Legal document

Applicant’s privacy policy

This applicant’s privacy policy has been created, managed, and kept up-to-date by Conseno.

Last updated: May 30, 2024

Your privacy is taken seriously. This document outlines our practices regarding the processing of (personal) data by the entity in charge of the online application process.

1. Introduction

This document outlines the privacy practices of Conseno OÜ (“Conseno,” “we,” “us”) specifically regarding the collection, use, and sharing of personal information submitted by job applicants. This includes applications for full-time positions, internships, or any employment opportunities within Conseno or its related entities.

1.1. Scope of this statement

This applicant’s privacy policy is exclusively applicable to personal information collected during the application process for employment with Conseno and does not extend to any other data collection purposes.

For a broader understanding of our data handling practices, please refer to our general Privacy Policy. It’s important to note that if you are successfully hired, the information you provided during the application process will be integrated into your employment record and will then be governed by the privacy policies that apply to our employees.

Conseno upholds a strict policy against selling applicant data to third parties, ensuring your personal information is handled with the utmost confidentiality and respect.

1.2. Contact details

If you have any questions about this applicant’s privacy policy or our data protection practices, please contact us. We are committed to protecting your privacy and handling your data transparently and responsibly.

Company: Conseno OÜ
Address: Pärnu maantee 148, 11317, Tallinn, Estonia
Email: legal@conseno.com
Registration number: 14946146
For questions related to personal data protection, privacy, and security, please contact legal@conseno.com.

2. What Information do we collect and how?

Conseno collects a range of information during the application process, which is categorized as follows:

2.1. Information you provide to us

This encompasses details you submit directly, such as in your job application, resume, or other employment-related documentation. It includes your contact details, educational and employment history, qualifications, certifications, references, and compensation expectations. Additionally, we may request and collect competency or other assessments, along with your feedback on the application process.

2.2. Information from third parties

We receive information about you from external sources, including referral entities, recruiting agencies, service providers, recruiting platforms, research firms, and social networking platforms like LinkedIn. This information mirrors what you might provide directly — resume details, contact information, educational and work background, references, qualifications, certifications, professional associations, and compensation expectations. Such third parties may also gather data automatically during your interactions with their services or websites. For instance, platforms like LinkedIn collect details on how you engage with our social media presence.

2.3. Automatically collected information

Our website and the recruiting tools we employ may automatically gather data about your interaction through cookies and similar tracking technologies. This includes information about the device you use to access our careers page or website. To understand how these technologies are used, you’re encouraged to review our Privacy Policy or the policies of third-party service providers involved.

This comprehensive approach to data collection ensures we have a full understanding of your qualifications and suitability for roles within Conseno, while also respecting your privacy and data protection rights.

3. How do we use the information we collect?

The information we collect from applicants is used in a variety of ways, primarily aimed at facilitating the recruitment process and managing human resources effectively. Below are the key purposes for which applicant data is used:

  • Application evaluation: To process and assess applications for suitability for open positions.
  • Recruitment process management: Scheduling interviews and overseeing the recruitment workflow
  • Skills and qualifications assessment: Matching your skills, qualifications, and interests with potential job vacancies.
  • Eligibility verification: Determining your eligibility for employment based on various criteria, including the legal right to work.
  • Application verification: Verifying the accuracy of the information provided in your application.
  • Hiring decisions: Making informed decisions about hiring to fill positions within Conseno.
  • Inquiries response: Addressing any questions or concerns you might have during the application process.
  • Recruitment process improvement: Analyzing and enhancing our recruitment strategies and processes for efficiency and effectiveness.
  • Compensation and benefits administration: Managing obligations related to benefit and compensation plans.
  • Future employment opportunities: Informing you about upcoming job openings that match your profile.
  • Administrative and legal compliance: Supporting administrative tasks, internal training, management reporting, and ensuring compliance with legal obligations. This includes responding to governmental or court orders.

Additionally, your information may be used to enforce our rights, respond to legal obligations, protect third-party rights and safety, and maintain the security and integrity of our business and recruitment platforms.

This comprehensive use of applicant data underpins our commitment to a transparent, fair, and effective recruitment process, ensuring both compliance with legal standards and the optimization of our human resources management.

4. How do we share applicant’s information?

Conseno takes the privacy and security of applicant information seriously. We share applicant data only with specific entities and under stringent conditions to ensure your privacy is protected. Below are the categories of recipients with whom your information may be shared:
Subsidiaries and affiliates: Your information may be shared within our corporate family for internal administrative and recruitment purposes.

  • Service providers: We engage service providers to assist in processing applicant and employment-related information. This includes companies that offer services such as data processing, candidate assessment tools, and recruitment support.
  • Advisors and legal services: Professional advisors, such as legal services providers, may access applicant information for legal, compliance, or advisory purposes.
  • Potential business transfers: In the event of a merger, acquisition, or sale of business assets, applicant information may be disclosed to potential buyers or investors as part of the transaction process.
  • Governmental authorities: Where required by law, we may disclose applicant information to government agencies or authorities.
  • With your consent: We may share your information with other third parties when we have your explicit consent to do so.

To safeguard your personal data, we mandate that our service providers implement robust security measures. These providers are contractually bound to protect the information received and are restricted from using the data for any purpose beyond the provision of the specified services to Conseno.
This approach to information sharing ensures that your data is handled responsibly, with respect for your privacy and in compliance with applicable data protection laws.

5. How long is the applicant’s information stored?

We will retain your information for the duration necessary to meet our legal obligations, settle disputes, and enforce our contractual agreements. We also keep information that aids in evaluating you for possible current and future job opportunities, aligning with our legitimate interests.

If your application progresses, the information you submitted during the application process will be included in your employment record.

If you would prefer that we not retain your information for potential future positions, or if you request an update to your information, please contact us at legal@conseno.com. However, please be aware that we might still retain certain information as required by law or to safeguard against potential legal claims.

6. How will You be informed about changes to this Applicant’s Privacy Policy?

We reserve the right to modify this policy as necessary to comply with current legal requirements or to reflect changes in our application process or other procedures.
This applicant’s privacy policy is part of a broader commitment to privacy and data protection.

For a comprehensive understanding of how we handle personal data across all our services and interactions, please refer to our general Privacy Policy.

Your continued use of our recruitment website, along with not withdrawing your application after any updates to this policy, indicates your acceptance of these changes. We encourage you to review our data privacy statements regularly to stay informed about how we are protecting your information.

7. Contact details

If you have any questions or comments about this policy, how we collect and use your information, your choices or rights regarding such use, or wish to exercise your rights, please do not hesitate to contact us at legal@conseno.com.

The entity responsible for data processing in compliance with the General Data Protection Regulation (GDPR), the data protection laws of EU member states, and other privacy regulations is:

Company: Conseno OÜ
Address: Pärnu maantee 148, 11317, Tallinn, Estonia
Email: legal@conseno.com
Registration number: 14946146