Teamtailor Recruitment Privacy Policy

Teamtailor provides a service for handling recruitments and simplifying the hiring process (the “Service”) on behalf of the company Wapice (the “Data Controller” or “we”). It is important that individuals using the Service (the “Users”) feel secure and are informed about how we process their personal data during the recruitment process. We strive to maintain the highest possible level of personal data protection. We process, manage, use, and protect Users’ personal data in accordance with this privacy policy (the “Privacy Policy”).

1. General

We are the Data Controller in accordance with current data protection legislation. The purpose of processing Users’ personal data is to manage and facilitate the recruitment process for employees.

2. Collection of Personal Data

We are responsible for the processing of personal data that Users add to the Service or that we collect in other ways related to the Service.

When and How We Collect Personal Data
We collect Users’ personal data when they:

• Fill out an application via the Service or otherwise add personal data about themselves either personally or through a third party, such as Facebook or LinkedIn; and
• Use the Service to stay in touch with our staff by adding personal data about themselves either personally or through a third party, such as Facebook or LinkedIn.
• Provide identifiable information via chat (provided through the website using the Service) when such information is relevant to the application process.

We collect information from third parties, such as Facebook, LinkedIn, and other public sources. This is called sourcing, and our employees perform it manually or automatically via the Service.

Current employees may, in some cases, provide recommendations for potential applicants. Such employees add potential applicants’ data, and in these cases, the potential applicant is considered a User under this Privacy Policy and is informed about the processing.

Categories of Personal Data Collected and Processed

The categories of personal data collected through the Service aim to identify natural persons through their name, email messages, images and videos, Facebook and LinkedIn account information, questions asked during recruitment, titles, education, and other information shared by the User or others via the Service. Only data relevant to the recruitment process is collected and processed. 

Purpose and Legality of Processing

The purpose of collecting and processing personal data is to manage recruitment. The legality of processing personal data is our legitimate interest in ensuring the simplification and facilitation of recruitment.

Personal data processed for combined analysis or market research is always anonymized and cannot be used to identify a specific User. Such data is not considered personal data.

Consent for Registration

The User consents to the Data Controller processing personal data for recruitment purposes. The User agrees that personal data is collected via the Service when Users;

• Fill out an application via the Service by adding personal data about themselves either personally or through a third party, such as Facebook or LinkedIn, and that the Data Controller may use external sourcing tools to add additional information; and
• Use the Service to stay in touch with the Data Controller’s recruitment department by adding personal data about themselves either personally or through a third party, such as Facebook or LinkedIn.

The User also consents to the Data Controller collecting publicly available information about the User and compiling it for recruitment purposes.

The User consents to the collection of personal data as described in points a) and b) above. Personal data is processed in accordance with the sections on Retention and Transfers and How Long Personal Data is Processed below.

The User has the right to withdraw their consent at any time by contacting the Data Controller using the contact details listed in section 9. Exercising this right may, however, result in the User being unable to apply for a specific job or otherwise use the Service.

Retention and Transfers

Personal data collected via the Service is stored and processed within the EU/EEA or in third countries with an adequate level of protection according to the European Commission, or by service providers who have entered into fully legal agreements for third-country transfers or other service providers with sufficient safeguards to protect the rights of the data subjects. Contact us using the contact details listed in section 9 to obtain documents on such adequate safeguards.

How Long Personal Data is Processed

If the User does not object in writing to the processing of their personal data, we retain and process this personal data for as long as we deem necessary for the purposes mentioned above. Note that an applicant (User) may be of interest for future recruitment, and we may retain Users’ personal data for this purpose until it is no longer necessary for potential recruitment. If you, as a User, do not want your personal data to be processed for this purpose (future recruitment), please contact us using the contact details listed in section 9.

3. User's Rights

Users have the right to request information about our processing methods for personal data by notifying us in writing using the contact details listed in section 9. Users have the right to receive one (1) copy of the personal data processed by the Service free of charge. The Data Controller has the right to charge a reasonable fee for additional copies requested based on the administrative costs of fulfilling the request.

Users have the right to correct incorrect personal data about themselves by submitting a written request using the contact details listed in section 9.

Users have the right to request the deletion or restriction of processing and, in certain circumstances, the right to object to processing based on legitimate interest.

Users have the right to withdraw any consent given to the Data Controller for processing. Exercising this right may, however, mean that the User cannot apply for a specific job or otherwise use the Service.

Users have the right, in certain circumstances, to data portability, which means the right to receive personal data and transfer it to another controller, provided this does not adversely affect the rights and freedoms of others.

Users have the right to lodge a complaint with a supervisory authority regarding the processing of their personal data if the User believes that the processing violates the legal framework of data protection law.

4. Security

We prioritize personal integrity and actively work to ensure that Users’ personal data is processed with great care. We take reasonably expected measures to ensure that Users’ and others’ personal data is processed securely and in accordance with this Privacy Policy and the General Data Protection Regulation (GDPR).

However, the transfer of information over the Internet and mobile networks involves risks, and all transfers are made at the sender’s own risk. It is important that Users also take responsibility for protecting their data. It is the User’s responsibility to keep their login information confidential.

5. Transfer of Personal Data to Third Parties

We do not sell or otherwise transfer Users’ personal data to third parties.

We may transfer Users’ personal data to:

• Our contractors and subcontractors acting as processors and sub-processors according to our instructions to provide the Service.
• Authorities or legal advisors in cases of suspected criminal or inappropriate activity.
• Authorities, legal advisors, or other actors if required by law or authority order

We only transfer Users’ personal data to trusted third parties. We carefully select partners to ensure that Users’ personal data is processed in accordance with applicable data protection legislation. We cooperate with the following personal data processors: Teamtailor, which acts as the Service provider, server and hosting companies, email companies, video processing companies, sourcing companies, analytics service companies, and other companies related to the provision of the Service.

6. Aggregated Data (Non-Identifiable Personal Data)

We may share aggregated data with third parties. Aggregated data is compiled from information collected through the Service and may consist of, for example, Internet traffic statistics or geological location for Service usage. Aggregated data does not contain information that can identify individual persons and is therefore not considered personal data.

7. Cookies

Information about the User’s use of the Service may be stored as cookies. Cookies are passive text files stored 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 experience related to the Service and to collect information, such as statistics on Service usage. This is done to secure, maintain, and improve the Service. Information collected via cookies may, in some cases, be personal data, and in such cases, it is regulated by our cookie policy.

Users can disable cookies at any time by changing the local settings on their device. Disabling cookies may affect the Service experience, for example, some functions of the Service may be unavailable.

8. Changes

We reserve the right to make changes or additions to our Privacy Policy at any time. The latest version of the Privacy Policy is always available through the Service. The new version is considered communicated to Users when the User has received an email notifying them of the new version (using the email address provided by the User in connection with the use of the Service) or when the User has otherwise been informed of the new Privacy Policy

9. Contact

If you have any questions, need further information about the processing of personal data, or wish to contact us for other reasons, please use the contact details below. Wapice Oy: antti.reijonen@wapice.com .