Recruitment regulations

If you are interested in working with us, this Privacy Policy (hereinafter “Policy”) explains:

what the recruitment process looks like in the light of data collection and processing,
what personal data we collect,
how and for what purpose we process them.

Our operations on your personal data are performed in accordance with the regulation of the European Parliament and the Council (EU) 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (henceforth “GDPR”). This Policy allows us to implement key information obligations resulting from the GDPR.

For the sake of clarity, this Policy has been divided into the following segments:

GLOSSARY - basic concepts.

personal data - all information about you that we process. These include, for example, your name and surname, e-mail address, telephone number, education, professional career record, etc.;

processing - all activities that we perform on your personal data. These include, for example, collecting, storing, updating, sending you messages, contacting you or even deleting personal data;

data controller - Techland S.A., a company based in Wrocław at the following address: ul. Jana Szczyrki 11, 54-426 Wrocław, holder of a taxpayer’s ID number (NIP): 6222468959, business ID number (REGON): 251546820, registered in the Register of Entrepreneurs of the National Court Register by the District Court of Wrocław - Fabryczna in Wrocław, VI Commercial Division of the National Court Register under KRS number 0000889260, with the share capital of: 16,594,160 PLN paid in full.

How do we recruit in the light of personal data collection and processing, what data do we collect and what is our goal and the legal basis of our operations?

We have your data either directly from you, or we have received it from a person/entity recommending you, or from an industry or recruitment portal, where you posted information on your experience or from a recruitment agency.

The scope of personal data we process depends on what information you share with us – it includes the content of documents, information on how to submit them, as well as the content of our possible further communication and conclusions from the recruitment procedure.

We only do electronical recruitment - we protect the environment and we ask you for the same.

At the first stage of recruitment, we process personal data provided by you in your recruitment application (e.g. CV, cover letter, application form).

We only do electronical recruitment - we protect the environment and we ask you for the same.

At the first stage of recruitment, we process personal data provided by you in your recruitment application (e.g. CV, cover letter, application form).

Please note that if you apply for a position which involves signing an employment contract, you are not obliged to provide other data than those resulting from Art. 221 of the Polish Labour Code or the specific form of the questionnaire for the person applying for employment, as defined in the applicable provisions, i.e.:

name (names) and surname:
date of birth;
contact information indicated by such a person;
education;
professional qualifications;
the course of previous employment;
other data if the obligation to provide them results from separate provisions.

Notwithstanding the above, we may process personal data which does not belong to a special category of personal data (i.e. other than sensitive data), going beyond the directory indicated above, if you consented to it being processed and you made it available to us during and in connection with the recruitment process. What is important – the lack of your consent or its withdrawal, will in no case cause you unfavourable treatment, nor will it cause any negative consequences for you – in particular, it will not constitute a reason justifying refusal to establish cooperation with you.

Please do not send us any data other than that necessary for the purpose of your application for a specific position, in particular such as a photo, or so-called sensitive data (special categories of personal data indicated in Article 9 of the GDPR), i.e. disclosing your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, and your genetic, biometric, health, sexuality or sexual orientation. However, if you decide to provide us with data referred to in Article 9 paragraph 1 of the GDPR, know that the processing of the special category of personal data will be possible only on the basis of your consent and only if you provide us with this information on your own initiative, as well as if we have a purpose in processing it.

We process your personal data on the following legal bases:

If you are applying for a position related to the conclusion of an employment contract, the basis for the processing of your data, which result from Art. 221 of the Polish Labor Code, will be the fulfillment of the legal obligation (Article 6, paragraph 1, letter c of the GDPR); we will also process your data in order to take action before concluding a contract between us (Article 6, paragraph 1, letter b of the GDPR);
If you apply for a position which involves signing a civil contract, your data will be processed in order to take action before concluding a contract between us (Article 6, paragraph 1, letter b of the GDPR);
If you provide additional data that is not listed in art. 221 of the Polish Labor Code or which we do not require from you, we will process this data based on your consent (Article 6, paragraph 1, letter a of the GDPR);
If you have agreed to participate in future recruitment processes, your consent will be the legal basis for us to process your personal data (Article 6 paragraph 1 letter a of the GDPR);
If you have made your professional profile publicly available or you have been recommended for a given position, we may process your personal data for recruitment purposes based on our legitimate interests (Article 6, paragraph 1, letter f of the GDPR), i.e. use of legally acquired data, in order to submit a cooperation offer for a position consistent with your qualifications and our needs.

