Scope of this Privacy Statement
This Privacy Statement applies to all personal data of job applicants processed by any Emplifi Group company which offers a job position to the job applicants; such employer company is the data controller with respect to the personal data of job applicants. Emplifi Group, for the purposes of this Privacy Statement, represents the following companies:
Emplifi Inc., with its registered office at 4200 Regent Street, Suite 200, Columbus, OH 43219, United States;
Emplifi Czech Republic a.s., with its registered office at Plzeň, Pod Všemi svatými 427/17, Severní Předměstí, 301 00, Czech Republic;
Emplifi Canada Inc., with its registered office at 606 Cathcart, Suite 1007, Montreal, Qc, H3B 1K9, Canada;
Sym-Sys Ltd (trading as ‘Go Instore’), 3rd Floor 1 Ashley Road, Altrincham, Cheshire, United Kingdom, WA14 2DT, United Kingdom; and/or
Pixlee TurnTo, Inc., 1013 Centre Road Suite 403-B, Wilmington, DE 19805, United States;
Astute Solutions B.V., with its registered office at Sloterdijk Teleport Towers, Kingsfordweg 151, 1043GR Amsterdam, Netherlands, ID No. 62626086;
Astute Solutions (Australia) PTY LTD, with its registered office at Level 10, 530 Collins Street, Melbourne, VIC 3000, Australia , ID No. 14160077261;
Pixlee TurnTo Ltd., with its registered office at Fieldfisher Riverbank House, 2 Swan Lake, London, United Kingdom;
Socialbakers UK Limited, with its registered office at 280 Bishopsgate, London, EC2M 4RB, United Kingdom;
Socialbakers France, with its registered office at 8 rue d’Athènes, 75009 Paris, France, ID No. 804803427;
Socialbakers Germany GmbH, with its registered office at Amelia-Mary-Earhart Straße 8, 60549, Frankfurt am Main, Germany, ID No. HRB 98478;
Socialbakers Singapore Pte. Ltd., with its registered office at 16 Raffles Quay, #33-03, Hong Leong Building, Singapore 048581, ID No. 201326967M;
Wilke Global Limited, with its registered office at WA14 2DT Altrincham, Cheshire, 3rd Floor 1 Ashley Road, United Kingdom, ID No. 06069868;
(any of the companies above hereinafter as “Emplifi”).
Type of personal data we collect
When you interact with Emplifi in connection with the recruitment process, we may ask you to provide or receive certain personal data, including, but not limited to:
personal data allowing identification of the candidate: first name, surname, address and country of residence, email address, telephone number;
personal data allowing the verification of the eligibility and selection criteria as laid down in the job opportunity notices: your CV and individual information regarding education and training (diploma awarded), professional experience (job title, length, previous company names, main tasks and responsibilities), linguistic and job-related skills and competencies and areas of interest, work and residence permits, link to your LinkedIn or another social media profile or portfolio, the content of any messages sent via the application form and, to the extent required or permitted by applicable law, identification data necessary in order to perform the background checks (first name, surname, email address) and reports of such background checks (including reports of criminal felony and misdemeanor registers, OFAC lists, social security number history, reports of driving history, confirmation of highest degree of education and employment history up to 2 previous employers) (“Personal Data”).
The exact scope of Personal Data processed in connection with recruitment for a specific position will depend on the type of position offered and on the market practice and local law requirements applicable to the recruiting Emplifi Group employer company.
How we process your Personal Data and for what purposes
Emplifi collects Personal Data directly from you or from our collaborating partners depending on the type of recruitment. Emplifi may process and store your Personal Data either manually, in a computerized way, or by other means.
We process your Personal Data for the purposes of processing your job application. The legal basis for the processing of your Personal Data is the legitimate interest in filling the job position with a suitable employee. Where you have given us your consent, we process your Personal Data for the purposes of informing you about future job opportunities at Emplifi.
Third parties
Your Personal Data may be processed and stored by Emplifi’s trusted third party suppliers involved in providing software programs, tools and related services for the recruitment process. Any other disclosures to third parties will only be made when required by applicable law.
Emplifi requires these third parties to provide at least a comparable level of protection to your Personal Data as Emplifi provides, to keep your Personal Data confidential, to only process your Personal Data for the purposes for which it was disclosed and to only access the minimum amount of Personal Data they need to deliver specific services related to the recruitment process.
List of third party suppliers:
Google, Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA and its respective affiliates, used in particular as e-mail client and as document storage;
Greenhouse Software, Inc., 18 West 18th Street, 11th Fl., New York, NY 10011 USA, supplier of applicant tracking and recruiting software;
HireRight, LLC, 3349 Michelson Drive Suite 150 Irvine, CA 92612 United States, provider of background check services;
LMC s.r.o., Jankovcova 1569/2c, 17000 Prague 7, Czech Republic, provider of job-offering and job-searching platforms.
Apart from the third-party suppliers, your Personal Data may be shared with:
Other Emplifi Group companies (see the full list above in section Scope of this Privacy Statement) if you have provided your consent with such sharing for the purposes of receiving notifications about future job opportunities at Emplifi Group.
Emplifi Czech Republic a.s. as the data processor for the Emplifi Group where another Emplifi Group company is the data controller.
Data Retention
Emplifi will take reasonable steps to ensure that we retain your Personal Data only for so long as is necessary for the purpose for which it was collected, or for such time period provided in your consent.
By submitting the application form, you acknowledge that Emplifi may store and process your Personal Data for the duration of the recruitment process, and your Personal Data will be deleted without delay after completion of the recruitment process, unless a longer storage period is required or permitted by law (for example, if you become an employee of Emplifi or for the purposes of our defense against legal claims).
If you have provided your consent with the processing and retention of your Personal Data in Emplifi’s candidate database in order to receive notifications about future job opportunities at Emplifi, we may retain your Personal Data in our database for the period of 3 years following the submission of the application form (or for such other period for which the specific consent was given).
Data Security
Emplifi recognizes its responsibility to protect the information you entrust to us. Emplifi maintains, and requires its third party suppliers to maintain, technical and organizational measures to protect your data as required by the General Data Protection Regulation (EU) 2016/679 of the European Parliament and of the Council (“GDPR”) and any other applicable law or regulation. We have implemented internal controls and information security routines, including trainings on personal data protection, in accordance with good industry practice and we regularly verify the appropriateness of these measures. We have also implemented Information Security Management in accordance with the requirements of ISO 27001, including data access management, supplier management and compliance processes.
Your Rights
Once you have provided us with your Personal Data, you will be able to access this information and exercise your following rights:
You have the right to access your Personal Data, request their correction or erasure, the right to restriction of processing, right to object, and the right to data portability.
You have the right to withdraw your consent at any time by notifying Emplifi of such withdrawal, the withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.
You have the right to submit a complaint concerning our data processing activities to the respective local data protection authority.
If you have any privacy concerns or questions or wish to exercise your rights stated above, you can contact us at hrdataprivacy@emplifi.io. Alternatively, you may contact Emplifi’s Data Protection Officer: Pernerova 53, 186 00 Praha 8, Czech Republic, dataprivacy@emplifi.io.
If you have provided your consent with the processing and retention of your Personal Data in Emplifi’s candidate database in order to receive notifications about future job opportunities at Emplifi you can always request to have your Personal Data removed by sending an email request to hrdataprivacy@emplifi.io.
The references in this Privacy Statement to “data controller” and “data processor” have the meaning ascribed to them in the GDPR.