Privacy Policy | My Agency Foreign Employment Ethiopia

At My Agency Foreign Employment Agent PLC (“My Agency”, “we”, “us”, or “our”), we aim to collect and use only the information reasonably necessary for our business relationships and overseas recruitment activities.

This Privacy Policy explains how information is handled when you visit our website, contact us about a partnership, submit workforce requirements, participate in recruitment, or otherwise interact with our services.

For the purposes of this Policy, “you” or “your” may refer to a website visitor, partner-agency representative, corporate contact, candidate, or another individual whose information is processed by My Agency.

Our approach is based on a simple principle: information should be collected for a clear purpose and should not be used more broadly than that purpose requires.

1. Different Information for Different Relationships

My Agency interacts with several types of individuals and organizations, and we do not require the same information from everyone.

Information may relate to:

Website visitors.
Prospective partner agencies.
Existing recruitment partners.
Corporate representatives.
Candidates.
Authorized service providers.
Other parties participating in a legitimate recruitment process.

The information requested depends on the nature and stage of the relationship.

2. Information Submitted Through the Website

Our website may allow users to contact My Agency regarding services, partnerships, or workforce requirements.

Information submitted through a general enquiry may include:

Name.
Company or agency name.
Email address.
Telephone or messaging details.
Country.
Type of enquiry.
Workforce requirement.
Information included in the message.

We use this information primarily to understand the enquiry and provide an appropriate response.

Submitting a website form does not automatically place the sender into an active recruitment or candidate-processing system.

3. Partnership Information

If an initial enquiry develops into a possible agency or corporate partnership, we may request further information.

This may include:

Legal business name.
Authorized representative details.
Licensing or authorization information.
Country of operation.
Destination markets.
Workforce categories.
Recruitment volumes.
Demand letters.
Job specifications.
Commercial correspondence.
Supporting partnership documents.

This information helps us evaluate the proposed relationship and prepare the appropriate business or recruitment arrangements.

4. Candidate Data Begins With a Recruitment Purpose

Candidate information is processed separately from ordinary website enquiries.

My Agency may collect candidate data when an individual participates in a genuine recruitment process connected with a workforce requirement, recruitment program, or other authorized employment activity.

We do not intend candidate information to be collected simply for unrestricted database building.

Candidate data should remain connected to a legitimate recruitment, documentation, assessment, or deployment purpose.

5. Types of Candidate Information

Depending on the role and recruitment stage, candidate information may include:

Full name.
Contact information.
Photograph.
Identification details.
Passport or travel-document information.
Employment history.
Work experience.
Skills.
Language abilities.
Education or training information.
Interview records.
Assessment results.
Proposed job and destination details.
Recruitment documentation.

Only information reasonably relevant to the applicable recruitment process should be requested.

6. Medical and Other Sensitive Information

Some recruitment procedures may require information that needs additional protection.

This may include, where applicable:

Medical examination results.
Fitness-related information.
Identity documents.
Travel documents.
Official recruitment records.
Other information treated as sensitive under applicable requirements.

My Agency seeks to limit access to this information to individuals and organizations that need it for a legitimate recruitment, compliance, or deployment purpose.

Sensitive information should not be used for unrelated commercial or marketing activities.

7. Why We Use Partner Information

Information received from partner agencies and corporate contacts may be used to:

Respond to enquiries.
Verify the requesting organization.
Review partnership opportunities.
Assess workforce requirements.
Review demand letters.
Prepare service arrangements.
Communicate about candidate sourcing.
Coordinate active recruitment orders.
Maintain appropriate business and compliance records.

We do not collect partner contact details for the purpose of selling contact lists or unrelated commercial databases.

8. Why We Use Candidate Information

Candidate information may be processed to support stages such as:

Registration.
Screening.
Interviews.
Skills assessment.
Candidate matching.
Profile preparation.
Medical coordination.
Training.
Document processing.
Visa-related procedures.
Travel preparation.
Deployment coordination.

The purpose may change as a candidate moves through the recruitment process, but it should remain connected with legitimate overseas employment activities.

9. Candidate Profiles Are Released for a Defined Purpose

My Agency may provide candidate profiles to an authorized partner where there is a genuine recruitment requirement.

Candidate information is not intended to be distributed freely among unrelated organizations.

A profile may be shared where necessary to:

Review candidate suitability.
Arrange interviews.
Support selection.
Prepare employment documentation.
Continue an approved recruitment process.

Providing a profile does not transfer ownership of the candidate's personal information to the receiving agency.

10. Demand Letters and Data Sharing

Where recruitment is based on a demand letter or workforce order, candidate information may be shared with the authorized destination partner connected with that requirement.

My Agency seeks to ensure that candidate information is disclosed only to parties reasonably involved in the relevant recruitment process.

A receiving agency should not treat information obtained for one workforce requirement as permission to use the same information for unrelated recruitment activity.

Where circumstances change, additional authorization or clarification may be required before information is used for another purpose.

11. Information Shared During Recruitment

Depending on the recruitment process, information may also need to be provided to authorized parties such as:

Recruitment partners.
Employer representatives.
Government authorities.
Medical providers.
Training organizations.
Documentation processors.
Visa or administrative service providers.
Travel or mobilization providers.
Other parties legitimately involved in deployment.

The amount of information shared should be proportionate to the purpose for which it is required.

12. Cross-Border Candidate Information

Because My Agency provides overseas employment services, candidate information may need to move from Ethiopia to a destination country.