In some cases, we may process your personal data for future recruitment purposes also on the basis of our legitimate interests (Article 6, paragraph 1, letter f of the GDPR), e.g. to make you an offer for a position consistent with your qualifications and our needs, which is compatible with the original purpose for which your personal data was collected (so-called 'compatible purpose' within the meaning of Article 6, paragraph 4 of the GDPR).

Notwithstanding the above, the recruitment process can be a multistage process and consist of both interviews and recruitment tasks, tests, performance of tasks as part of the Assessment Centre method and other forms of testing your competencies, if it proves necessary for a thorough analysis of all applications, and thus the choice of a specific candidate with whom we will want to start a cooperation.

In each case, our purpose for processing is:

conducting recruitment, including in particular the assessment of your candidacy in terms of the requirements for the position indicated in the job advertisement, within which you submitted your recruitment application or – as appropriate – carry out future recruitment for similar positions;
if you meet the requirements for the position – to submit an offer of a cooperation to you and to sign a contract;
demonstrating the compliance of recruitment procedures with the law.

Providing personal data by you in the recruitment process is voluntary, however, the consequence of not providing the data necessary to evaluate your application or contact you may be the rejection of your application.

Also remember that you are responsible for the data provided by you to be accurate and up-to-date. Please – take care of these issues. They are very important to us.

If data is processed on the basis of the consent given to us, remember that you can withdraw your previously given consent at any time, but without affecting the lawfulness of the processing that has already taken place on this basis. However, in the case of processing your data based on our legitimate interest, you have the right to oppose such processing. In addition, at every stage you have the right to receive information about the status of your application and to resign from participation in the recruitment. You can find a catalogue of your rights and their description in Part V of this Policy.

The Period Of Processing Of Your Personal Data

In principle, we will process your personal data for no longer than it is necessary to achieve the individual purposes for which the data was collected. After this period, the data will be deleted, except for situations in which we are obliged to process personal data for a longer period to meet legal obligations. In such a situation, in order to meet our legal obligation, we process personal data for the period required in the relevant legal regulations.

Data collected for the purposes of a single recruitment is stored from the moment of obtaining them until the end of such recruitment and usually for the next 12 months. If you are invited to take part in our recruitment, your personal data may be archived (for a period of three years from the end of the recruitment process) and in such case will be processed solely to protect against potential claims. Remember that recruitment for a specific position does not end when one or more candidates are hired. The recruitment process also includes a trial period for candidates. In this case, your personal data will be processed throughout the entire recruitment process.

If you have agreed to participate in future recruitment processes, your data is stored from the moment of obtaining them for the next 24 months. If you are invited to take part in our recruitment, your personal data may be archived (for a period of three years from the end of the recruitment process) and in such case will be processed solely to protect against potential claims.

The above indicated periods may be extended, in the event of possible claims and court proceedings - for the duration of these proceedings and their settlement – and also if the law obliges us in certain cases to process them for a longer period of time.

Who Has Access To Your Personal Data?

Access to your personal data is granted exclusively to our duly authorized employees or associates, in particular from the HR department, as well as potential supervisors and other, recruitment decision makers, data controller’s advisors or auditors, as well as our partners, contractors, and also subcontractors or solution / service providers – to the extent necessary to perform their duties and for data processing purposes. Your personal data may be transferred, for example, to entities that provide us with services in the field of support and operation of our IT tools and systems, as well as other entities with whom we cooperate, including our partners, contractors, and other companies from the Techland group - only to the extent necessary for the purposes of the recruitment. All these persons and entities have access only to information that is necessary for them to carry out specific activities.

