Agency SmartestHR
Welcome to SmartestHR, the recruitment platform for job seekers and employers. This Privacy Notice (together with the Terms of Use), establishes the basis on which we process your personal data through the SmartestHR platform. It describes our privacy practices to help you understand what personal data we collect, use, and share and to inform you about the choices you can make regarding your personal data. We understand that when you provide us with your personal data, you place your trust in us. We are committed to upholding that trust by respecting your privacy and protecting the data we handle in accordance with the General Data Protection Regulation (“GDPR”).
PRIVACY AT A GLANCE
1. Who is SmartestHR?
SmartestHR platform is operated by SmartestHR, kadrovsko in poslovno svetovanje, d.o.o., Rožna dolina, cesta IX 43, 1000 Ljubljana, Slovenia (“SmartestHR”). SmartestHR processes your data as controller.
2. Type od fata we collect.
Depending on the services and functionalities of the SmartestHR platform, we will need to process:
- your identification data (for example, you name, surnames, nationality)
- academic and professional data (profession, languages spoken, training, other data collected through your curriculum vitae)
- employment data (professional history, references)
- contact information (telephone number, e-mail address)
3. Why we use your data?
We will use your data collected through the SmartestHR platform to manage your registration as a user, to provide you with access to our services, and to maintain our relationship.
4. How we use your data?
There are several reasons, why we use your data. The main one is that we need to perform the contract that you conclude with us when you register to the SmartestHR platform and when you enjoy our service. Other reasons also enable us to use them, such as our legitimate interest to respond to your questions.
5. Do we share your data with potential employers?
Any details and information which we collect about you through the SmartestHR platform will be communicated to a potential employer only with your consent.
6. Know your rights.
You may access, rectify or delete your personal data. You may withdraw your consent at any time. In certain cases, you are also entitled to other rights, such as, for example, to object to us using your data, or to their portability.
Our full Privacy Notice below will help you to understand in depth how we collect, use, and share your data and your rights over your personal data. We invite you to read it.
CONTENTS
- Who is responsible for your personal data
- Which personal data do we collect
- For which purposes do we use your personal data
- What is the legal basis for our processing
- How do we protect your personal data
- With whom will we share your personal data
- Your data protection rights
- What if you provide us with data of third parties
- How long do we store your data
- Updates of this Privacy Notice
- How to get in touch with us
- Cookies
1. Who is responsible for your personal data?
The controller and the person responsible for your personal data is SmartestHR, kadrovsko in poslovno svetovanje, d.o.o., registration number 8354154000, Rožna dolina, cesta IX 43, 1000 Ljubljana, Slovenia (“SmartestHR”).
2. Which personal data do we collect?
We will collect your personal data primarily directly from you when you interact with us in the course of your use of the SmartestHR platform, e.g. when you complete the registration form, enjoy our services or communicate with us. This will in general include the following categories of data:
| DATA | Description |
|---|---|
| Your identification data. | Such as, your name, surnames, nationality. |
| Your academic and professional data. | Such as, your profession, languages spoken, training, and any other data you provide us through your curriculum vitae. |
| Your employment data. | Such as, your professional history, references. |
| Your contact information. | Such as, your telephone number and your e-mail address. |
The data that we process will depend on the purpose for which we process your data from time to time.
Understand that, when we ask you to fill in your personal data to register to our SmartestHR platform or afford you access to any service of the platform, we will mark certain fields as compulsory. We need these data in order to create your user account or to be able to provide you with the service. Please take into account that if you decide not to make such data available to us, you may not be unable to complete your user registration or may not be able to enjoy those services.
Important note!
It is very important for the data that you provide through the free text fields or documents submitted not to contain sensitive personal data, such as data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, physical or mental health, biometric or genetic data, sexual orientation, or criminal record. If we detect this type of information, we will proceed to delete it from our systems. This type of data will never be taken into account in the recruitment process.
3. For which purposes do we use your personal data?
Depending on how you interact with our SmartestHR platform, we will process your personal data for the following purposes:
| PURPOSE
|
Additional information
|
|---|---|
| To register you as a user of the SmartestHR platform and to manage your registration
|
If you decide to become a registered user of our SmartestHR platform, we will need to create your user account, identify you as a user of the platform and to afford you access to its services.
In addition, we may use your data to get in touch with you by e-mail relating to functionality updates or send you informative notices on the services of the platform. You may cancel your user account by contacting us at nusa.solar@smartesthr.com. Understand that SmartestHR platform services are available only to users with a registered account. |
| To provide you with our services, which includes finding suitable offers for you and managing your application to the existing offer to which you send your candidature
|
We will use your personal data that you provide to register to the SmartestHR platform and while you use as a registered user the services of the SmartestHR platform to find suitable offers for you based on your profession, qualifications and preferences, and to manage your application to the existing offer to which you send your candidature. This includes sharing your information and curriculum vitae with potential employers, but we will do so only after obtaining your consent.
