HR Privacy Statement
This privacy statement intends to inform applicants about BEERWULF’s processing of recruitment data and is applicable to BEERWULF recruitment and selection activities.
This Privacy Notice is issued on the 1st of January 2019 and may be updated from time to time, of which applicants shall be informed.
Personal information (applicant data) submitted by an applicant to BEERWULF will be used by BEERWULF to support a responsible, effective and efficient recruitment and selection process. BEERWULF will collect and process applicant data from unsolicited applications and from BEERWULF current open positions. Applicant data will be used for the following recruitment purposes: assessment of the application, matching applicant data with BEERWULF current open positions and contacting applicants for future positions that suit the applicant’s skills and capabilities, evaluating an applicant’s eligibility to work at BEERWULF, communicating BEERWULF recruitment and selection procedures, contacting applicants to schedule interviews/tests, responding to questions an applicant may raise and verifying information received via the application.
The following paragraph pertains to information about an applicant’s visit to and use of our website. We collect certain information when applicants visit our website, such as IP address, web pages visited, device category, browser and type of internet browser, clicks and views. The information about use of our website and services enables us to build segments, which are groups of website visitors or customers with several common characteristics such as age group or region. Each applicant will likely be added to one of our segments. Segments are used by us to customize the website, for example by changing the order of search results or where we place certain offers, so they are more likely to be seen. In addition, we may analyse aggregated measurement of response to our vacancies.
3. Applicant data
BEERWULF collects and processes applicant data (required and optional) that an applicant provides directly via a web form and by attaching relevant documents (such as resume and LinkedIn profile), on the BEERWULF recruitment system. We also collect and process applicant data through recruitment agencies, personal referrals, open applications, phone calls or e-mail. Examples of applicant data collected and processed by BEERWULF for the purposes listed under 2. include, but are not limited to:
- personal details (e.g. name, contact details, language spoken, legal working age, nationality)
- work related information (e.g. details contained in the letter of application and resume, other details on education and development, LinkedIn Profile and work history)
- positions (e.g. position of interest, title, location, full-time/part-time possible terms of employment)
- compensation (e.g. current and required salary and currency)
- immigration status (e.g. citizenship and details of residency or work permit)
4. Applicant sensitive personal data
During the recruitment and selection process, we may need to collect certain data viewed as ‘sensitive’ because they may reveal intimate characteristics, such as a photo. Such sensitive data shall be used by us only within the strict limits set out by applicable local law.
The applicant data that we collect and process will be adequate, relevant and not excessive relative to the specified purposes for which applicant data are collected and processed. Applicant data will be as accurate as possible and, as necessary in accordance with applicable laws, kept up to date by applicants.
6. Cookies or similar technologies
- Storing preferences & settings
- Age gate verification
- Sign-in and authentication
- Site analytics
- Targeted advertising
Through cookies or similar technologies, we may collect the following personal data:
- IP address;
- Age gate data (birthdate);
- Cookie ID;
- Browser type;
- Language settings;
- The website applicants came from and other websites they’ve visited; and
- Links applicants click while using our sites and services.
7. Quality and liability
When applicants provide personal data to BEERWULF, they are responsible for the accuracy of their personal data and to make sure that their personal data remains accurate and up to date. BEERWULF is, except for gross negligence or unlawful intent, not liable for errors, consequences or activities taken as a result of inaccurate or incomplete information that applicants provide to us.
8. Transfer & Access
During the recruitment process, applicant information will be accessed internally only by those BEERWULF employees who are involved in the recruitment process of the particular vacancy.
The recruitment website runs on HomeRun. HomeRun is a software solution. All Homerun systems are hosted by Amazon Web Services, Inc (AWS), a company located at 410 Terry Avenue North, Seattle, WA 98109-5210, USA. The data itself is stored in the AWS data center in Ireland. Emails to users and applicants are sent through SendGrid, Inc., a company located at 1801 California Street, Suite 500, Denver, CO 80202, USA. HomeRun has access to the system when providing hosting, maintenance and support services. BEERWULF has agreements in place with HomeRun to protect the confidentiality and security of applicants’ personal data.
From time to time, we may need to make personal data available to other unaffiliated third parties, such as recruitment agencies or IT systems suppliers, professional advisors (such as accountants, auditors, or lawyers), public and governmental authorities (entities that regulate or have jurisdiction over us, such as regulatory authorities, law enforcement, public bodies and judicial bodies), or in the context of corporate transactions (a third party in connection with any proposed or actual reorganization, merger or sale). We require third parties and professional advisors to use appropriate measures to protect the confidentiality and security of personal data. In situations where international data transfer takes place from an EEA country to a recipient in a country that has a different data protection regime, we will ensure that this international data transfer will not negatively affect the level of protection of personal data and is based on appropriate safeguards including EU Model Clauses or Binding Corporate Rules.
BEERWULF will retain applicant data during the recruitment and selection process. BEERWULF will only retain applicant data in relation to a particular vacancy as long as legally allowed after the recruitment and selection process. If there is a legal obligation to retain personal data longer, BEERWULF will do so (e.g. equal opportunity requirements in local employment laws).
BEERWULF may also retain applicant data in relation to a particular vacancy if an applicant has given consent to keep the data, e.g. keeping an applicant’s resume on file if a suitable vacancy arises.
After the retention period the applicant data will be completely deleted from BEERWULF’s system. An applicant is entitled to request deletion of his or her personal data at any time.
BEERWULF uses a number of technical, physical and organizational security measures to assure the integrity, confidentiality and availability of applicant data, taking into account the nature, scope, context, purposes and risks involved. BEERWULF has implemented security technologies to protect the stored applicant data from unauthorised access, improper use, alteration, unlawful or accidental destruction and accidental loss.
11. Applicant's rights
An applicant has the right to request access to his or her applicant data that BEERWULF holds. Applicants also have the right to have their data rectified, deleted or restricted (as appropriate). BEERWULF facilitates access to applicant data by sending an email to email@example.com. Applicants can correct or delete their data themselves by making changes to their profile. Applicants also have the right to have the processing of their data restricted (as appropriate) or to object to the use of their personal data by BEERWULF. Please note that requests that do not meet the requirements set out by applicable law or BEERWULF guidelines may be requested to be re-issued or ultimately denied and that certain personal data may be exempt from an applicant’s request pursuant to applicable data protection laws and other laws and regulations.
For any other questions relating to their personal data, or for complaints about how their personal data is processed by BEERWULF, applicants can send an email to firstname.lastname@example.org. We ask that applicants state clearly in the subject that their request concerns a privacy matter. If they inform us that they no longer wish to be approached by BEERWULF, we will no longer send them information from us regarding our vacancies.
The application process may include an automated rejection of an application. Where this is the case, the criteria used to make such an automated decision shall be included in the relevant job requirements. Applicants have the right to ask us to look at their application notwithstanding the automated response they have received or to inform us that they do not agree with the rejection of their application and the reasons why.
We also draw attention to the right of applicants in European countries to go to their local Data Protection Authority with complaints.
12. Contact information
Any questions, comments or issues about this privacy statement or BEERWULF’s applicant data collection and processing activities may be sent to email@example.com.