Proof IT Privacy Policy

Effective day 24 November 2020


Employment Candidate Privacy Notice

As part of any recruitment process, Proof IT SIA (together referred to as “Proof IT”, “us” or “we”) collects and processes personal data relating to job applicants. Proof IT is committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

What information do we collect?

In connection with your application, we will collect, use and store the following categories of personal data about you:
  • The data you have provided to us in your curriculum vitae (CV) and the personal data contained in your covering letter.
  • The data you have provided on our application form, including name, title, home/term address, telephone number, personal email address, date of birth, gender, employment history, qualifications, nationality, social media accounts, profession, professional memberships, educational achievements, diplomas, transcripts, languages, computer skills, national service completion (if applicable), identification number and any data you provide us during interviews at our premises or via online communication.
  • Any personal data provided to us about you by your referees (if applicable).
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why do we process your personal data?

It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint a suitable candidate to that role.
We also need to process your personal data to decide whether to enter into a contract with you.
In some cases, we need to process data to ensure that we are complying with our legal obligations.
Proof IT has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide on whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

How we will use your personal data?

We will use the personal data we collect about you to:
  • Assess your skills, qualifications, and suitability for the role;
  • Carry out background and reference checks, where applicable;
  • Communicate with you about the recruitment process;
  • Keep records related to our hiring processes;
  • Comply with legal or regulatory requirements.
Having received your CV and covering letter and the results from any tests you took, we will then process that data to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is suitable to invite you for an interview. If we decide to call you for an interview, we will use the data you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we may then take up references and/or any other check before confirming your appointment.

How we use particularly sensitive personal data?

We will use your sensitive personal data only in so far as we are permitted by Law to do so :
We will use data about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.
We will use data about your nationality or ethnicity, to assess whether a work permit and a visa will be necessary for the role.

Data security, sharing and access.

All our third-party service providers are required to take appropriate security measures to protect your personal data in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal data on our specific instructions, and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Data retention.

We will retain your personal data for a period of 2 years after your last application date (if you are unsuccessful, we shall retain your personal data for 6 months or for a period of 2 years upon your explicit consent). We retain your personal data for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way.
We further retain such personal data in case a similar role becomes vacant for which you will be a fitting candidate. After this period, we will securely destroy your personal data.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment according to local data protection and labor laws.

Your rights in connection with personal data.

Under certain circumstances as a data subject, by law you have the right to:
  • Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data corrected.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.
  • Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal data to another party.
We have appointed a Data Protection Officer to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal data, or would like to exercise any of the rights, please send an email to privacy@proofit.lv.
If you believe that the Proof IT has not complied with your data protection rights, you can complain to the Data State Inspectorate. 

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide personal data when requested, which is necessary for us to consider your application, we may not be able to process your application properly or at all.