Privacy Notice regarding the processing of candidates personal data:
The Scope of Notice:
In order to perform the personal recruitment operations at the level of the company, SUVODA SOFTWARE SRL („Suvoda”, „we”, „us” or the „Company”), will be collecting, processing and transferring certain personal data about you, as an employee of Suvoda.
This privacy notice for processing personal data (hereinafter referred to as the „Notice”) has the purpose of informing you regarding the personal data that Suvoda will be processing, the purpose and meaning of such processing, the possibility of disclosing your data to third parties and its transfer outside Romania, as well as the purpose of providing you with the relevant information regarding your rights with respect to these processing operations.
Personal Data:
Personal data is information that relates to an individual who can be identified from that information, whether or not in conjunction with any other information. Common examples of personal data processed by Suvoda in its day to day business include names, addresses, telephone numbers and other contact details, previous professional experience etc.
The Data Controller:
The data controller is Suvoda, meaning that we determine how and why your personal data is processed. For contact details, please refer to the “Questions and queries” section below.
Processing of Your Personal Data:
Suvoda will process your personal data for job recruiting and placement purposes, including notification of future job opportunities, and, for successful candidates, for employment purposes. You will find details on the personal data processed and the purposes for this processing below. Sometimes, these activities are carried out by third parties, including by other members of the Suvoda Group (see the other relevant sections below). We will inform you separately in case your personal data will be made subject to so-called automated decision-making.]
If provided to us, we process the following categories of personal data about you:
- identification data, including first name and surname;
- contact information, including home address, phone/mobile/fax number, e-mail address;
- gender, date of birth, citizenship;
- data regarding responses to screening questions (where applicable);
- background check information (where applicable);
- previous employment information, including date of hire, job title, department and business unit, work location, work status (full time, part time), data pertaining to work preferences and abilities;
- resume, including education, past work experience and references;
- information on certain health conditions (only where required by law);
- job interview notes;
- assessment results.
Basis and Purpose of Processing:
Processing of this personal data is required to enable Suvoda to administer the recruiting process, managing your application, organizing interviews – in short, the processing is necessary for us to entering into a contract with you. In case of legal proceedings, we will need to process your personal data to establish, exercise or defend us against the legal claim. We may also share your personal data with other Suvoda Group companies to consider you for future job openings and will retain your data for a limited period of time beyond an unsuccessful application for this purpose. You can object to such use of your data (see below the section regarding your applicable rights).
From Where We Collect Your Personal Data:
Most of the personal data we process is obtained from you when you file your application with Suvoda, but we also obtain personal data about you in the course of the application process (for example, during interviews or via job assessments). Other data types may be obtained from third parties, including for example, recruitment agencies.
You may also apply on-line by accessing our recruitment platform available on our website. You may use your external LinkedIn account to facilitate the submission of your on-line application. In this case, Suvoda will be provided with the most recent information from your LinkedIn account. Also, additional privacy terms of LinkedIn providers will apply in this case.
Sharing Your Personal Data to Third Parties:
Our Group Companies
Personal data will only be shared across the Suvoda Group in certain circumstances and where lawful to do so, for example with limited members of the human resources department or the IT department, both of which may be working for different Suvoda entities. Whenever we need to share your personal data, we will only do so on a need to know basis and with selected employees for tasks within their job responsibilities. We take all appropriate steps to ensure that such personnel are bound by duties of confidentiality with respect to your personal data.
Your Personal Data May In Particular Be Shared With:
Greenhouse Software, Inc
Service providers / Third parties
We use third party service providers (e.g. Greenhouse Software, Inc or work agencies) who provide technical and support services in connection with the application and recruitment process (such as hosting or cloud services). In providing the services, your personal data will, where applicable, be processed by the service provider on behalf of Suvoda.
We will check any third party that we use to ensure that they can provide sufficient guarantees regarding the confidentiality and security of your data. We will have written contracts with them which provide assurances regarding the protections that they will give to your data and their compliance with our data security standards and international transfer restrictions.
In certain circumstances, we share and/or are obliged to share your personal data with other third parties outside the Suvoda Group, for the purposes described above and in accordance with the data protection laws.
These third parties include:
- administrative authorities (tax or social security authorities)
- financial institutions
- insurances
- police, public prosecutors
- external advisors
The Transfer of Your Personal Data to Countries Outside the EEA:
We also transfer the personal data we process to countries outside the European Economic Area (”EEA”), for example, when one of our service providers (including Suvoda Group companies) use staff or equipment based outside the EEA – e.g. to Greenhouse Software, Inc., a cloud services provider located in the United States of America and engaged by Suvoda to help manage its recruitment and hiring process on its behalf. We have put in place adequate safeguards with respect to the protection of your privacy, fundamental rights and freedoms, and the exercise of your rights, e.g. we establish an adequate level of data protection, usually through EU Standard Contractual Clauses based on the EU commission’s model clauses or other safeguards available. If you would like to see a copy of any relevant provisions, please contact us (see “Questions and queries” below).
Securing Your Personal Data:
Suvoda operates state of the art IT security systems to protect the confidentiality, integrity and availability of your personal data. We have in particular taken appropriate security measures against unlawful or unauthorized processing of personal data, and against the accidental loss of, or damage to, personal data. Access is only granted on a need-to-know basis to those people whose roles require them to process your personal data.
Storing Your Personal Data:
If your application for employment is successful and you commence employment with Suvoda, your personal data will be transferred to your personnel file and will be processed for employment purposes.
If your application for employment is not successful, we will keep your personal data for a period of 2 years upon notification that your application was not successful for the purposes of (i) contacting you for future job vacancies or opportunities and (ii) the establishment, exercise or defense of legal claims, unless you did not consent to this.
Your rights under the data protection legislation:
You have the right to request access to, correction, or deletion of your personal data, as well as to ask for data portability. You are also entitled to object to the processing of your personal data in certain instances. If we process your personal data based on your consent, you may withdraw it for the future at any time. You can also lodge a complaint with a supervisory authority.
For questions and queries please contact us at “Questions and queries” below.
Questions and queries:
If you would like further information about your data protection rights, including rights about access to data and correction of inaccurate data, please send an email to talent@suvoda.com.
Changes to this Notice:
We may decide to change this Notice. If the change is fundamental or may significantly affect you, we will provide you with the updated Notice in advance of the change actually taking effect. We encourage you to review the content of this Notice regularly.