In addition, we may contact you by e-mail, telephone or SMS for adequate management of your application to an existing offer or if we need to take up references if you have not provided them beforehand. |
| Consultations management
|
If you submit any question to us, we may use your personal data to meet your requests. For this purpose, we may have to contact you by e-mail, telephone or SMS. |
We will not use your personal data for taking any automated decisions affecting you or creating profiles other than described above.
4. What is the legal basis for our processing?
The legal basis on which we are permitted to process your personal data also depends on the purpose for which we process them, as explained in the following table:
| Purpose
|
Legal basis
|
|---|---|
| To register you as a user of the SmartestHR platform and to manage your registration
|
We process your data because this is necessary for performance of the Terms of Use regulating the use of the SmartestHR. In other words, for you to be able to register as a user on the platform, we need to process your personal data.
|
| To provide you with our services, which includes finding suitable offers for you and managing your application to the existing offer to which you send your candidature
|
We process your data because their processing is necessary for the performance of the Terms of Use that regulate the use of the SmartestHR platform. We will share your personal data with potential employers only upon obtaining your consent.
|
| Consultations management
|
We consider that we have a legitimate interest in answering any questions you submit to us. We understand that the processing of this data is also for your benefit since it permits us to be able to assist you adequately.
|
5. How do we protect your personal data?
We maintain electronic and procedural safeguards in accordance with the technical state of the art and legal data protection requirements to protect your personal data from unauthorized access or intrusion. These safeguards include implementing specific technologies and procedures designed to protect your privacy, such as SSL encryption.
We will at all times strictly comply with applicable laws and regulations regarding the confidentiality and security of personal data.
6. With whom will we share your personal data?
To achieve the purposes mentioned in this Privacy Notice, we must afford access to your personal data to third parties that provide us with support in the services that we offer your, i.e.: technological service providers. These providers are located in the European Economic Area.
Otherwise, we will only disclose your personal data when you direct or give us permission, when we are required by applicable law or regulations or judicial or official request to do so, or when we suspect fraudulent or criminal activities.
7. Your data protection rights
If you would like to exercise your rights, you may do so by sending us an e-mail to nusa.solar@smartesthr.com, informing us of the reason for your request and the right that you wish to exercise.
No matter the purpose for which we process your personal data or the legal basis for such processing, you have the following rights:
- ACCESS
You have the right to access the data we have on you. In case you are a SmartestHR platform registered user you may also consult this information in the relevant section on your personal data.
- RECTIFY
You have the right to request that we rectify your personal data. In case you are a SmartestHR registered user you may also change or update your personal data through your registered account. Please bear in mind that you are responsible for ensuring that any information you provide us with is current and accurate.
- ERASURE
You can request erasure of your personal data to the extent that they are no longer necessary for the purpose for which we need to keep processing them or when we are no longer legally permitted to process them.
- RESTRICTION OF PROCESSING
In certain cases, you can request that we temporarily suspend processing your data, e.g. when you need the data for the establishment, exercise or defence of legal claims.
- COMPLAIN TO A REGULATORY AUTHORITY
If you believe we have mishandled your data, you may file a claim before the responsible data protection regulatory authority, in particular before the Slovenian Information Commissioner (https://www.ip-rs.si/). A list of European data protection regulatory authorities is available here.
CONSENT WITHDRAWAL.
If you have given us your consent to process your data for any purpose, you can withdraw such consent at any time.
PORTABILITY
When we are processing your data due to your consent or the contract you have concluded with us, you will also have the right to request to receive the personal data that you made available to us in a structured, commonly used and machine-legible format, to be able to transmit them to another entity directly.
OBJECT
Where the processing of your data is based on our lawful interest, you will also have the right object to the processing of your data.
8. What if you provide us with personal data of third parties?
Our SmartestHR platform enables you to provide employment references, which requires us to process the personal data of a third party that you provide. If you provide us with personal data of third parties, you warrant that you have obtained consent of such third parties and that you have informed them of the purposes and of the manner in which we need to process their personal data.
9. How long do we store your data?
| Purpose
|
Retention Period
|
|---|---|
| Registration as a user of the SmartestHR platform
|
We will process your personal data wile your account is active. Your registered account will expire after 3 years without you having started a session. Before proceeding to delete your account, you will receive a reminder by e-mail informing you of how you may prevent your account from expiring and thus having your personal data deleted.
|
| Provision of SmartestHR platform services
|
We will process your personal data while your account is active.
|
| Consultations management
|
We will process your data for the time necessary to meet your requests.
|
We will keep your data for the time strictly necessary to achieve the purpose for which it was collected. Notwithstanding this, we will retain your personal data where required for SmartestHR to assert or defend against (potential) legal claims for the time until the statute of limitations period has passed or until the claims in question have been settled.
10. Updates of this Privacy Notice
We reserve the right to update and change this Privacy Notice from time to time in order to reflect and changes to the way in which we use your personal data or changing legal requirements. Any amended information Privacy Notice will apply from the date it is posted on our the SmartestHR platform or otherwise made available to you.
11. How to get in touch with us
If you have any questions regarding your rights or if you have any specific requests relating to your personal data, please contact at: nusa.solar@smartesthr.com.
Last
updated on 1.02.2021
