Privacy Policy for recruitment using Teamtailor
The Service for handling recruitments and simplifying the hiring process (the "Service") is provided by Teamtailor on behalf of Voxo ("Controller", "we", "us").
It is essential that a person using the Service ("User") feel safe and is informed about how we handle Users'Personal Data in the recruitment process. We strive to maintain the highest possible standard regarding Personal Data protection. We process, manage, use, and protect the Users' Personal Data following this Privacy Policy ("Privacy Policy").
1. General
We are the Controller per current privacy legislation. We process The Users' Personal Data to manage and facilitate the recruitment of employees to our business.
2. Collection of Personal Data
We are responsible for processing the Personal Data that the Users contribute to the Service or for the Personal Data that we, in other ways, collect with regards to the Service.
When and how we collect Personal Data
We collect Personal Data when Users;
make an application through the Service, adding Personal Data about themselves either personally or by using a third-party source such as LinkedIn; and/or
use the Service to connect with our staff, adding Personal Data about themselves either personally or by using a third-party source such as LinkedIn; and/or
provides identifiable data in the chat (provided through the website that uses the Service), and such data is relevant to the application procedure.
We collect data from third parties, referred to as "Sourcing", and can be performed by our employees or automatically in the Service.
In some cases, existing employees can make recommendations about potential applicants, and such employees will add Personal Data about potential applicants. In that case, the potential applicant will be considered a User in this Privacy Policy and will be informed about the processing.
The types of Personal Data collected and processed
The Personal Data collected through the Service can be used to identify names, emails, pictures and videos, and information from Facebook and LinkedIn accounts. Only data that is relevant for the recruitment process is collected and processed.
Purpose and lawfulness of processing
The purpose of collecting and processing Personal Data is to manage recruitment. The lawfulness of processing Personal Data is our legitimate interest to simplify and facilitate recruitment.
Personal Data processed for aggregated analysis, or market research is always made unidentifiable. Such Personal Data cannot be used to identify a specific User. Thus, such data is not considered Personal Data.
The consent of the Data subject
The User consents to the processing of its Personal Data with the purpose of the Controller's handling recruiting. The User consents that Personal Data is collected through the Service when Users;
make an application through the Service, adding Personal Data about themselves either personally or by using a third-party source such as Facebook or LinkedIn, and that Controller may use external sourcing tools to add additional information; and
when they use the Service to connect to the Controller's recruitment department, adding Personal Data about themselves either personally or by using a third-party source such as Facebook or LinkedIn.
The User also consents to the Controller collecting publicly available information about the User and compiles them for use in recruitment purposes.
The User consents to Personal Data being collected per the above and will be processed according to sections below 'Storage and transfer' and 'How long the Personal Data will be processed.
The User can withdraw their consent anytime by contacting the Controller using the contact details. Using this right may, however, mean that the User can not apply for a specific job or use the Service.
Storage and transfers
The Personal Data collected through the Service is stored and processed inside the EU/EEA, or such third country that is considered by the European Commission to have an adequate level of protection, or processed by such suppliers that have entered into such binding agreements that fully complies with the lawfulness of third country transfers (as Privacy Shield) or to other supplies where adequate safeguards are in place to protect the rights of the data subjects whose data is transferred. To obtain documentation regarding such adequate safeguards, contact us using the details under paragraph 9.
How long the Personal Data will be processed
If a User does not object to, in writing, the processing of their Personal Data. In that case, the Personal Data will be stored and processed as long as we deem it necessary for the above purposes. Note that an applicant (User) may be subject to future recruitment. For this purpose, we may store Users' Personal Data until they are no longer of value as potential recruitments. If you as a User wish not to have your Personal Data processed for this purpose (future recruitment), don't hesitate to contact us via the details under paragraph 9.
3. Users' rights
Users have the right to request information about the Personal Data we process by notifying us in writing using the contact details below under paragraph 9. Users have the right to one (1) copy of the processed Personal Data which belongs to them without any charge. For further demanded copies, Controller has a right to charge a reasonable fee based on the administrative costs for such demand.
Users have the right to, if necessary, the rectification of inaccurate Personal Data concerning that User via a written request, using the contact details in paragraph 9.
The User has the right to demand deletion or restriction of processing and the right to object to processing based on legitimate interest under certain circumstances.
The User has the right to revoke any consent to processing given by the User to Controller. Using this right may, however, mean that the User can not apply for a specific job or use the Service.
The User has, under certain circumstances, a right to data portability, which means a right to receive Personal Data. The Personal Data can also be transferred to another controller as long as this does not negatively affect the rights and freedoms of others.
The User has the right to complain to the supervisory authority regarding the processing of Personal Data relating to them if the User considers that the processing infringes the legal framework of privacy law.
4. Security
We prioritise the personal integrity and therefore work actively so that the User's Personal Data is with utmost care. We take the measures that can be reasonably expected to make sure that the Personal Data of Users and others are processed safely and per this Privacy Policy and the GDPR.
However, the transfer of information over the internet and mobile networks can never occur without any risk, so all transfers are made at the risk of the person transferring the data. It is important that Users also take responsibility to ensure that their data is protected. The User's responsibility is that their login information is kept secret.
5. Transfer of Personal Data to third parties
We will not sell or transfer the User's Personal Data to third parties.
We may transfer the User's Personal Data to;
our contractors and subcontractors, acting as our Processors and Sub-Processors per our instructions for the provision of the Service;
authorities or legal advisors in case criminal or improper behaviour is suspected; and
authorities, legal advisors or other actors, if required by us according to law or authority's injunction.
We carefully choose partners to ensure that the User's Personal Data is processed per current privacy legislation. We cooperate with the following categories of processors of Personal Data; Teamtailor, which supplies the Service, server and hosting companies, email reference companies, video processing companies, information-sourcing companies, analytical service companies and other companies with regards to supplying the Service.
6. Aggregated data (non-identifiable Personal Data)
We may share aggregated data with third parties. The aggregated data has, in such instances, been compiled from information collected through the Service and can, for example, consist of statistics of internet traffic or the geological location for the use of the Service. The aggregated data does not contain any information that can be used to identify individuals and is thus not Personal Data.
7. Cookies
When Users use the Service, information about the usage may be stored as cookies. Cookies are passive text files that are stored in the internet browser on the User's device, such as a computer, mobile phone or tablet, when using the Service. We use cookies to improve the User's usage of the Service and to gather information about, for example, statistics about the usage of the Service. The use of Cookies is to secure, maintain and improve the Service. The information that is collected through the cookies can, in some instances, be Personal Data and is, in such instances, regulated by our Cookie Policy.
Users can at any time disable the use of cookies by changing the local settings on their devices. Disabling cookies can affect the experience of the Service, for example, disabling some functions in the Service.
8. Changes
We have the right to, at any time, make changes or additions to the Privacy Policy. The latest version of the Privacy Policy will always be available through the Service. A new version is considered communicated to the Users when the User has either received an email informing the User of the new version (using the email stated by the User in connection to the Service) or when the User is otherwise informed of the new Privacy Policy.
9. Contact
For questions, further information about our handling of Personal Data or for contact with us in other matters, please use the below stated contact details;
dpo@voxo.ai
