Privacy Policy

1.Who we are and what this notice covers

Terrafirma Solutions operates this website under the Terrafirma Solutions name. In this document, “Terrafirma Solutions”, “we”, “us” and “our” refer to that operator. Our contact address is Wafi Residence, Mezzanine, Oud Metha Road, Umm Hurair Second, Dubai Healthcare City, Dubai, UAE.

For the activities described here, we determine why and how personal information is used and are the responsible data controller, except where another organisation’s role is identified.

This notice applies to candidates, website visitors, client and supplier contacts, and recruitment-agency representatives whose personal information we handle through these channels. A separate employee, payroll or client-service notice may apply where a different relationship is established.

A company that hires you, a recruitment partner or a separate group company may be responsible for its own processing. This notice does not automatically cover every organisation whose name or logo appears on our website. We will identify the relevant organisation when it becomes involved in your application or enquiry.

2.Information we collect

The information depends on the service you request and the questions in the form you choose to complete. It can include:

• Contact and enquiry details: your name, email address, telephone or WhatsApp number, current location, and the messages or documents you send us.
• Recruitment information: your CV, employment history, education, professional qualifications, skills, language ability, preferred role, relevant UAE experience, availability, and answers to screening questions.
• Business information: your employer or agency, job title, business contact details, workforce requirements, service enquiries, and related correspondence.
• Application records: the vacancy or campaign associated with a submission, submission time, interview arrangements, recruitment correspondence, and assessment notes created during the process.
• Technical information: IP address, browser and device information, requested pages and access times, where recorded by our website, hosting or security systems. Campaign-source parameters may also accompany an application link.

3.Where information comes from

We receive information directly when you contact us, email a CV, complete an application, respond to a recruitment advertisement, or communicate with our team. We may receive information from a recruiter, referral contact or hiring client involved in an opportunity, where there is an appropriate basis to share it.

Please provide accurate information. Do not include another person’s private details, such as a referee’s contact information, unless you have an appropriate basis to share them and have informed that person where required.

4.Why we use your information

• Respond to enquiries and discuss recruitment, staffing, manpower, outsourcing or partnership requirements.
• Review your application, compare your experience with a vacancy, contact you, arrange interviews, and coordinate the next steps.
• Introduce suitable candidates to the relevant hiring organisation where the candidate has been informed and an appropriate legal basis applies.
• Manage our business relationships and carry out agreed services.
• Maintain application and communication records, investigate misuse, protect our systems, and meet applicable legal obligations.
• Consider you for future opportunities where this has been separately explained and an appropriate basis, including consent where required, is in place.

5.Processing basis and your choices

We use consent where required, or an applicable legal exception, such as necessary steps you request before a contract, contractual obligations, employment-related obligations, legal duties or legal claims. The basis depends on the purpose and applicable law.

Reading this notice or browsing our website does not by itself give consent to unrelated marketing. Where consent is needed, we request it for the stated purpose. You may withdraw it by contacting us; withdrawal does not invalidate earlier lawful processing.

Fields marked as required are needed to handle the relevant request. Without them, we may be unable to assess an application or respond. Permission for unrelated promotional messages must not be treated as a condition of applying for a job.

6.Meta forms, Tally and WhatsApp

When you submit a Facebook or Instagram Instant Form for one of our recruitment advertisements, we receive the contact details and screening answers you submit. Meta may prefill some fields from your profile; please check them before submitting. We use the information for the recruitment purpose explained in that advertisement and form.

A Meta form may direct you to a separate Tally application form to provide further information or upload your CV. These are separate submissions. We may use the email address or telephone number you provide to match the records. An initial lead submission does not necessarily mean that every application step has been completed.

For Tally forms we create, we decide why the responses are collected and how they are used; Tally provides the form service and processes responses on our behalf. Meta and WhatsApp also process information for their own platform services under their respective privacy notices.

When you contact us through WhatsApp, we receive the telephone number, profile information made available to us, and messages or attachments you send. These channels are for relevant recruitment and business communications, not an automatic subscription to unrelated advertising.

