ANIXE Hellas HR Information Clause
You can contact Anixe Hellas DPO at firstname.lastname@example.org.
What personal data we collect and process
The reasons why we collect and process these data
The legal basis for such processing
How and how long we are going to keep your data
What are the data recipients and if we transfer these data to third parties or international organizations
What are your rights regarding your data
Information on the voluntary processing of personal data/necessity to provide data and consequences of not providing it
Ad1. Personal data are information related to you and through which you can be identified as a natural person, like your Name, Contact details (phone number, email, home address) and information that are related to your access to our website and ATS (Applicant Tracking System) like your IP address and cookies. While you use our website and apply through our ATS (BambooHR), the data we collect and store are your Full Name, contact data (email address or phone number) and CV (with all the information you have included in it like your home address), as well as any potential data provided by you during the interview or qualification tests. Your personal data is also secured in our ATS (BambooHR), since it is also GDPR compliant.
Ad2. We only collect and store your personal data for our recruitment needs including in particular to assess your qualifications, abilities and skills and to select the right person to work in the given position and to conclude a contract with such person. If you give a separate, voluntary consent to the processing of your personal data for the purposes of future recruitment or you apply for future job openings, your personal data may also be processed during future recruitment processes. We collect and store your CV which includes your working experience and academic background in order to assess your qualifications according to the requirements of our job openings. Your Name, contact data (phone number or email address) are also essential for us to contact you regarding your interest to work at our company and the progress of your application. We assure you that we handle those data only throughout our recruitment process and for no other reason.
Ad3. The legal basis for the processing of aforementioned data is as follows: * in the case of preferring employment based on an employment contract - taking action at the candidate’s request prior to entering into employment contract,
* if you prefer employment based on a civil contract – taking action at the candidate’s request prior to entering into contract,
* in the case of recruitment of apprentices - taking action at the candidate’s request prior to entering into graduate apprenticeship contract.
In the remaining scope, the legal basis for the processing of personal data is the candidate’s voluntary consent expressed by a clear confirming action, consisting of including the data in the application documents and submitting them to us* or by giving us a separate voluntary consent for the purpose of future recruitments. In certain circumstances, in relation to data collected during the interview and results of qualification tests, personal data will be processed based on our legitimate interest consisting in the need for processing of personal data for the purpose of verifying the candidate’s skills and qualifications and thus for the purpose of selection of the appropriate person to work in a given position.
Ad4. We keep the data you provide us with through your job application only in our ATS (BambooHR) and also your Name and current job position in an excel file for reporting purposes and to keep some HR metrics associated with recruitment. We do not have physical or electronic records of them. We will store these data until our recruitment process is completed. We cannot provide you with a precise estimate of how long such recruitment process will take, but it can be expected to last up to 6 months. Moreover, we may store your CV for longer period which will not exceed the period of 1 year from the day you applied, in case you gave a separate consent to personal data being processed for future recruitment purposes or applied for future job openings.
Ad5. The only third-party organisation to which we provide the above data is the company BambooHR that operates in the USA and UK and provides us a software as a service ATS for our recruitment needs. The transfer is executed on the basis of model clauses arrangement with additional safeguards. For more information on how ANIXE Hellas protects your personal information when it is transferred outside the EEA or to obtain a copy of the safeguards we have applied to protect your personal information, please contact us using contact details provided.
In case you are hired with ANIXE Hellas SMPC, the data recipients shall also encompass, FTI Group companies, which we are associated with as member of the FTI Group, i.e. i) Meeting Point Hotel Management Hellas SA, which executes the accounting, finance and payroll services on our behalf and ii) FTI Touristik GmbH, which provides data storage space for retaining data connected to payroll via an intercompany agreement. A separate notification on these transfers shall be provided to you in case of hiring.
Ad6. According to the GDPR you have specific rights regarding your personal data. More specifically you have the right to:
* Be informed whether we collect, process and store your personal data and, if so, e.g. what kind of data these are and why we keep records of them
* To request access into your personal data, since you have the right to receive a copy of the personal data we store and check if we are processing them lawfully.
* To request editing your personal data. This gives you the ability to correct any incomplete or inaccurate information
* To request the deletion of your personal data
* To request data limitation – where e.g. the data provided are no longer necessary for the purposes for which they were collected or where you have withdrawn your consent to data processing and there is no other legitimate basis for such processing
* To request transfer of the data that we process based on consent or contract
* With respect to data processed on the basis of consent, you have the right to withdraw consent at any time, without affecting the lawfulness of the processing which was carried out on the basis of consent before its withdrawal
Right to object to processing of personal data - In cases where we process data on the basis of our legitimate interest, you also have the right to object to the processing of personal data due to your special situation.
Since you cannot have direct access to our systems, you can always contact us at email@example.com whenever you like to exercise the rights you are entitled to according to GDPR. In case you do not receive a reply inside thirty (30) days of your request to exercise your aforementioned above rights or you believe that the reply you were provided is in violation of your rights, you have the right to file a complaint to the Hellenic Data Protection Authority (dpa.gr, Kifissias 1-3, PC 115 23, Athens, Greece, Telephone: +30-210 6475600, Ε-mail: firstname.lastname@example.org) who is responsible for the implementation of the regulatory framework regarding the protection of personal data in Greece.
Ad7. Providing personal data requested by us as data controller, i.e. personal data such as: name (names) and surname, date of birth, contact details, as well as depending on the position for which the candidate is applying and if applicable - education, professional qualifications and the course of previous employment, is necessary to participate in the recruitment procedure. In the remaining scope, providing personal data (such as e.g. image, hobby) is voluntary.
*CONSENT OF THE CANDIDATE FOR THE PROCESSING OF SPECIAL CATEGORIES OF PERSONAL DATA
Processing of special categories of personal data – In general, ANIXE HELLAS is committed on being an employer of equal opportunity, hence we will never ask for any data related to specific characteristics referred to in Article 9 item 1 of the General Data Protection Regulation (GDPR), i.e. personal data revealing racial or ethnic origin, political views, religious or beliefs, trade union membership, data on health, sexuality or sexual orientation. If you identify that your recruitment documents contain data of specific categories referred to in Article 9 item 1 of the General Data Protection Regulation (GDPR), i.e. personal data revealing racial or ethnic origin, political views, religious or beliefs, trade union membership, data on health, sexuality or sexual orientation, please include the following statement in the recruitment application:
"I consent to processing by ANIXE Technology HELLAS Single Member PC special categories of personal data referred to in Article 9 item 1 of the General Data Protection Regulation (GDPR) contained in my recruitment application in order to conduct the recruitment procedure."