channels (collectively referred to as the “Company”, "we", "us" or "our" in this Notice).

Changes to the privacy notice and your duty to inform us of changes

We keep our notice under regular review. This version was last updated on the 1st of September 2025.

We may update our notice from time to time. We will notify you of any changes by posting the new notice on this page. You are advised to review this notice periodically for any changes. Changes to this notice are effective when they are posted on this page. On some occasions, we may also actively advise you of specific data handling activities or significant changes to this notice, as required by applicable law.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us or update this information directly where this is available to you. From time to time, we will ask you to confirm the accuracy of the personal data we process about you.

Contact details

If you have any questions about this notice or our data protection practices, please contact us in the following ways:

Full name of legal entity: proSapient Limited
Email address: privacy@prosapient.com
Postal address: 5th Floor, 33 Holborn, London EC1N 2HT.

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.

2. What personal data do we collect?

Personal data means any information which relates to an identified or identifiable living individual.

There are three main types of individuals with respect to whom we collect personal data:

1. Industry Experts –you have agreed to our Expert Terms and Conditions, and we have presented your background to at least one of our clients either for calls, surveys or written work.

2. Clients – you have a contract in place with us to speak to Industry Experts through our platform, use our platform to find experts, and/or conduct surveys for you.

3. Prospects – you have been contacted by a proSapient employee to participate in expert calls, surveys or written work.

We collect, use, store and transfer different kinds of personal data about you:

Industry Experts

This means you have freely agreed to our Terms & Conditions. 

We process the following personal information (“Expert Information”), as it is necessary for our lawful purpose:

• Full Name
• Work History (companies, job titles, job descriptions, dates served)
• Contact details
• Employment and biographical information
• CV/Resume
• Banking information
• Technical Data (IP address, your login data, browser type and version)
• Profile photo
• Marketing and Communications Data
• Interaction data (call recordings, transcripts, written work, survey responses)

• For us to give you consultations relevant to your experience and to present your information to our clients effectively, it is necessary to store the Expert Information.
• Our system analyses your interactions with proSapient (consulting calls, written work, surveys, and other paid consulting work) for keywords. It will also crawl other public sources of information about you to further learn about your background.
• We use your Name and work history to present Clients or prospective Clients with your biography so they can understand why you have been recommended to take part in a consultation.
• Your contact details are used by our account managers and our system. This allows us to notify you when we receive a project relevant to your background.

Clients

This means you or your Company has signed a Client Agreement with us.

This means you or your Company has signed a Client Agreement with us.
We process the following personal information (“Client Information”) as it is necessary for our lawful purpose and/or to perform a contract with you: -

• Name
• Contact details
• Technical Data (IP address, your login data, browser type and version)
• Marketing and Communications data
• Interaction data (recordings, transcripts, written work.

What we do with your personal information?

We use your personal information to be able to manage and operate your engagements within the proSapient platform.

Prospects

This means you have been contacted by a proSapient employee to offer consulting services.
We may process the following personal information (“Prospect Information”), as it is necessary for our lawful purpose:

• Full Name
• Work History (companies, job titles, job descriptions, dates served)
• Contact details
• Interaction Data (call recordings if calls are made)

What we do with your personal information?
We collect and process your information to assess whether you may be a good fit for consulting opportunities relevant to your experience.
Your contact details are used by our account managers and our system to notify you when we receive a project relevant to your background.
Where we contact you by phone, the call may be recorded for internal training, quality assurance, and compliance purposes.

Special Categories of Personal Data 

In limited circumstances, we may collect Special Categories of Personal Data about you. This includes data revealing your race or ethnicity, religious or philosophical beliefs, sexual orientation, political opinions, trade union membership, information about your health, and genetic or biometric data.

Such data will only be collected where it is strictly necessary, for example, where required for legal compliance, specific consulting engagements, or to ensure diversity and inclusion in certain research projects, and only with your explicit consent where applicable.

We handle all Special Categories of Personal Data with the utmost confidentiality and apply enhanced security measures to protect this information. Any processing of this data is done in accordance with data protection laws and only by authorised personnel on a strict need-to-know basis.

3. Why do we collect your data?

Experts
We collect your personal information to match you with relevant consulting opportunities and surveys based on your professional experience and expertise.
Specifically, we collect and use your data to:

• Present your profile (name, work history, expertise. CV) to clients or prospective clients
• Invite you to participate in paid engagements such as consulting calls, surveys, and written projects
• Manage the logistics and payment of your work with us
• Record, transcribe, and store your contributions (calls, surveys, written work) as part of our client deliverables and internal quality checks
• Analyse your participation history to improve our matching algorithm and internal processes
• Contact you about new opportunities via email or phone

Prospects
We collect your personal information to:

• Assess whether your professional background aligns with expert consulting opportunities
• Contact you to introduce relevant project opportunities
• Maintain a record of your interaction with us (including recorded calls, where applicable)
• Ensure compliance with our quality assurance and regulatory obligations
• Improve how we identify and engage with suitable prospects

Clients
We collect your personal information to:

• Facilitate your use of the proSapient platform and enable you to engage with experts
• Manage your user account, project preferences, and consultation history
• Provide customer support and respond to your queries
• Deliver call recordings, transcripts, written outputs, and survey results
• Send platform notifications, updates, or service communications
• Improve the quality and relevance of our services

If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

4. How is your personal data collected?

We use different methods to collect data from and about you including through:

