Last updated: 28 September 2026
Multiplex Partners helps organisations make better decisions about people. That work depends on trust, so we handle personal information carefully, collect only what we need and are open about how we use it.
This policy explains how we process personal information when you visit our website, contact us, take part in an assessment, receive coaching, use our assessment tools or work with us in any other way.
1. Who we are
"Multiplex Partners", "Multiplex", "we", "us" and "our" refer to the following companies, which operate together under the Multiplex Partners name:
| Europe and Middle East | Africa | |
|---|---|---|
| Legal entity | Omnicor Europe Limited | Multiplex Partners (Pty) Ltd |
| Registration number | C 58837 | 2019/037309/07 |
| Registered address | Manjoe Apt 4, Triq il-Markiz Vincenzo Bugeja, Naxxar NXR 1105, Malta | H145 Norwood Garden Village, 56 Hamlin Street, Norwood, Johannesburg 2192, Gauteng, South Africa |
| Applicable law | EU General Data Protection Regulation (GDPR) and the Maltese Data Protection Act (Cap. 586) | Protection of Personal Information Act 4 of 2013 (POPIA) |
The company you contract with, or whose services you use, is responsible for your personal information. Under the GDPR it is the "controller"; under POPIA it is the "responsible party". Where both companies work on the same engagement, they may be joint controllers, and you may contact either of them.
Contact for privacy matters: advisor@multiplexpartners.com, marked "Privacy". Our South African Information Officer is Mr James Ashton.
2. Our two roles: controller and processor
Much of our assessment and coaching work is commissioned by an organisation, such as an employer or a recruiting company, about its candidates or employees.
- When a client organisation commissions us, we usually act on its behalf as a processor (GDPR) or operator (POPIA). The client decides why the assessment or coaching takes place and how the results are used. Its own privacy notice also applies, and we follow its instructions under a written agreement.
- We act as controller or responsible party for our own business activities: our website, enquiries, marketing, client relationships, our records of the assessments and coaching we deliver, and the development and quality control of our assessment methods and tools.
If you are assessed or coached through your employer or a prospective employer, you may direct privacy questions to that organisation, to us, or to both.
3. What personal information we collect
Website visitors and enquiries - Name, email address, organisation, phone number and the content of your message, when you use our contact form or email us. - Your email address, when you subscribe to our newsletter. - Technical information that our hosting provider records automatically when you visit the site, such as your IP address, browser type and the pages requested. This is used for security and to keep the site running.
Clients and business contacts - Names, job titles, business contact details, correspondence, contract and invoicing details.
Assessment candidates - Identity and contact details, current and previous roles, qualifications and experience you provide. - Responses to psychometric questionnaires and tests (for example cognitive reasoning, personality, team style, leadership, culture preference, business and financial acumen), interview and simulation notes, 180° or 360° feedback from colleagues, and our resulting scores, interpretations, reports and feedback-session notes. - Integrity and trust risk results from our Trust Risk Indicator.
Coaching clients and programme participants - Contact and role information, development goals, assessment results (such as AshtonQ), coaching session notes and programme progress. - Occasionally, information you choose to share about your wellbeing or health where it affects your work or development. We record this only with your explicit consent and only where it is needed for the coaching.
Users of our assessment tools (MTiP, ReSolve, AshtonQ) - Responses and profiles of the people who complete a tool, and the details of the organisation or practitioner who administers it. - For licensed practitioners: name, contact details, practice details, training and accreditation records.
We do not ask for special categories of information, such as racial or ethnic origin, religious beliefs, health, sexual life, or criminal records, unless it is necessary and lawful. Where we do need such information, we will explain why and ask for your explicit consent unless another legal ground applies. In South Africa, any processing of information for employment equity purposes is done only as permitted by law and at the client's instruction.
4. Why we use personal information, and our legal grounds
| Purpose | Legal ground (GDPR / POPIA) |
|---|---|
| Replying to enquiries and preparing proposals | Our legitimate interests in responding to people who contact us; steps taken at your request before a contract |
| Delivering assessments, coaching, job profiling, tools and workshops | Performance of a contract with you or our client; our client's legitimate interests in informed selection and development decisions; your consent where required |
| Processing health or other special category information shared in coaching | Your explicit consent |
| Sending our newsletter and workshop updates | Your consent, which you can withdraw at any time. For existing clients, where the law allows, our legitimate interests in telling you about similar services, with an easy way to opt out |
| Maintaining the quality, fairness and validity of our assessments, including research and norm-building | Our legitimate interests in providing accurate, fair and scientifically sound assessments. We use anonymised or pseudonymised data wherever possible |
| Running our business: accounting, record-keeping, security, managing our suppliers | Legal obligations and our legitimate interests |
| Establishing, exercising or defending legal claims | Our legitimate interests; legal obligations |
Where we rely on legitimate interests, we have balanced them against your rights and interests. You can ask us for details of that assessment.
5. Assessments, feedback and automated decisions
Our assessments combine several sources of evidence. How results are reported and fed back depends on the product:
- Plexiscan Gold and Plexiscan Platinum: our psychometric specialists interpret the results and write the report, and every candidate receives individual feedback as part of the assessment.