• Tally: privacy and form-data information
• Meta Privacy Policy
• WhatsApp Privacy Policy

7.Who may receive information

Information is shared only for an explained purpose and on an appropriate legal basis. Depending on your application or enquiry, recipients can include:

• Authorised members of our recruitment, administration, operations and management teams who need it for their work.
• The specific prospective employer or hiring client connected with your application, and relevant recruitment partners involved in an agreed process. Their own privacy notices may apply once they receive information.
• Service providers supporting forms, email, hosting, storage, security, communications or recruitment administration, with access appropriate to their service.
• Professional advisers, public authorities or other recipients where disclosure is legally required or necessary for a lawful claim.

8.Processing outside the UAE

Our application channels and international recruitment activities can involve service providers or recipients outside the UAE. Tally states that its form data is stored in Europe. The location of other processing depends on the relevant provider and engagement.

An international transfer requires an arrangement permitted by applicable law; use of an overseas tool or acceptance of this notice is not, by itself, blanket permission for any transfer. Contact us for information about the recipients, countries and safeguards relevant to your data.

9.How long information is kept

We retain information for the period needed for the application, enquiry or relationship concerned, and for applicable record-keeping, dispute or legal requirements. Retention depends on whether the recruitment process remains active, the status of our relationship, any permission to keep a profile for future roles, and relevant legal obligations.

Information that is no longer needed is to be securely deleted or anonymised. Retention reviews must include copies held in email, downloaded files and application platforms, not just the original form. Restricted backup copies may remain until the relevant backup cycle ends.

You can ask about the retention criteria or applicable period for your records and request deletion. Some information may need to be retained where a legal obligation or another lawful exception applies.

10.Cookies and similar technologies

Our website and linked application services may use cookies, browser storage or similar technologies for essential functionality and security. Third-party services can use their own technologies when you visit them or interact with an embedded feature.

Where non-essential analytics or advertising technologies are used, their purposes and relevant providers should be explained at collection, with consent controls where required. This notice is not a substitute for those controls. You can also manage cookies through your browser; blocking essential storage may affect some features.

For information about the tools active on a particular page or application channel, contact us or review the notice and controls provided by that service.

11.Security and sensitive documents

Personal information should be accessible only to people who need it for an authorised purpose. Appropriate safeguards must reflect the information involved and the risks of loss, misuse or unauthorised access. No internet transmission or storage system can be guaranteed completely secure.

Do not submit bank-card details, passwords, one-time codes, medical information, passport copies or Emirates ID copies in an initial enquiry or recruitment lead form. Where identity, work-authorisation or other additional documents are genuinely needed later, our team should explain the purpose and the appropriate submission channel.

Contact us promptly if you suspect misuse of your application data. A personal-data incident will be assessed and any notifications required by applicable law will be made.

12.Your privacy rights

Subject to applicable law and its exceptions, you may request information about processing, access or a copy, correction, erasure, restriction, stopping certain processing, portability where available, or review of an automated decision. You may withdraw consent and raise a complaint with the competent data-protection authority.

Contact the privacy email below and describe your request. We may ask for proportionate information to verify your identity, but please do not send an identity-document copy unless requested through an appropriate channel. We will explain any lawful reason that prevents us from fully fulfilling a request.

13.Recruitment screening and automated tools

Screening questions help us assess relevant experience, language ability and availability against a vacancy. Ask us about an assessment or information that you believe is inaccurate.

Where automated processing is used to make a decision with a significant effect, the relevant process, implications and available safeguards must be explained. You can contact us to request a human review where applicable. This notice does not authorise undisclosed automated rejection of candidates.

14.Children’s information

This website is not designed as a service for children. Please do not use general recruitment forms to submit a child’s personal information. Contact us first about any lawful youth-employment enquiry so that an appropriate process can be discussed.

If you believe a child’s information has been provided through our channels inappropriately, contact us so that we can assess the situation and take the necessary action.

15.Changes to this notice

We may update this notice when our services, application channels or information-handling practices change. The date shown above identifies the current version. Material changes will be communicated as required; a revised notice does not retrospectively supply consent for an unrelated new purpose.