Recruitment – processing of candidate data – Optidata

Processing of candidate data

INFORMATION CLAUSE REGARDING THE PROCESSING OF PERSONAL DATA OF JOB APPLICANTS

Based on Article 13, paragraphs 1 and 2 (GDPR), this clause includes information concerning the processing of personal data at OPTIDATA Sp. z o.o., either fully or partially automated, as well as in other than automated ways, of personal data constituting or intended to constitute part of a data set, as required by Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation), hereinafter referred to as “GDPR.”

I. Personal Data Administrator:

The administrator of your personal data is OPTIDATA Sp. z o.o., based in Kraków (address: ul. Wielicka 50/5, 30–552 Kraków), registered in the business register maintained by the District Court for Kraków-Śródmieście in Kraków, 11th Commercial Division of the National Court Register under number 0000141956 (hereinafter “Company”). You can contact us in the following ways:
– by mail at: ul. Wielicka 50/5, 30–552 Kraków;
– via e-mail: optidata@optidata.pl;
– by phone: +48 12 299 60 01;

II. Data Protection Officer (DPO):

We have appointed a Data Protection Officer (hereinafter “DPO”). The DPO can be contacted in all matters relating to the processing of personal data and the exercise of rights related to such processing in the following ways:
– by mail at: OPTIDATA Sp. z o.o., ul. Wielicka 50/5, 30–552 Kraków;
– via e-mail: iod@optidata.pl;
– by phone: +48 12 299 60 01;

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III. Purposes of Processing and Legal Basis for Processing

We will process your personal data for the purpose of:

• conducting the recruitment process, including assessing your competencies required for a specific job position, your education, and professional experience.

Legal basis:
– Articles 22¹ – 22¹a of the Labor Code Act of 26 June 1974 (Journal of Laws 2018, item 917, as amended, i.e., Journal of Laws 2022, item 1510, as amended) and §1 of the Regulation of the Minister of Labor and Social Policy of 28 May 1996 on the scope of documentation kept by employers concerning employment relationships and on the manner of keeping employee personal files (Journal of Laws 2017, item 894, as amended) – regarding data specified by law;
– Article 6(1)(c) GDPR – for the purpose of fulfilling a legal obligation resulting from the Labor Code Act;
– Article 6(1)(b) GDPR – for the purpose of concluding a contract (pre-contractual actions);
– Article 6(1)(a) GDPR – based on consent, regarding your data other than those specified in labor law (e.g., data included in the recruitment form, CV, cover letter, or obtained during the interview), as well as if you consent to participation in future recruitment processes;
– Article 9(2)(a) GDPR – based on consent, in case your documents contain data referred to in Article 9(1) GDPR;
– Article 6(1)(f) GDPR – the legitimate interest of the Administrator, which is to demonstrate equal treatment of candidates in the recruitment process.

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IV. Data Retention Period:

Your personal data collected during the current recruitment process will be stored until the recruitment is completed, but no longer than 3 months. If you consent to the processing of your personal data for future recruitment purposes, your data will be stored for a period of 9 months, provided that data processed based on consent will be stored no longer than until the consent is withdrawn. In cases related to proving equal treatment in the recruitment process, data may be retained for up to 3 years.

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V. Data Recipients:

Your personal data may be shared with:
– employees of the Company authorized to process your personal data as part of their assigned duties;
– entities providing postal and courier services;
– entities to whom we have outsourced IT system maintenance and who provide IT services to the Company, including software suppliers necessary for data processing or cloud systems where data is stored, and providers of email flow management services. These entities process personal data based on contracts concluded with us and only according to our instructions.

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VI. Rights Related to the Processing of Personal Data:

You have the right to withdraw your consent to the processing of your personal data that we process based on your consent. Withdrawal of consent will not affect the legality of data processing before its withdrawal. Consent may be withdrawn at any time by:
– mail to: OPTIDATA Sp. z o.o., ul. Wielicka 50/5, 30–552 Kraków;
– email: iod@optidata.pl;
– phone: +48 12 299 60 01.

Additionally, you have the right to access your personal data, request its correction or completion, request deletion (where applicable under Article 17 GDPR), request restriction of processing (as specified in Article 18 GDPR), the right to data portability for data processed automatically based on consent, and the right to lodge a complaint with the supervisory authority responsible for data protection, i.e., the President of the Personal Data Protection Office.

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VII. Requirement to Provide Personal Data:

Providing personal data required by labor law provisions, particularly under Article 22¹ of the Labor Code, is necessary to participate in the recruitment process; providing data beyond this scope is voluntary.

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VIII.

No automated decision-making, including profiling, will take place based on the processing of your data.

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Update: 20-09-2022

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