- Plexiscan Plexus: the report is generated mainly automatically. An assessment specialist checks every report, and edits it where necessary, before it is released. Feedback is available as an optional extra, for an additional fee.
- Our assessment tools (MTiP, ReSolve and AshtonQ): feedback is available as an optional extra, for an additional fee.
If you would like feedback on your results from Plexus or one of our tools, ask the organisation that arranged your assessment, or contact us to arrange it.
We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects. The organisation that commissioned your assessment makes any hiring, promotion or development decision, and our results are one input to that decision. In South Africa, we use psychological assessments in line with the Employment Equity Act and the professional requirements that govern psychometric testing.
6. Who we share personal information with
We do not sell personal information. We share it only where necessary:
- The client organisation that commissioned an assessment or coaching programme, as agreed at the start of the engagement. Coaching conversations are confidential; what is reported back to a sponsoring organisation is agreed with you in advance.
- Associate consultants, coaches and mentors who work with us under confidentiality obligations.
- Service providers who support our work, under contracts that require them to protect the information and use it only on our instructions. These include providers of website hosting (Netlify), form handling (Formspree), email and office software (Google Workspace), online assessment platforms (including AshtonQ, Psytech, Integ and Omnicor), video meetings and accounting.
- Professional advisers, such as lawyers, auditors and insurers.
- Authorities, where the law requires us to disclose information.
7. International transfers
We work across Malta, the rest of the EU, the Middle East, South Africa and North America, and some of our service providers are based outside your country. This means personal information may be transferred between the European Economic Area (EEA), South Africa and other countries.
- Transfers out of the EEA take place only where the destination has been recognised by the European Commission as providing adequate protection, or under the European Commission's Standard Contractual Clauses or another safeguard permitted by the GDPR. South Africa does not currently have an EU adequacy decision, so transfers between our Maltese and South African operations are covered by Standard Contractual Clauses.
- Transfers out of South Africa take place only as permitted by section 72 of POPIA, for example where the recipient is bound by laws, binding rules or an agreement providing adequate protection, or with your consent.
You can ask us for a copy of the relevant safeguards.
8. How long we keep personal information
We keep personal information only as long as we need it for the purposes above or as the law requires:
| Information | Retention period |
|---|---|
| Website enquiries that do not lead to work | 2 years after our last contact |
| Newsletter subscriptions | Until you unsubscribe |
| Assessment reports and supporting data | 3 years after the assessment, unless the client agreement requires a different period. Results may be kept longer in anonymised form for research and norm-building |
| Coaching notes | 3 years after the end of the coaching relationship |
| Client contracts, invoices and accounting records | As required by tax and company law (currently up to 10 years in Malta and at least 5 years in South Africa) |
| Website server logs | As set by our hosting provider, typically 30 days |
When information is no longer needed, we securely delete it or make it anonymous.
9. How we protect personal information
We use appropriate technical and organisational measures, including encrypted connections (HTTPS), access controls and two-step verification on our systems, confidentiality agreements with staff and associates, and careful selection of service providers. Assessment results are shared only with people who are authorised to see them.
If a data breach is likely to put your rights at risk, we will notify the relevant regulator and, where required, you, as the GDPR and POPIA require.
10. Your rights
Depending on where you are and the circumstances, you have the right to:
- access the personal information we hold about you and receive a copy
- correct information that is inaccurate or incomplete
- delete information, or have it destroyed, where there is no longer a lawful reason to keep it
- restrict or object to our processing, including processing based on legitimate interests
- object to direct marketing at any time
- data portability, to receive information you gave us in a structured, machine-readable format (GDPR)
- withdraw consent at any time, without affecting processing that took place before you withdrew it
- not be subject to a decision based solely on automated processing that significantly affects you
To use any of these rights, email advisor@multiplexpartners.com. We may need to confirm your identity first. We will reply within one month under the GDPR, or within a reasonable time under POPIA. If we processed your information on behalf of a client organisation, we may pass your request to that organisation and help it respond.
South African residents can also request access to records under the Promotion of Access to Information Act (PAIA). Our PAIA manual is available on request.
11. Complaints
Please contact us first so we can try to resolve your concern. You also have the right to complain to a data protection regulator:
- Malta and the EU: the Information and Data Protection Commissioner (IDPC), idpc.org.mt, or the data protection authority in your own EU country.
- South Africa: the Information Regulator, inforegulator.org.za.
12. Cookies
Our website does not use advertising or tracking cookies, and we do not use analytics cookies at present. Our videos are hosted on our own website and do not set cookies. If this changes, we will update our Cookie Policy and ask for your consent where required.
13. Children
Our services and website are intended for adults. We do not knowingly collect personal information from anyone under 18 unless it is part of an assessment or programme arranged with appropriate consent.
14. Changes to this policy
We may update this policy from time to time. The latest version is always on this page, with the date at the top. Where changes are significant, we will let our clients and subscribers know.