Proof IT Privacy Policy

Effective day 05 April 2022


Candidates Data Privacy Notice


We at Proof IT are committed to protecting the privacy and security of your personal information. This Candidates Data Privacy Notice (the "Notice") explains how Proof IT SIA and Proof IT Lithuania UAB ("Proof IT," "we," "us") collects and handles your personal data and what privacy rights you have.


The term "you," "Candidate" in this Notice refers to anyone who applies for a job role or open position at Proof IT or uses our careers websites, including our career page.


It is important that you read all this Notice carefully. Please note that this Notice does not create or form part of any employment contract or otherwise.


Information about the Controller


The Controller is Proof IT: limited liability company "Proof IT".

  • Reg. No. 40003689924,
  • Address: Baznīcas street 19/23, Rīga, LV-1010, Latvia,
  • Telephone no.: +371 26545868, e-mail: proofit@proofit.lv.


What personal data we collect? 


When you apply for a position at Proof IT, we collect and process information that may include, but is not limited to:

  • Identifiers such as name, surname, date and place of birth.
  • Contact information such as an address, email address and telephone number.
  • CV/resume and cover letter which typically includes past employment history (previous employers, job titles and contact information for references), qualifications, education.
  • Links to your professional profile at LinkedIn and optional links to your professional pages.
  • Citizenship or immigration information, such as tax residency, nationality, IDs/passport, social security/insurance numbers, visa status.
  • Any other information you voluntarily disclose throughout the recruiting process, such as contact information of references, compensation history, and personal situation.
  • Any personal data provided to us about you by your referees.


You are under no statutory or contractual obligation to provide data during the recruitment process. However, suppose you do not provide sufficient information necessary for us to assess your application (such as proof of qualifications or work experience). In that case, we may not be able to process your application properly or at all.


We rely on you to transmit complete, current, and accurate information about yourself. Please update your personal information if changes arise or contact us at proofit@proofit.lv to correct your information accordingly.



Sensitive data processing


We do not generally collect special or sensitive personal data about you during the recruitment process unless you provide it to us voluntarily. That is information about your race or ethnicity, political opinion, religious or philosophical belief, trade union membership, genetic data, biometric data for unique identification, or information on your health or sexual orientation.

However, under certain circumstances, we are required or permitted by law to process sensitive personal information. For example, Proof IT may collect data about physical condition to consider special equipment you might need for a subsequent job role.


What sources we use to get personal data about you? 


We may collect personal data about you from the following sources to the extent permitted by law.


Third-party sources and public Information. Employment screening agencies, background check agencies, talent acquisition agencies, recruiters, service providers, referees you named, former employers and/or schools and educational institutions, publicly available information on websites or social media, applicant tracking systems, and others where they are legally allowed to share your personal information with us.


Individuals who refer you. Other individuals may give us your personal information when recommending you as a candidate for a specific position or our business generally.



Why do we process your personal data?


We collect your personal data during various stages of the recruiting process (application, testing, interviews) because it is necessary for our hiring decisions. We collect and use your personal data for reasons related to your application and always following applicable data protection laws.


Under data protection laws, there are various grounds on which we can rely when processing your personal data. In some contexts, more than one ground applies. Three of those grounds can be summarised as Legal Obligation, Legitimate Interests, and Consent.


Legitimate interests


We may need to process your personal data for our or a third party's legitimate interests if your interests and fundamental rights don't override those interests. For example, our interests to hire qualified and appropriate people, find the right candidate for future vacancies, and secure, defend, and develop our business.

We collect and use personal information primarily for recruiting purposes—to make a hiring decision, including:

  • Consider your application for a role you applied for,
  • Assess your skills, qualifications, and suitability for the applied role,
  • Manage the recruitment process, including setting up and conducting interviews and testing, communicate with you,
  • Perform reference and/or background checks where applicable,
  • Carry out relevant benchmarking as to the salary and other benefits you may be entitled,
  • Keep our recruiting-related records and improve our recruitment processes,
  • Conduct statistical analyses of applications,
  • Assess your suitability for future opportunities at Proof IT and provide you with relevant information.


