Privacy Notice for recruitment

Gideon Brothers d.o.o., Šamačka 7, 31000 Osijek, Croatia, PIN/OIB: 91855790287 (“we”, “us”) are committed to protecting and respecting your privacy. This Privacy Notice (together with any other documents referred to in this document) 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 document carefully, to understand our views and practices regarding your personal data and how we will treat it.

For the purpose of the General Data Protection Regulation (“GDPR”) we are the Data Controller.

Our Appointed Representative

Our appointed data protection officer is Ivan Skaro that can be contacted using email: [email protected]

We use Odoo, an online application, to assist with our recruitment process. We use Odoo to process personal information as a data processor on our behalf. Odoo is only entitled to process your personal data in accordance with our instructions.

Where you apply for a job opening posted by us, these Privacy Notice provisions will apply to our processing of your personal information, in addition to our other Privacy Notice which has been provided to you separately or is available on our website.

Your Personal Information

INFORMATION WE COLLECT FROM YOU

We collect and process some or all of the following types of information from you:

Information that you provide when you apply for a role. This includes information provided through an online job site, via email, in person at interviews and/or by any other method.

In particular, we process personal details such as name, email address, address, date of birth qualifications, experience, information relating to your employment history, skills and experience that you provide to us.

If you contact us, we may keep a record of that correspondence.

Details of all actions that you carry out through the use of the Odoo online application.

Details of your visits to Odoo’s website including, but not limited to, traffic data, location data, weblogs and other communication data, the site that referred you to Odoo’s website and the resources that you access.

INFORMATION WE COLLECT FROM OTHER SOURCES

Odoo provides us with the facility to link the data you provide to us, with other publicly available information about you that you have published on the Internet – this may include sources such as LinkedIn and other social media profiles.

Your Personal Information

RECRUITMENT PROCCESS

During the recruitment process, a job description is defined and a job advertisement is published through external associates for the purpose of recruiting new employees. Advertisements are published, depending on the job description, on different services. All data is collected and processed in our system. and third-party service providers within the process of recruitment processes, collecting and analysing job applications, including but not limited to Odoo.

We receive applications from job candidates, and for this purpose personal data of job candidates voluntarily provided by the candidate in the application and CV (name, surname, date of birth, contact information, past work experience, professional qualifications, education, photo) are processed. Depending on the workplace, we conduct professional and psychological tests and interviews for the selection of job candidates.

The data is kept until the final end of the job competition, and no longer than 24 months from the end of the job competition, and consent is requested from candidates whose data shall be retained for another job posting. Participation in the competition is voluntary, and candidate data is processed as a pre-contractual action that precedes the conclusion of an employment contract.

If an individual candidate has given the consent for the data to be retained even after the competition is over, the data is stored for a maximum of 24 months. One of the primary reasons for retaining candidate data for a maximum of 24 months is to simplify future recruitment processes due to planned expansion and recruitment based on potential new projects, thereby reducing the time required for recruitment and ensuring a more efficient recruitment process. In this way, it is possible to maintain contact with candidates who may not have been selected for a specific role, but possess valuable skills and experience, and it is possible to proactively reach out to candidates for newly opened positions. In addition, candidates can gain additional skills and experience in their field within a period of 24 months.

Candidates who have voluntarily provided their information for future postings can withdraw their consent at any time without negative consequences. Withdrawal of consent does not affect the legality of the processing until the moment of withdrawal.

Only authorized persons have access to job candidate data. Psychological testing is conducted by a person who has the necessary approvals for conducting psychological testing, and the interview with the psychologist and the psychological testing are conducted in accordance with the applicable law.

LAWFUL BASIS FOR PROCESSING

We rely on legitimate interest as the lawful basis on which we collect and use your personal data. Our legitimate interests are the recruitment of staff for our business.

PURPOSES OF PROCESSING

We use information held about you in the following ways:

To consider your application in respect of a role for which you have applied.

To consider your application in respect of other roles.

To communicate with you in respect of the recruitment process.

To enhance any information that we receive from you with information obtained from third party data providers.

To find appropriate candidates to fill our job openings.

To help Odoo improve their services.

AUTOMATED DECISION MAKING/PROFILING

We may use Odoo’s technology to select appropriate candidates for us to consider based on criteria we have identified. The process of finding suitable candidates is automatic, however, any decision as to who we will engage to fill the job opening will be made by our staff.

How we Store Your Personal Data

SECURITY

We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to view 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.

WHERE WE STORE YOUR PERSONAL DATA

The data that we collect from you and process using Odoo’s Services may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the fulfilment of your orders, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing.

In particular, your data may be accessible to i) Odoo’s staff or ii) may be stored by Odoo’s hosting service provider on servers.

If you would like further information please contact us (see ‘Contact’ below). We will not otherwise transfer your personal data outside of the EU or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.

HOW LONG WE KEEP YOUR PERSONAL DATA

We will hold all the data for 24 months.

Your personal information will be deleted on one of the following occurrences:

• deletion of your personal information by you or
• receipt of a written request by you to us.

YOUR RIGHTS

Under the General Data Protection Regulation you have a number of important rights. In summary, those include rights to:

• access to your personal data and to certain other supplementary information that this Privacy Notice is already designed to address
• require us to correct any mistakes in your information which we hold
• request the erasure of personal data concerning you in certain situations
• request access to the personal data concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
• object at any time to processing of personal data concerning you for direct marketing
• object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
• object in certain other situations to our continued processing of your personal data
• otherwise restrict our processing of your personal data in certain circumstances
• claim compensation for damages caused by our breach of any data protection laws.

If you would like to exercise any of those rights, please:

• contact us using our Contact details below,
• let us have enough information to identify you,
• let us have proof of your identity and address, and
• let us know the information to which your request relates.

How to complain

We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred.

Contact

All questions, comments and requests regarding this Privacy Notice should be addressed to [email protected].