(In accordance with GDPR)
Updata One is a brand of A Data Pro Ltd.. As a part of any recruitment procedure, Updata One collects and processes job applicants-related personal data. The organization commits itself to being transparent about the way it collects and uses these data and fulfills its data protection obligations.
What information do we collect?
Updata One collects a set of personal data about you. This includes:
• Your name, address, and contact details, including email address and phone number;
• details of acquired qualifications, skills, professional experience and length of service;
• information on your current salary level, including extra remunerations;
• whether you have any disability requiring the organization to make appropriate changes during the recruitment process; and
• information about your rights to work in Bulgaria.
Updata One can collect this information in different ways. For example, such data may be contained in job applications, CVs or resumes; it may be obtained from your passport or other IDs, or collected during an interview or other form of assessment.
We may also collect personal information about you from third parties, for example, from former employers in relation to job recommendations. Such information will only be sourced from third parties once a job offer has been made to you, and we will inform you of any such actions.
Data will be stored in different locations, including in registrations of your job applications, in our human resources management systems, and other data systems (including e-mail).
Why does Updata One process personal data?
We need to process personal data to take necessary actions in relation to your application before proceeding to a contract with you. We may also need to process your data in order to conclude the very contract with you.
In some cases, we need to process data to make sure we comply with our legal obligations. For example, it is our duty to check whether a candidate, prior to being appointed, has the right to work on the territory of Bulgaria.
Updata One has a legitimate interest in processing personal data during the recruitment process and keeping records of this procedure. Processing of job applicants’ data allows us to manage the recruitment process, to assess and confirm an applicant’s ability to work and to decide whom to offer a job. It may be necessary to process job applicants’ information in order to respond to and defend ourselves against legal claims.
Updata One can process special categories of personal data such as information about ethnicity, sexual orientation, or religious beliefs so that we can monitor our recruitment process. It is also possible to collect information on whether applicants have any disabilities requiring certain changes to be made for such applicants. Such information may also be processed in order to fulfill our duties and exercise our specific rights in relation to our capacity as an employer.
If your job application is not approved, Updata One may keep your personal data on file in the event that future employment opportunities emerge for which you would be a suitable candidate. Before we proceed to storage of your personal data for such purpose, we will ask your consent, which you may withdraw at any time.
Who has access to personal data?
Your information may be exchanged internally for the purpose of carrying out the recruitment process. This includes HR staff members, recruiting officers conducting interviews and participating in the recruitment process, managers of departments with job vacancies as well as IT staff, inasmuch access to data is necessary for exercising their roles.
We will not share your data with third parties unless your job application has been approved and we offer you a job. In such a case, we will share your data with your former employers in order to obtain information about you as well as with individuals competent in your previous work activity to perform the necessary ex ante checks.
How does Updata One protect data?
We treat the security of your data. We have internal policies and control mechanisms in place to ensure that your data will not be lost, or accidentally destroyed, misused or disseminated, and that it is not accessible to others outside our employees upon the proper performance of their duties.
How long does Updata One store data?
If your job application has not been approved, the organization will keep your data on an electronic/paper file for 6 (six) months after the end of the relevant selection procedure. If you agree to submit your personal data on electronic/paper file, we will keep your data on electronic/paper file for further 6 (six) months with view to possible future appointment opportunities. At the expiry of this period, or once you withdraw your consent, your data will be deleted or destroyed. When submitting your CV, you will be asked whether you agree or not that your data be stored over the entire 12-month period for considering other positions.
If your job application has been approved, the personal data collected during the selection process will be transferred to your work file (in electronic and hard copy) and retained for the duration of your employment. For the periods over which your data will be stored, you will receive a new notification.
Your rights
As a data subject, you have a set of rights. You may:
• access your data and get a copy thereof upon request;
• ask the organization to change wrong or incomplete data;
• require from the organization to delete or stop processing your infomration, such as data no longer needed for processing purposes; and
• object the processing of your data for which the Company relies on its legitimate interest as a legal basis for their processing.
In case you want to exercise any of these rights, please contact Yana Hristova, Data Protection Officer, at [email protected]
In case you believe the organization has not complied with your data protection rights, you can contact the Commissioner for Information.
What happens if you do not provide personal data?
You are not subject to any legal or contractual obligation to provide data to Updata One during the selection period. However, if you do not provide information, we may not be able to process your application properly or at all.