PRIVACY POLICY


DEFINITION

This Privacy Policy (together with any other documents referred to herein) sets out the basis on which the personal data collected from you, or that you provide to us, will be processed by us in connection with our recruitment processes. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.


RESPONSIBILITIES

At Kodify (“We”, “Us”) are committed to protecting the privacy of our candidates and users of our websites. In order to provide a safe and secure user experience, we will ensure that the information you submit to us via our website or through any other communication media in relation to recruitment will only be used for the purposes set out in this policy.

We would also like to inform you that we use Recruitee Software in order to help us with our recruitment processes and the candidate data that we need to process. When you apply for a job opening posted by us, Recruitee will gather the data you provide. You can read their privacy policy here. Recruitee is only entitled to process your personal data in accordance with our instructions.

This policy is specific for our recruitment activities. Any other privacy policy that you might find on our website remains also applicable.

As used in this Privacy Policy, “personal data” means information that identifies job applicants and potential candidates for employment with us, either submitted as part of the online application and/or through alternative channels.

We will process your personal data in accordance with this Privacy Policy, unless such processing conflicts with the requirements of applicable law, in which case, applicable law will prevail.

By submitting your personal data to us, you acknowledge that:

  • You have read and understood this Privacy Policy and agree to the use of your personal data as set out herein.

  • Your personal data may be transferred and processed worldwide in Kodify offices, and our contracted data processors, including countries that may not be deemed to provide the same level of data protection as your home country, for the purposes and in the manner specified in this Privacy Policy.

  • You are not required to provide any requested information to us, but failing to do so may result in not being able to continue your candidacy for the job for which you have applied.

  • All of your representations are true and correct to the best of your knowledge and belief, and you have not knowingly omitted any related information of an adverse nature. Providing any inaccurate information may make you ineligible for employment.


YOUR PERSONAL INFORMATION

INFORMATION THAT WE COLLECT FROM YOU

We would like to inform you of the different types of data that we collect from you:

At selection Phase

Personal data

We will store your personal data such as title, surname, first name, in order to be able to identify you as an applicant for one or several of our open positions.

Cover letter and CV

These two documents will allow us to examine your professional experience and learn more about your interest in our company. We will use them to analyse if your professional record matches to what we need for the position that you are interested in.

Social Media and Job Portals Profiles where we advertise our positions

We will consult the public information you shared with us in the application form to evaluate your professional experience and a potential fit for the role.

Contact information

We will need to have your phone number, email and/or instant messaging details (Skype, Hangouts, etc) to be able to invite you to an interview should you be shortlisted to participate to our recruitment process

Eligibility Data

This information will be used to confirm that you are eligible for the open position: country of residence, education and training (diploma awarded), professional experience (job title, length, company name, company type and web address of company (optional), main tasks and responsibilities), linguistic and job related skills and competencies.

During Recruitment phase

Salary expectations

We will use this information to ensure that your expectations match what we can provide for the position that you are being considered for

Professional record

Information about your previous employment will help us understand your knowledge and background better

Lieu of residence and professional status

We need to know if you live in the EU territory as only EU residents are eligible to work for us in the EU.

This condition does not apply for our open positions in Canada or the US. We will also need to know your professional status (whether you are self-employed or an employee on payroll) to foresee the support that we need to prepare for you and/or the information you will need to be ready to join us

Technical knowledge

We will record the score of your technical interview in order to assess if your experience matches the seniority level desired for the opportunity you are being considered for

Email correspondence

We will keep a record of the emails we exchanged with you to be able to follow up with your recruitment status. We will retain this data for as long as you remain interested in professional opportunities within Kodify.



INFORMATION WE COLLECT FROM OTHER SOURCES

Social Media Profiles and Job Portals that you have provided us with

Public profile information

In order to find suitable candidates for our recruitment activities. Therefore it might be that we retrieved your data from those sources.

We also use social media profiles to complete the information we receive in the CVs and cover letters


WHAT WE DO WITH YOUR INFORMATION

The types of personal data that we require from you, and the ways that we process it, are determined by the requirements of the country in which you reside, and/or the country of which you are a citizen, along with requirements for the country where the position is located.