We are a global company and some of our partners or contractors operate outside the European Economic Area (EEA) and therefore your personal data may be transferred there as well. We ensure appropriate safeguards for the security of personal data, including legal mechanisms for the security of your personal data, e.g. we apply standard data protection clauses adopted by the decision of the European Commission and conclude data processing agreements that meet the requirements of the GDPR and the case-law of the Court of Justice of the European Union. In any such case, you have a right to obtain copies of safeguards used by contacting the data controller, for example via e–mail.

Notwithstanding the foregoing, your personal data may be disclosed to a potential seller, buyer or legal successor in the event of sale, purchase or any kind of reorganization of data controller’s company or its assets, subject to the terms of this Policy (this data will become one of the acquired assets).

The data controller may also be required – if there is a legal basis to do so – to provide certain information to public authorities for the purposes of their investigations.

Your Rights Regarding The Processing Of Your Personal Data

For the effective exercise of your rights, please send any requests to the e-mail address gdpr@techland.pl from the contact address you have provided, along with the title “GDPR Request.”, and in the e-mail, please specify which right(s) it is you wish to invoke. Please note that the instructions given in the preceding sentence are only a recommendation not a requirement. You have the following rights:

Access to your personal data – you may ask us at any time to provide detailed information regarding:
- whether we are processing your personal data;
- for what purpose;
- what categories of data we are processing;
- who is the recipient of your data;
- what is the planned duration of processing (if possible), and if we are not able to answer, the criteria for determining that duration;
- if the personal data has not been given by you – information about the source of the data.
You can also receive access to all of your personal data that we are processing (data copy).
Data rectification – if information about you is or has become inaccurate or incomplete, you have the right to demand that data is rectified or made complete.
Withdrawal of consent – you can withdraw your consent to the processing of your personal data at any time (if it was given), without affecting the legality of processing performed prior to such withdrawal.
Erasure of data – in certain situations, GDPR gives you the “right to be forgotten.” You can invoke this right if we are still processing your personal data, particularly in the following cases:
- the personal data is no longer vital for the purposes for which it was collected or otherwise processed;
- you have withdrawn your consent to the processing of personal data and there is no other legal basis for continuing to process it;
- you object to the processing of your personal data when there are no overriding, legitimate grounds for processing;
- you object to the processing of your personal data for marketing purposes;
- your data is processed in a manner that violates the law;
- the law requires that we erase your data.
Restriction of processing - you can demand that we limit our activities in principle only to storing information about you when:
- you question the correctness of personal data we are processing – for a period of time that allows us to determine the correctness of that data;
- the processing of your personal data violates the law, but you prefer that processing be restricted rather than the data be erased;
- the data controller no longer needs your personal data for the purposes of processing, but you need it for establishing, pursuing, or defending legal claims;
- you have objected to the processing of your personal data – only until such time as it is determined whether your interests take precedence over our legitimate interests.
Data portability – you have the right to receive your data in a commonly-used format that can be read by a computer, and also to have your data sent to another data controller, if:
- processing is done on the basis of your consent or a contract; and
- processing is done in an automated manner.
Objection – you have the right to object to some operations we perform on your personal data for special reasons related to your personal situation, particularly in the following cases:
- when our processing is based on our legitimate interest;
- when we process your personal data for purposes related to scientific or historical studies, or for statistical purposes.
Remember, however, that when in spite of your objection we conclude that there are important, legitimate grounds for processing that override your interests, rights and freedoms, or the basis for establishing, pursuing or defending claims, we will continue to process your personal data encompassed by the objection to the extent necessary. If you disagree with such an assessment of the situation, you can exercise your right to file a complaint with the relevant public authority (more information below).
Complaints to the relevant public authority - in connection with our actions as the controller of your personal data, you have the right to file a complaint to the relevant data protection authority. You can find a list of local authorities responsible for data protection across the EU and their contact details at: https://edpb.europa.eu/about-edpb/board/members_pl.

Of course, if you have any comments about how we do things, we encourage you to contact our Data Protection Officer at gdpr@techland.pl.

This Policy may be changed by us from time to time. The current version is available at: https://techland.net/docs/recruitment-regulations.