This may be necessary to:

Present candidates.
Conduct interviews.
Complete selection.
Prepare contracts.
Support visa procedures.
Complete government processing.
Arrange travel.
Coordinate deployment.

Cross-border sharing should remain connected to a legitimate recruitment purpose and be handled in accordance with applicable data protection and overseas employment requirements.

Receiving information does not authorize a foreign partner to sell, publish, or use candidate data for unrelated purposes.

13. Government and Regulatory Processing

Certain recruitment records may need to be submitted to or processed through competent authorities as part of lawful overseas employment procedures.

This may include information required for:

Recruitment authorization.
Identity verification.
Employment documentation.
Visa processing.
Immigration procedures.
Regulatory review.
Government reporting.
Other legally required activities.

My Agency may disclose relevant information where required by applicable law or an authorized government process.

14. Responsibility After Information Is Shared

Privacy responsibility is not limited to My Agency alone.

When a partner receives candidate information, that partner is expected to:

Use it only for the intended recruitment purpose.
Keep it confidential.
Limit access to authorized personnel.
Protect copies of documents.
Avoid unnecessary duplication.
Prevent unauthorized disclosure.
Avoid publication without appropriate authority.
Follow applicable privacy requirements in its jurisdiction.

My Agency may stop or restrict future sharing where there is a reasonable concern that candidate information is being misused.

15. Accuracy of Recruitment Information

Accurate information is important in both business and recruitment records.

Candidates and partners should provide information that is reasonably complete and correct.

Where inaccurate information is identified, My Agency may:

Request clarification.
Correct the record.
Request updated documentation.
Delay processing until an issue is resolved.

Candidates may also ask for inaccurate personal information associated with them to be corrected, subject to applicable requirements.

16. Website Technology and Cookies

Our website may automatically process limited technical information needed for normal operation, security, and performance.

Depending on the technology in use, this may include:

IP address.
Browser information.
Device type.
Pages visited.
General interaction data.
Cookies or similar technologies.

This information may help us maintain website functionality and understand general usage patterns.

Users may manage available cookie settings through their browser, although disabling certain technologies may affect how parts of the website function.

17. We Do Not Sell or Rent Personal Data

My Agency does not sell or rent candidate personal information, website enquiry data, or partner contact details as a commercial product.

Where information is shared with another organization, it should be connected to:

A legitimate recruitment process.
A business service required for that process.
A legal or regulatory obligation.
Another appropriate and authorized purpose.

Providing information to an authorized recruitment partner for an active workforce requirement is different from selling personal data to unrelated third parties.

18. Data Security

My Agency uses reasonable organizational and technical measures intended to protect information under our control.

These measures are designed to reduce risks such as:

Unauthorized access.
Loss.
Accidental disclosure.
Improper alteration.
Misuse.
Unauthorized distribution.

Access to records should be limited according to legitimate operational needs.

However, no electronic system, internet connection, or digital communication method can be guaranteed to be completely secure.

19. How Long Information Is Retained

Information is not intended to be retained indefinitely without a valid reason.

The appropriate retention period may depend on:

Whether an enquiry remains active.
Whether a partnership proceeds.
Whether recruitment is ongoing.
The stage of candidate processing.
Contractual requirements.
Business record needs.
Applicable regulatory or legal obligations.
The need to resolve an outstanding matter.

When continued retention is no longer reasonably necessary, information may be deleted, securely disposed of, anonymized, or archived as appropriate.

20. Your Rights and Requests

Subject to applicable law and legitimate retention requirements, individuals may contact My Agency concerning personal information held about them.

A request may relate to:

Access to personal data.
Confirmation that information is being processed.
Correction of inaccurate information.
Completion or updating of records.
Deletion where applicable.
Concerns regarding data use.
Withdrawal of consent where processing relies on consent.

We may need to verify the identity of the requester before responding to a request involving personal information.

Certain information may need to remain on record where retention is required for a lawful recruitment, contractual, regulatory, or record-keeping purpose.

21. Information Provided on Someone Else's Behalf

A partner, representative, or other organization should only provide another person's information to My Agency where there is an appropriate reason and authority to do so.

The submitting party should ensure that information:

Is relevant to a legitimate purpose.
Is reasonably accurate.
Has been obtained appropriately.
Can lawfully be used for the intended recruitment or business activity.

My Agency may seek clarification where there is uncertainty about how information was obtained or whether it can properly be processed.

22. External Websites and Systems

Our website or recruitment communications may direct users to independent government services, partner websites, social media platforms, or third-party systems.

Those services operate under their own privacy policies and technical controls.

My Agency is not responsible for the independent data-handling practices of an external service after information is submitted directly to that service.

Users should review the relevant privacy information before providing personal data to an external platform.

23. Changes to Recruitment or Data Practices

Recruitment procedures, website technology, business processes, and applicable requirements can change.

My Agency may update this Privacy Policy when necessary to reflect changes in:

Information we collect.
How information is used.
Recruitment processes.
Website technology.
Regulatory requirements.
Partner arrangements.
Internal data-handling practices.

The latest published version will describe our general privacy approach at that time.

Existing legal or contractual obligations remain applicable where relevant.

24. Contact My Agency About Your Data

If you have a question about this Privacy Policy, wish to correct information, or want to make a request concerning personal information associated with you, please contact My Agency through the official details provided on our Contact page.

When making a request, provide enough information for us to identify the relevant record and understand what you are requesting.

Please avoid sending unnecessary passport copies, medical records, identity documents, or other sensitive information through a general enquiry channel unless specifically requested as part of an authorized recruitment procedure.