All the data we collect, is only collected and used for recruitment purposes. We will use the data to ensure that we find the best candidates for the roles that are available within our company.


PURPOSE OF THE DATA COLLECTION

We collect and use your personal data for legitimate recruitment and HR reasons including:

To identify and evaluate you as a candidate for potential employment, as well as for future roles that may become available

To communicate with you in respect of the recruitment process.

To update any information on our application that we receive from you with information obtained from the social media profiles you have provided us with.

To find appropriate candidates to fill our job openings

Record keeping in relation to recruiting and hiring

Ensuring compliance with legal requirements, including diversity and inclusion requirements and practices

We may desire to retain your personal data to consider you for future employment opportunities. In such an event, we will seek your consent, before you apply for a job opportunity with us. We will also seek your consent after you apply in case we would like to consider you for another position for which you have not originally applied.  This is optional for you, and you can retract your consent at any time by contacting us.


HOW WE STORE YOUR PERSONAL DATA

SECURITY

We take measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted through any online means, therefore any transmission remains at your own risk.

DATA RETENTION

If you accept an offer of employment by us, any relevant personal data collected during your pre-employment period will become part of your personnel records and will be retained in accordance with specific country requirements.

If we do not employ you, if you grant us consent we will keep your details whilst our opportunities are still relevant for you and whilst you wish us to continue to seek work within our company and be informed of our open positions and new professional opportunities.

 

WHERE WE STORE YOUR PERSONAL DATA

Data maybe be stored in various locations, depending on the specific system/data.  These may be in the US, EU, or other locations where we have contracts with 3rd party data processors.  All data on internal systems will be held in the EU and/or US.

 

HOW LONG WE WILL KEEP YOUR DATA

Unless you inform us otherwise (see contact below), we will keep your data for up to 600 days in our employment opportunities and remain open to being considered by us for our future job openings shall they match your profile and experience.

 

You have the right to request that your details be removed and deleted from our system at any time. To do this,  please contact us at gdpr@kodify.io.  Please include some personal information such as full name, email address and phone number for easy identification. We may contact you to confirm your details to ensure we treat your data correctly.


KEEPING YOUR DATA UP TO DATE

If your personal details or CV change, you may contact us using the contact details below. We will endeavour to update your personal data within thirty (30) days of any new or updated personal data being provided to us, in order to ensure that the personal data We hold about you is as accurate and up to date as possible.


YOUR RIGHTS

If you are a citizen or a resident of EU, under the General Data Protection Regulation you have the following rights, free of charge:

  • information about the processing of your personal data;

  • obtain access to the personal data held about you;

  • ask for incorrect, inaccurate or incomplete personal data to be corrected;

  • request that personal data be erased when it’s no longer needed or if processing it is unlawful;

  • object to the processing of your personal data for marketing purposes or on grounds relating to your particular situation;

  • request the restriction of the processing of your personal data in specific cases;

  • receive your personal data in a machine-readable format and send it to another controller (‘data portability’);

  • request that decisions based on automated processing concerning you or significantly affecting you and based on your personal data are made by natural persons, not only by computers. You also have the right in this case to express your point of view and to contest the decision.

To help protect your privacy and security, we will take reasonable steps to verify your identity before granting you access to your personal data. We will make reasonable attempts to promptly investigate, comply with, or otherwise respond to your requests as may be required by applicable law. Depending upon the circumstances and the request, we may not be permitted to provide access to personal data or otherwise fully comply with your request; for example, where producing your information may reveal the identity of someone else. We reserve the right to charge an appropriate fee for complying with your request where allowed by applicable law, and/or to deny your requests where, in Kodify’s discretion, they may be unfounded, excessive, or otherwise unacceptable under applicable law.

We do not make recruiting or hiring decisions based on automated decision-making.

If you would like to exercise any of those rights, contact us using our contact details below. Please clearly specify the information to which your request relates. Please also include some personal information such as full name, email address and phone number for easy identification. We may contact you to confirm your details to ensure we treat your data correctly.


HOW TO COMPLAIN

In addition, and where granted by applicable law, you may have the right to lodge a complaint with a competent data protection authority of your country.


CONTACT

gdpr@kodify.io