• Direct interactions. You may provide us with your Identity, Contact, Financial, and other relevant data by filling in forms, completing surveys, entering contracts, or by corresponding with us via post, phone, email, video calls, or otherwise.
• Automated technologies or interactions. As you interact with our website(s) and other online channels, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see Cookies below for further details.
• Data providers that supply professional, demographic, or contact information about individuals who match certain criteria relevant to our services.
• Surveys. If you participate in a survey conducted by or on behalf of proSapient, we may collect responses, comments, and any other information you provide as part of that process. This can include demographic information or opinions relevant to the subject of the survey. In some cases, we may ask for your explicit consent before collecting certain types of information.
• Recorded communications. Phone or video calls with proSapient may be recorded for quality, training, verification, or compliance purposes. This includes calls with Prospects. You will be notified where recordings are being made.

5. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we rely on the following legal grounds to process your personal data for the following purposes:

• 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.  This includes:
• to administer our sites, conduct identity verification and other fraud prevention or detection activities;
• to research, filter and verify Prospective Experts and Industry Experts, and to screen for potential conflicts of interest to assess and recommend their appropriateness for a particular Client Project and to meet applicable legal, regulatory and compliance requirements;
• to monitor, support, maintain, develop and improve the performance of our sites, products and services and customer relationships, analyse trends, usage and activities in connection with our products and services, and optimize our marketing efforts, promote and develop our business and measure the effectiveness of our advertising campaigns and to grow and inform our marketing strategy;
• for our own internal functions such as keeping our sites secure, (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data), management and corporate reporting, internal research and analytics and to improve business efficacies;
• to enforce compliance with our terms and other policies or otherwise in connection with legal claims, compliance, regulatory, auditing, investigatory and disciplinary purposes as necessary (including disclosure of such information in connection with legal process or litigation);
• to create aggregate and statistical data (which cannot be used to identify you). For example, aggregate data may include data that describes the general demographics, usage or other characteristics of a site's users. We reserve the right to transfer and/or sell aggregate or group data about our users for lawful purposes.

• Where we need to perform a contract, we are about to enter or have entered with you (for Industry Experts and Clients). This includes:
  
  • verifying your identity;
  • taking and making payments;
  • facilitating your participation in Projects and provision of our products and services and sending you service-related communications;
  • manage and operate your engagement within the proSapient platform;
  • provision of support including responding to your queries and investigating any complaints about the site and our products and services.
• Where we need to comply with a legal or regulatory obligation. This includes:
  • in response to requests by government or law enforcement authorities conducting an investigation.
• When you have expressly consented to us processing your personal data.  This includes:
  • where you give us consent to place cookies or similar technologies;
  • on other occasions where we ask for your consent, for the purpose we explain at the time;
  • Where consent is relied on, you have the right to withdraw it at any time by contacting us at privacy@prosapient.com.
• Where you have manifestly made the personal data public.
• Where the processing is necessary for the reasons of substantial public interest as defined in the UK Data Protection Act 2018.

Relying on our legitimate interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Change of purpose 

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

Third-party marketing 

We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

Opting out

You can ask us or third parties to stop sending you marketing messages at any time by following the instructions in the communication or contacting us at any time by emailing us at privacy@prosapient.com. 

Our Clients and Associates may elect to record and/or transcribe their consultations, calls and other interactions with Industry Experts. Where this is the case the recordings and transcriptions will be used by the Client for [legal and regulatory purposes, record keeping, quality control, or staff training purposes] or for other purposes. proSapient will also use these recordings and transcripts to develop and improve its Expert Network, for internal research and analytics and to improve business efficacies. Consent will be obtained to the extent this is required by applicable laws. As part of their compliance protocols, some Clients may have a professional (in addition to the Client user(s) chaperoning phone consultations and their presence may be announced or unannounced (i.e., the Industry Expert will not be notified) and may be active participants or silent on the phone consultations.

6. Disclosures of your personal data

We may share your personal data with the parties set out below for the purposes that are described in this Privacy Notice or otherwise with your consent.

Independent Contractors: proSapient is a global business, headquartered in the UK. The personal data collected by us in accordance with this Privacy Policy may be used and shared amongst our and third-party contractors working in the Ukraine, North Carolina, and Toronto (acting on behalf of proSapient) for the purposes outlined above.

Service Providers: When we employ a third-party to perform a function on our behalf, we provide it with the personal data that it needs to perform its specific function. These companies are authorized to use your personal data only as necessary to provide these services to us. We use service providers for the purposes of delivering our products and services, [managing payments, hosting, IT, security, support, billing, surveys, facilitating and recording conference calls, providing transcripts, business development, marketing, and communications]. We also share personal data with our accountants, auditors, insurers, lawyers and other external professional advisors to proSapient, subject to binding contractual obligations of confidentiality.

Clients: We share Identity Data, Contact Data, Due Diligence Data, Profile Data & Transaction Data relating to Industry Experts with our Clients in connection with a particular Project as further described in our Expert Terms and Client Master Services Agreement (“MSA”). This includes any call recordings, transcripts or survey responses you may have provided during your interaction with the client. We may also share this information with your current and former employers and companies you have provided services to or contracted with for the purposes of verifying Industry Expert information and/or confirming any consents or approvals Industry Experts may need to participate in our networks, platforms or Client Projects or other products and services.

7. Data security