Recruitment Privacy Policy

Introduction

Your Edge (“we”) is committed to respecting your privacy and protecting information that enables to identify you as an individual (“personal data”).
This Recruitment Privacy Policy complements the overall Personal Data Privacy Policy specifically for personal data privacy for recruitment.

Collected Personal Data

In recruitment, we collect data from third-party platforms, contact forms on our Web Sites or through the web sites of our Data Processors, and obtained directly from job applicants; in particular:

• a name and surname,
• an email address,
• a phone number,
• a contact address,
• specifics about the past experience,
• specifics about the education,
• attachments (e.g. CV, photos),
• communication from job offerings, subsequent negotiation, making an offer to clients, before an employment or contract is concluded.

The personal data specified above may be disclosed to our employees, external collaborators, and other data processors as specified in the Personal Data Privacy Policy.

Use of Personal Data

In recruitment, we collect personal data in order to:

• address our job openings to potential employees and contractors, i.e. we search for appropriate candidates,
• evaluate and decide on potential cooperation, i.e. conducting interviews, making reviews and discussing and deciding internally on the possible onboarding,
• concluding and managing the contracts, i.e. negotiating the specifics of cooperation with candidates and preparing contracts.

To execute the above mentioned, we use third-party services (e.g. professional networks), while respecting their terms and conditions, and our internal systems and databases (“operational systems”), hosted at our sites or at our data processors, while respecting the will of candidates, related to the extent and time period we are allowed to process their personal data.

Legal Basis

The legal basis for our use of candidates’ personal data in the context of recruitment follows:

• partially, from candidates’ explicit consents when providing us with their personal data:
  • through contact forms at our Web Site or at web sites of our service providers (data processors, e.g. Zoho Recruit),
  • through personal communication after we approached the candidates directly,
• partially, from our legitimate interest to conduct our recruitment and employment activities.

We apply different procedures for two types of candidates, with different data retention periods specified further:

• Applying Candidates: Candidates actively applying for our job openings (e.g. through our Web Site, through a form of at Zoho Recruit, or in person).
• Discovered Candidate: Candidates we actively searched for (e.g. in professional networks), in compliance with our legitimate interest to provide our professional services.

The Consent to the processing of personal data is an explicit, informed, transparent and provable acceptance of the fact that we can process the candidate’s personal data. The consent may be revoked by the candidate.

We distinguish between two types of the Consent to the processing of personal data:

• Minor Consent: The Minor Consent entitles us to record personal data about the candidate for the next 30 days to discuss the current job opportunity.
• Major Consent: The Major Consent entitles us to record personal data about the candidate for a period of 6 years in case a suitable job opportunity arises.

Both Minor and Major Consents may be prolonged if the candidate agrees.

	Minor Consent	Major Consent
Discovered Candidates	We ask for this consent either when approaching a candidate with a job offering or when asking for an extension of the discussion.	We may ask within the discussion of a job offering.
Applying Candidates	N/A (We always ask Applying Candidates for the Major Consent.)	We ask for this consent either in contact forms at our Web Site or at web sites of our service providers or in personal communication (applicants approaching us directly through email).

Access to Personal Data

In the context of our recruitment activities and beyond the cases specified below, Your Edge will not disclose or transfer your personal data to third parties unless you provide an explicit consent:

• Clients and Partners: Your Edge may provide access to your personal data to our clients and business partners. Such personal data disclosure is made upon a contract between Your Edge and the client or partner. In particular:
  • Before concluding a contract with a job applicant, some collected personal data, or data derived from these personal data, may be disclosed to our clients and partners; otherwise, it is generally not possible to conclude a contract since our clients and partners are involved in the decision process.
• Data Processors: Your Edge may provide access to your personal data to third-party data processors listed below. We strive to ensure your personal data is governed consistently with our Personal Data Privacy Policy for every third-party service we use. We can provide you with details about our data processors on request. In particular, job applicants’ personal data may be disclosed to the following third parties; otherwise, it is not possible to execute our recruitment processes.
  • Providers or electronic communication platforms (e.g. Microsoft Teams),
  • Providers of document and collaboration tools (e.g. Microsoft 365),
  • Services for recruiting and employment activities (e.g. Zoho Recruit),
  • Contractors/External collaborators servicing us (e.g. an external expert, contractor, asked to evaluate the applicant’s capabilities).

Personal Data Retention

The retention of personal data related to our recruitment activities depends on the path we came to the candidate:

• Applying Candidates:
  • If a candidate actively applies for our job opening (e.g. through our Web Site, through a form of at Zoho Recruit, in person), we generally ask for the Major Consent, which entitles us to process his personal data for the period of 6 years.
  • Before the end of the period, we will contact and ask the candidate if he wishes us to retain his personal data for another 6 years.
  • In case a candidate does not agree with us retaining his personal data further, he can always withdraw his consent (see Your Rights in our Personal Data Privacy Policy).
• Discovered Candidates:
  • In compliance with our legitimate interest to provide our professional services employing or contracting the best human resources, we do not limit our recruitment to waiting for applying candidates; we actively search.
  • To search/discover right candidates, we utilize our networks and third-party services (e.g. professional networks); to effectively execute our recruitment process, we may retain some personal data in our operational systems.
  • In general, we retain these personal data for up to 60 days at maximum without the candidate knowledge – the shortest time required to:
    • evaluate the candidate’s fit and communicate him our proposal (30 days since collecting his personal data),
    • wait for his response and delete his personal data from our operational systems if he does not provide us with his consent to process his personal data further (30 days since contacting the candidate).

Below the maximum time periods affecting our processing of candidates’ personal data are specified. By the time a period expires, the candidate’s data are deleted from our operational systems. The deletion is conducted in the “maximum possible extent”, taking into account, for example, the candidate’s wish not to be contacted further.

Maximum 30 days:

• The maximum period for processing the Discovered Candidate’s personal data in our operational systems before contacting the candidate.
• The maximum period for recording the personal data of a contacted candidate in our operational systems before the candidate reacts or agrees to discuss the job opportunity.
• The maximum period for processing the candidate’s personal data for the discussion of job opportunities. May be extended if the candidate agrees.
• The maximum period for processing the candidate’s personal data for the duration of the conclusion of the contract with the candidate. May be extended if the candidate agrees.
• The maximum waiting period for the candidate’s response to our proposal of either an extension of the Minor Consent or granting us the Major Consent.

Up to 6 years:

• The maximum period for processing the candidate’s personal data who has given us the Major Consent. May be extended if the candidate agrees.

By the time a contract is concluded with a candidate, the rules for his personal data management follows from the rules for personal data in business activities (e.g. contracting, accounting, law).

Consent

By cooperating with Your Edge in recruitment, you consent to the collection, controlling, access, security and retention of your personal data as described in the Personal Data Privacy Policy and this Recruitment Privacy Policy.
We reserve the right to conduct changes to this Recruitment Privacy Policy. Whenever we make a change that increases the rights to use the personal data, we have collected about you, we will ask you for your consent beforehand.

Contact Us

For any question about our Recruitment Privacy Policy, realizing your rights, or communicating directly with our Data Protection Officer, please contact us:

personaldataprivacy@youredge.cz