Compliance with legal obligations 


We may need to process your personal data to comply with our legal obligations when required to do so by law, regulation, or court order or in response to a request for assistance by the police or other law enforcement agency or where we consider disclosure is necessary or required by law, to exercise, establish, or defend our legal rights, or to protect your vital interests or those of any other person.

Purposes:

  • Comply with all applicable employment, equality and health and safety law,
  • Comply with all applicable immigration and tax law,
  • Confirm your right to work or otherwise contract Proof IT,
  • Comply with any other applicable laws or regulatory requirements.
  • Protect the legal rights of third parties, including our employees, users, or the public.


Your Consent


In certain narrow circumstances, we may process your personal data with your voluntarily and freely given and explicit consent.

When we rely on consent, we'll ask you in advance for your affirmative permission to use your data for the specific purpose identified. You may withdraw your consent any time by, as stated in this Notice.



Personal information storage


Your data will be stored in a range of different places, including on your application record in the talent acquisition software, in HR management systems and on other IT systems (including emails) within EU.



Personal information sharing


Mostly your personal information will be shared internally with the Proof IT personnel involved in the recruiting and hiring processes (e.g. board members, management board, hiring managers and HR).

Proof IT may have to share your data with third parties, including third-party service providers. We may disclose your personal information to the following parties or in the following circumstances (where applicable):

  • Service providers. Applicant tracking systems and recruiting software providers, job boards, online testing, and recruiting agencies, professional employment organizations, background check companies, talent acquisition and administration providers and other organization that process data on our behalf to help manage our recruitment process.
  • Professional advisors. Lawyers, tax and immigration consultants, insurance in the course of professional services they provide us.
  • Consent. We may share your personal information in other ways if you have asked us to do so or have given consent.

 

Automated decision making 


We do not make any automated decisions concerning your application without human involvement. Our hiring decision will be made considering a combination of factors such as your education, job experience, qualifications, and cultural fit.

We may use pre-employment automated tests, cognitive, numerical reasoning, and behavioural tests to measure your suitability for a specific position. The test results are never used as the sole determining factor in the recruitment process.


Consent withdrawal 


We are unlikely to rely on consent as a ground for the processing. However, if we do, you may withdraw consent at any time - though if you do so, that will not affect the lawfulness of what we have done before you withdraw consent. For this purpose, please notify us at proofit@proofit.lv. Once we receive your consent withdrawal, we will no longer process your information for the purpose you originally agreed to unless storing your data is required by law.


How long we retain your personal information 


In general, we might keep personal data about you as long as it is necessary for the purpose for which we collected it.

Where you are a successful candidate, personal data provided by you or obtained by Proof IT throughout the job recruitment process will be retained by us for as long as you are an employee of Proof IT (plus a reasonable period after your employment ends) to facilitate your employment. Our privacy notices for teammates will be available to you once you start onboarding at Proof IT.


Where you are an unsuccessful candidate, Proof IT will retain your personal data for a period of 24 months after we have communicated to you our hiring decision upon your explicit consent. We will retain your personal data to consider you for any suitable alternative role that arises during this period. We further retain your personal data for that period to demonstrate that we have not discriminated against candidates on prohibited grounds in the event of a legal claim and that we have conducted the recruitment process fairly and transparently. After this period, we will securely delete or anonymize your personal data when it is no longer necessary for the aforementioned purposes. If you prefer us to delete your personal data, feel free to send your request at proofit@proofit.lv. We will review your request at the earliest convenience and delete your data unless we are not required by law to keep it for a longer period. If deletion is impossible, we will securely store your personal data and isolate it from any further processing until deletion is permitted.



How to contact us


We have appointed a data privacy officer to oversee compliance with this Notice. If you have any questions, requests, or complaints regarding the use or disclosure of your personal data or if you would like to review, delete or update information about you, please contact our data protection officer by email at proofit@proofit.lv.

This Privacy Policy is meant to help you understand what information we collect, why we collect it, and how you can update, manage, export, and delete your information.



Updates to this Notice


This Notice may be subject to updates and modifications from time to time. We will post any changes to this Notice on this page. Each version of this Notice is identified at the top of the page by its version date.


If you have any questions about this privacy notice, feel free to contact us at proofit@proofit.lv.