Privacy Notice for Job Seekers & Independent Contractors

This notice applies to all job applicants and contractors. The company looking after your data in our online recruitment and contractor‐engagement systems is Qameta Software Inc. (“We,” “us” or “Company”).

Personal data refers to any information pertaining to an individual. This includes any details related to an identified person or someone who can be identified, such as employees, job applicants, and contractors.

This notice applies to:

- Job Applicants seeking employment, and
- Contractors seeking to be engaged as independent contractors for remote assignments.

How We Use Your Personal Data

• Purpose: 
  • Evaluate suitability for employment or contractor engagement
  • Prepare offer letters, employment contracts or contractor agreements
  • Maintain recruitment/engagement records for compliance and future openings

No processing activities include automated decision-making.

Providing your Personal Data is optional, but it may be necessary for us to fulfill our intended purpose. This data provision might also be a legal or contractual obligation. Without it, we may not be able to achieve our objectives

Legal basis for the use of your Personal data

We process your personal information based on our legitimate interest in assessing job applicants and selecting qualified candidates for employment and contractors for services. This data is also retained for future recruitment and procurement purposes.

We may also use special categories of Personal data that you manifestly made public, e.g., on our social media sites (see Article 9(2)(e) of the General Data Protection Regulation 2016/679).

Categories of Data Collected

• Identification & Contact: Name, email, phone, date of birth, location
• Application Materials: CV, cover letter, portfolio, contractor proposals, source of posting
• Professional & Educational Background: Degrees, certifications, past employment or engagements, references
• Social Profiles: Links you provide (e.g. LinkedIn)
• Compensation Expectations: Salary range or contractor rates
• Communications: Emails, interview feedback, inquiries, complaints
• Immigration/Compliance (if required): Citizenship, passport, work permit/visa details
• Process Status: Internal notes on your application or contractor evaluation
• Referees' contact information: name, job title, place of work, email, phone number

To prepare the contract, we might need the following documentation: citizenship, passport data, residency or work permit details, or work visa. Additionally, please include talent management information such as your previous employment background.

Data Sources

We collect your data directly from sources such as application forms and uploaded documents, as well as from publicly accessible social media or marketplace profiles.

How long do we store your Personal data?

Your data will be kept for 6 months following the end of the talent engagement process. To be considered for future relevant job openings, you may choose to have your data stored in our Talent Pool. By acknowledging this privacy notice, you agree to the extended storage of your data and inclusion in our Talent Pool for this purpose.

Additionally, you can request the deletion of your data at any point.

Upon successful application, some collected personal data will be transferred to your contract and profile on our talent management platform and retained for the duration of your employment or assignment. Comprehensive details regarding the personal data we hold for employees and contractors are available in a distinct Privacy Notice, which can be requested at [email protected].

Furthermore, we reserve the right to store your data after the application process has been concluded for the purpose of adding it to our Talent pool in order to identify any other vacancies that may be of interest to you. You acknowledge accepting this data privacy notice, and therefore consent to any further storage of your data as well as its inclusion in our Talent Pool.

On social media platforms, your Personal Data is stored until your account is deleted either by you or the platform provider. Please refer to the privacy policies of the respective social media providers for detailed information regarding their data retention practices.

Sharing of your Personal Data with third parties and its transfer to a third country

• Internal: Authorized staff, including HR, hiring managers, procurement teams.
• Vendors: Applicant-tracking systems, human resource and job applicant management software solution, background-check providers (such as Certn holdings), identity-verification, Google Workspace, social-media platforms.

We and some of our vendors transfer data outside the EU/EEA. These transfers are protected by appropriate safeguards, specifically the EU Standard Contractual Clauses or DPF, which are available upon request at [email protected].

Your rights

Where we use your Personal Data, you may:

• request further details about how we use your Personal Data, including receiving a copy of your Personal Data (‘Right of access’)
• request that we correct, update or erase your Personal Data (‘Right to rectification’)
• request that we restrict the use of your Personal Data (‘Right to restriction’)
• object to us using it, or that we use it for direct marketing (‘Right to object’)

Where we use your Personal Data specifically based on your consent, you also have the right to request that we transfer your Personal Data to you or a third party (‘Right to data portability’).

To exercise your rights, email [email protected]. If unresolved internally, you may file a complaint with your national Data Protection Authority.

Amendments

We may update this notice at any time to ensure that it is always in line with the current legal requirements, or to accommodate changes in the application process or other processes. In this case, the new data privacy notice applies.

In addition to this data privacy notice, please view our general Privacy notice at https://qameta.io/privacy-policy/