Personal data is data about a person that can be used to directly or indirectly identify the data subject based on various identifiers (name, personal identification number, location etc), incl. to establish their characteristics, relations and belonging.
Data processing is the collection, retention or use of personal data or any other activity carried out with personal data for a certain purpose.
Candidate i.e. the data subject is a natural person who offers their possible suitability and/or whose potential candidacy is found and evaluated by Estanc and presented to their client where possible.
PROCESSING PERSONAL DATA
Estanc only collects data that is required as a result of the legislations of Estonia and the European Union and any signed contracts or that is important to evaluate the data subject’s suitability for various job positions made public by Estanc or for the specific position they are applying for. Estanc has to process personal data to carry out necessary actions prior to an employment contract being signed between the data subject and Estanc.
Estanc mainly collects personal data from the subject themselves when they upload it to the website or apply for a job position made public by Estanc. Estanc also collects data from third-party sources as permitted by appropriate legislations if it is required to evaluate the suitability of the data subject for a certain job position.
As an example, Estanc can collect personal data from the following sources: work-related social networking sites (e.g. LinkedIn), the referees named by the data subject, establishments related to background checks, personality or ability test providers and the databases of job portals and other public databases
Estanc can also collect other data that has been made public by the data subject (e.g. through social media or during a job interview).
For contractually established purposes, Estanc collects and processes various types of personal data that the data subject presents through an e-mail message or an online application system. This data might be the candidate’s name, e-mail address, phone number, address, gender, date of birth, date of availability, expected salary, documents proving their right to work or other information that is important for applying for the job position.
Estanc asks candidates to only present relevant and valid information that is necessary for evaluating the data subject’s suitability for the job position.
USE OF PERSONAL DATA
The personal data of a data subject is only processed by those evaluating the candidate’s application or the people processing personal data to perform support services in the recruitment process. A candidate’s personal data is received and managed by Estanc´s Human Resources Manager, who evaluates the data subject’s suitability for various job positions made public by Estanc over the course of 36 months and communicates with the candidate throughout the recruitment process via e-mail and phone.
Candidates’ data might also be forwarded to third parties who conduct additional ability tests or background checks as a part of the recruitment process. In such cases, only relevant and necessary information about a candidate is forwarded to the third party (e.g. the applicant’s name and contact details, personal identification code for background checks). The candidates subject to a background check are informed of the process being carried out and their permission is asked for. If legally required, a candidate’s data might also be disclosed to relevant authorities.
THE RETENTION AND SECURITY OF PERSONAL DATA
Estanc retains the candidate´s personal data on his/her consent for 36 months from the moment the data was received. The candidate gives his / her consent by joining the Estanc’s recruitment process. At the end of this period, the data subject’s personal data is deleted from Estanc’s database as well as from various communication channels (Outlook, the recruiter’s mobile phone). CVs on paper will be destroyed in a collection box designed for this purpose
Estanc utilises all reasonable and relevant methods for the protection of candidates’ personal data. Access to personal data and the ability to process it is only granted to authorised personnel. The personal data of all data subjects is treated as confidential information.
THE RIGHTS OF THE DATA SUBJECT
At any time, a candidate has the right to request to access their data (Right to Access), correct (Right to Rectification), complete or erase it (Right to Be Forgotten) where legally justified. The data subject has the right to receive information about if and how Estanc uses their personal data and who has been granted access to this data. In order to exercise their rights, a data subject must request to do so by e-mailing firstname.lastname@example.org