Privacy Notice for Job Applicants
Aarrio OÜ – Recruitment Services
Effective Date: 25.11.2024
Aarrio OÜ ("we", "us", "our") is a recruitment agency located in Tallinn, Estonia, and we are committed to protecting your personal data in compliance with the General Data Protection Regulation (GDPR). This Privacy Notice explains how we collect, use, and protect your personal data when you apply for a job or otherwise engage with our recruitment services.
1. Who We Are
Aarrio OÜ is a recruitment agency specializing in IT and Technology hiring in Europe. We act as a Data Controller with respect to the personal data we process in relation to our recruitment activities.
Our contact details are:
Aarrio OÜ
Lootsa tn 5
11415 Tallinn
Estonia
kristiina@aarrio.com
+34635101215
2. Personal Data We Collect
In the course of our recruitment process, we collect and process the following types of personal data:
- Identification Data: Full name, date of birth, nationality
- Contact Details: Email address, phone number
- Professional Information: CV/resume, cover letter, work experience, educational qualifications, certifications, professional skills, and other relevant career information.
- Job Application Information: Job preferences, availability, and any additional data provided through online job portals, job interviews, or application forms.
- Sensitive Personal Data: Only with your explicit consent or as required by law, we may process sensitive data such as health information (for example, if you need reasonable accommodations during the interview process) or data regarding your racial or ethnic origin if this is voluntarily shared (e.g., diversity and inclusion purposes).
3. Purposes for Processing Personal Data
We process your personal data for the following purposes:
- Recruitment and Selection: To evaluate your qualifications, experience, and suitability for current and future job openings.
- Communication: To contact you regarding job opportunities, interviews, feedback, and other recruitment-related matters.
- Compliance with Legal Obligations: To meet our legal obligations in relation to employment laws, equal opportunities, and workplace safety.
- Data Retention for Future Opportunities: With your consent, we may retain your information to consider you for future job opportunities that may be a better fit.
4. Legal Basis for Processing
We process your personal data based on the following legal grounds under the GDPR:
- Consent: Where you have provided your explicit consent (e.g., for processing sensitive personal data or for retaining your information for future roles).
- Contractual Necessity: For the performance of a contract, such as when you apply for a job.
- Legitimate Interests: Our legitimate interests in recruiting candidates and ensuring compliance with our recruitment practices.
- Legal Obligation: Compliance with employment laws and other legal obligations.
5. Who Has Access to Your Data?
We may share your personal data with:
- Internal Teams: Our recruitment and HR staff for the purposes of reviewing applications and making recruitment decisions.
- Clients: If you are shortlisted for a position, your data may be shared with our client (the hiring company) for further evaluation.
- Third-Party Service Providers: Service providers who assist with recruitment-related tasks, such as job portals, background check providers, and IT support services. These third parties are contractually obligated to handle your data securely and in compliance with the GDPR.
We will not share your personal data with any other third parties unless required by law or with your explicit consent.
6. International Data Transfers
If we transfer your personal data outside of the European Economic Area (EEA), we will ensure that appropriate safeguards are in place to protect your data, such as standard contractual clauses or other legal mechanisms approved under the GDPR.
7. Data Retention
We will retain your personal data for as long as is necessary for the purposes outlined in this Privacy Notice, or as required by law. If you are unsuccessful in securing a position, we will retain your data for a maximum of six (6) months unless you request that we delete your data earlier.
8. Your Rights Under the GDPR
You have the following rights with respect to your personal data:
- Right to Access: You can request a copy of the personal data we hold about you.
- Right to Rectification: You can request that we correct any inaccurate or incomplete personal data.
- Right to Erasure: You can request that we delete your personal data, subject to certain conditions.
- Right to Restriction of Processing: You can request that we limit the processing of your personal data in certain circumstances.
- Right to Data Portability: You can request that we provide your personal data in a structured, commonly used format to transfer to another data controller.
- Right to Object: You can object to the processing of your personal data for legitimate interests or direct marketing purposes.
- Right to Withdraw Consent: Where we are relying on your consent to process personal data, you have the right to withdraw your consent at any time.
To exercise any of these rights, please contact us at ask@aarrio.com.
9. Complaints
If you are not satisfied with how we process your personal data, you have the right to lodge a complaint with a supervisory authority. In the EU, the relevant supervisory authority is typically the data protection authority in your country of residence.
10. Changes to This Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in our recruitment practices or legal requirements. We will notify you of any significant changes by posting the updated Privacy Notice on our website or by contacting you directly.
Acknowledgement and Consent
By submitting your personal data to us as part of the recruitment process, you acknowledge that you have read and understood this Privacy Notice and consent to the collection, use, and processing of your personal data as described.