Your privacy is important to us at Elvenite. The purpose of the information in this policy is to ensure you feel secure about how we handle your personal data when you are in contact with us.
In order for us to manage your application, determine whether you are a suitable candidate, and contact you for any questions or to schedule an interview, we need to process your personal data. The data we process depends on what you send us, but generally, it includes your name, address, email address, phone number, personal identification number, as well as information about qualifications and other content in your CV and/or cover letter. The processing is carried out based on a legitimate interest assessment, where our interest in being able to manage your application is deemed substantial enough to justify the processing of your personal data. If you wish to withdraw your application, you can do so by contacting us through the channel you used to send your application. If you do this, we will delete all your personal data and discontinue your recruitment case, unless we have a legal obligation to retain all or some of the data or there is another legal reason to keep your personal data.
If you are denied employment, your application documents will be saved for two years to meet the requirements of the discrimination law. However, if we choose not to proceed with your application because we do not need to hire at this time, your documents will be retained for one year unless you request their deletion before then. Even if you are hired, your qualifications will be retained for two years, while other necessary data such as name, personal identification number, and contact details will be saved for the duration of your employment and for a certain time afterwards.
Your personal data may be stored by Microsoft, whom we engage as our hosting provider for email communication and document management. Otherwise, your personal data is not disclosed to anyone outside Elvenite prior to employment.
We are active on social media such as LinkedIn, Instagram, and Facebook. If you, as an individual, choose to publish content, such as a post or comment, on any of our public pages, you consent to us processing the personal data that you publish. We do this to be able to market ourselves and communicate with those who contact us to ask questions or engage in discussions. In addition to your personal data being stored in the service where you published them, we also process them by reading, possibly responding, and eventually deleting them. You can withdraw your consent at any time by deleting what you have published.
Remember that by publishing content on one of our public pages, you also share the information you publish with the provider of the social service. Elvenite has no control over what these providers do with your data, as it is entirely governed by their own terms for each service.
Incoming emails typically contain personal data. If you send an email to us, we will process your personal data by reading, storing, and managing your message, and, if applicable, forwarding it to the appropriate recipient within Elvenite. The personal data that we process for this purpose is the same as what you provide in your message. Common examples of personal data that we receive in this manner include name, email address, phone number, and job title. When you contact us via our contact form, it is mandatory to provide your name and email address, but there is also a voluntary field where you can provide your phone number.
The legal basis for this processing is a legitimate interest assessment, where we have determined that our (and your) interest in having the message handled and responded to is substantial enough to justify the processing of your personal data. As long as your message does not transition to being part of a matter with another legal basis, you have the right to object to further processing. We will then delete all messages containing your personal data unless we have a legal obligation to retain one or more of them or there is another legitimate reason to retain your messages. The same applies after the communication/matter has been concluded. If the matter, for example, pertains to an existing customer relationship, we may retain it for the duration of that relationship (also with a legitimate interest assessment) and for a time thereafter (to protect our rights under the law).
Think carefully before mentioning any other person in a message to us. Such personal data is also processed based on a legitimate interest assessment, but it may be difficult or even impossible for us to inform the individual that their personal data is being processed in this case. Take care of your fellow human beings and mention others only if you believe it is necessary.
You have the right, under the General Data Protection Regulation, to obtain a copy of the personal data that we process about you and information about how we process it, provided that you can verify your identity. In some cases, you may also obtain your personal data in a structured, machine-readable, and commonly used format to transfer the data to another provider.
You also have the right to request rectification or supplementation of the personal data that we process about you. While we verify whether the data is correct, you may request that the processing of your personal data be restricted, which means they may only be stored by us until further notice. You may also request that we delete your personal data, but if we still have a legitimate reason to keep the data under, for example, the law or contract, your request may be denied.
If you believe that our processing of your personal data is unlawful or not being carried out correctly, you have the right to lodge a complaint with the Data Protection Authority. More information on how to do this is available on the Data Protection Authority's website.
