1. Introduction

Thanks for considering a job opportunity at {{company}} registration nr. {{registrationNumber}}. In order to apply for a job, you need to provide us with some personal data about yourself.

The purpose of this Candidate Privacy Policy(“Policy”) is to explain how we collect and process your personal data in the hiring process and give you information about the rights you have in relation to your personal data.

The data controller for the processing of your personal data in the hiring process is the {{company}} registration nr. {{registrationNumber}}

2. Your rights

Privacy laws and regulations including the General Data Protection Regulation (“GDPR”) gives certain rights to individuals in relation to their personal data. Accordingly, we are happy to offer transparency and access controls to help users take advantage of those rights. As available and except as limited under applicable law, the rights afforded to individuals are:

Right of access - the right to be informed of, and request access to, the personal data we process about you;

Right to rectification - the right to request that we amend or update your personal data where it is inaccurate or incomplete;

Right to erasure - the right to request that we delete your personal data;

Right to restrict - the right to request that we temporarily or permanently stop processing all or some of your personal data;

Right to object - the right, at any time, to object to us processing your personal data on grounds relating to your particular situation;

Right to data portability - the right to request a copy of your personal data in electronic format and the right to transmit that personal data to another data controller;

Right to withdraw the consent – the right to withdraw your consent for the specific purpose of processing at any time, if the consent previously granted; and

Right not to be subject to automated decision-making - the right to not be subject to a decision based solely on automated decision-making, including profiling, where the decision would have a legal effect on you or produce a similarly significant effect.

You can easily request to access, remove or update the personal data that you have provided to us in your application or anytime during the hiring process by emailing {{email}} or logging into our recruitment tool jobno.one. If you require any further personal data, if you want to exercise any of your other rights, or if you have any questions about how we process your personal data, please contact us by emailing {{email}}.

While we hope that we can answer any questions that you may have, if you have unresolved concerns, you also have the right to lodge a complaint with your local Data Protection Authority.

3. Personal data we collect from you

When you apply for a job at {{company}} registration nr. {{registrationNumber}}, the types of information we collect and process may include, but are not limited to, the following categories:

Contact information – Your name, email address, phone number, city, country, and any other contact information provided by you;

Background details – Your CV or resume, including cover letter, academic qualifications, work experience, transcripts,and/or similar;

Reference information;

Information required to prepare the employment contract, such as date of birth, address and/or similar;

Interview information – Details from interviews and outcomes of any recruiting exercise you complete;

Employment information – Information about the type of employment you are looking for or may be interested in, including your job preferences;

Publicly available information – Profile information, academic qualifications and work experience from publicly available sources relevant for the hiring process, e.g. your LinkedIn profile; and

Other information provided by you in the hiring process.

4. How we use your personal data

We will use the information we collect about you for the following purposes:

To communicate with you throughout the hiring process;

To assess your qualifications, skills, and suitability for the considered job;

To consider you for, and inform you about other job opportunities;

To verify your information and carry out reference checks;

To prepare your employment agreement if youare offered a job at {{company}} registration nr. {{registrationNumber}};

To assist you with obtaining an immigration visa or work permit (if requested by you); and

To comply with applicable laws, regulations,legal processes or enforceable governmental requests.

In addition, we process your information (on an aggregated level) to perform analyses in order to understand, maintain,evaluate and improve our hiring process.

5. Automated decision-making

Some of our recruitment processes may occasionally use elements of solely automated decision-making in order to confirm that we only proceed with candidates who meet the minimum requirements for a job, as set out in a job description or in order to give you the best possible personalized experience from our clever tools we use during hiring process (i.e. smart job alert using your CV/resume and your preferences to automatically decide whether the email notification should be sent to you). Automated decision-making is only used as an exception and only during initial stages of hiring process. You may always request a manual review of the decision by emailing {{email}}

6. Legal basis for the processing

When you apply for a role at {{company}} registration nr. {{registrationNumber}}, we process information about you in order to take steps necessary to enter into a possible employment contract with you. Further, we collect and process information about you as necessary for our legitimate interest to assess if you are suitable for the position, you have applied for at {{company}} registration nr. {{registrationNumber}} and also to understand, maintain and improve our hiring process. We may also seek your consent to process your personal data for specific reasons in compliance with applicable laws, such as to consider you for future job opportunities. You have the right to withdraw such consent at any time by contacting us.

7. Sharing your personal data

We share your personal data only internally in {{company}} registration nr. {{registrationNumber}} in order to carry out the activities specified in this Policy. We may also transfer your personal data to third party service providers such as recruiting firms and providers of recruiting tools.

Where personal data collected within the EU/EEA is transferred to and processed by third parties located in a country outside of the EU/EEA, {{company}} registration nr. {{registrationNumber}} shall ensure that the transfer of your personal data is carried out in accordance with applicable privacy laws and, in particular,that appropriate contractual, technical, and organisational measures are in place such as the Standard Contractual Clauses approved by the EU Commission.

8. Data retention and deletion

If you are successful in your job application, relevant information we collect about you during the hiring process will become a part of your employment record and retained in accordance with our privacy policies for employee data.

If your application is unsuccessful, we retain your personal data for as long as necessary to comply with our legal obligations and resolve any disputes related to the hiring process, and for a maximum 3 months thereafter. We will delete the data after this period.

However, if you consent that we keep your personal data in our talent pool in order to consider you for future job opportunities at {{company}} registration nr. {{registrationNumber}}, we will retain your data for 10 years (from the time you provided your data to us).

If you would like to opt out from {{company}} registration nr. {{registrationNumber}}’s policy of retaining your information, please email {{email}} or log into our recruitment platform jobno.one.

9. How to contact us

Thank you for reading our Policy. If you have any questions about this Policy, please contact us by emailing {{email}}