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ENFINITY RECRUITMENT PRIVACY STATEMENT

The Enfinity Global group (referred to as “our company”) is a global group of companies operating in the US, Italy, India, Japan, Spain, The Netherlands, and the UK.  For purposes of this Privacy Statement (“Statement“), the Data Controller is the recruiting Enfinity Global group company to which you have submitted your job application.  

This Statement explains how our company uses the personal data we collect from you when you submit your job application or send us your personal data for the purpose of working in our company around the globe.

By submitting your personal data to us, you acknowledge that:

  • You have read and understood this Statement and agree to our use of your personal data as set out herein.
  • Your personal data may be transferred and processed worldwide, including in countries that may not be deemed to provide the same level of data protection as your home country, for the purposes and in the manner specified in this Statement.
  • You are not required to provide any requested information to us, but your failure to do so may result in our not being able to continue your candidacy for the job for which you have applied.
  • This Statement does not form part of any contract of employment to candidates hired by us.

Topics:

  1. What is the purpose and basis of the processing?
  2. Who is the Data Controller
  3. What data do we collect?
  4. How do we use your data?
  5. With whom do we share your data?  How do we safeguard your data?
  6. How do we store your data?
  7. How do we use and manage cookies?
  8. What are your rights?
  9. How can you contact us?
  10. Updates; Amendments.

 

  1.  What is the purpose and basis of the processing?

As part of our recruitment process, we request data from you that will allow us to analyze your professional profile and establish your suitability for certain vacancies.  Information collected when you visit our recruitment portal is processed based on the legitimate interests of the Data Controller.  Processing of Personal Data for subscribing to our other job offers will only be processed with your consent.

  1. Who is the Data Controller?

The Data Controller is the Enfinity legal entity offering the position or to which you are applying (hereinafter the “Controller”, the “Data Controller” or “Enfinity”).  By submitting your application, you declare that your Personal Data is true, accurate, complete, and not misleading. In addition, you authorize the Data Controller to take all reasonable steps to verify the Personal Data provided by you at any time during the application and selection process where this is permitted within the local legal context.

  1. What data do we collect?

We may collect personal data including: 

a).  Civil status (name and surname, etc.).
b).   Personal contact details (phone number, city of residence, e-mail, etc.).
c).   Academic qualifications and proof.
d).   CVs and Resumes.
e).   Proof of identity and visa status.
f).   Information needed to screen your profile for vacancies you are applying for.

Sources of personal data may be: 

a).   Job application though LinkedIn/Career portal of our company.
b).   You send your data directly to our company’s employees.
c).   Third parties: our company may work and use the services of third parties such as recruiting firms that are responsible autonomously for managing your personal data.

  1. How do we use your data? 

Your personal data will be used for human resources and recruitment reasons, such as: 

a).   Identifying and evaluating potential candidates for open and future vacancies;
b).  Maintaining data and records in relation to recruiting and hiring;
c).  Verifying the information you or others provide and carrying out reference checks or conducting background checks (where applicable);
d).  Facilitating the recruiting and interview process; and
e).   Preparing an offer letter, if your application is successful.

The information processed as part of the recruitment process is required for us to contact you and to determine whether you are the right candidate for the vacant position. Information provided to us will only be used to consider your application and in connection with subsequent employment.

During the recruitment process, we will process general personal data about you, but we may also process sensitive personal data, and information about your national identification number.

If you receive an offer from us, we may conduct a background check on you or instruct a third party to do so on our behalf. Background screening will only be done where permitted by the law applicable to the location where the position is located and to the extent necessary and proportionate to the role that you are being offered.  Our legal basis for background screening is our need to perform precontractual measures related to establishing our employment relationship. If a background screening is required, you may be contacted by a third-party background screening service provider to request authorization for the release of your information, and at that time you will be provided with further information about the process and what personal data it might involve.

By submitting your application, you declare that your Personal Data is true, accurate, complete, and not misleading. In addition, you authorize the Data Controller to take all reasonable steps to verify the Personal Data provided by you at any time during the application and selection process where this is permitted within the local legal context, also in order to exercise the rights of the Data Controller, such as the right to defense in court, on the basis of the legitimate interest of the Data Controller. This legitimate interest is to be considered prevailing since it corresponds to a constitutionally guaranteed right and, as such, is socially recognized as prevailing over the interests of the individual concerned. The provision of Data for this purpose is necessary to enable the Data Controller to defend itself in legal proceedings.

  1. With whom do we share your data?  How do we safeguard your data?

We may share your data with third-party processors with whom we have concluded a processing agreement. For example, the Darwinbox recruitment portal is run by a trusted third-party provider that has signed a data processing agreement with Enfinity.  Additionally, we may sometimes share your personal data with third parties to conduct (e-)assessments or background checks or application maintenance purposes, operating as data processors. Your data could be disclosed also to external subjects operating as autonomous data controllers such as, by way of example, Authorities and supervisory and control bodies and, in general, to subjects, including private subjects, entitled to request the data (such as, for example, accounting consultants, legal consultants), Public Authorities who make an express request for administrative or institutional purposes, in accordance with the provisions of current national and European legislation.  If your Personal Data is transferred outside of the European Union for any legitimate purposes by the Controller, these transfers will be covered by appropriate safeguards, including the applicable adequacy decisions and the Standard Contractual Clauses adopted by the European Commission.  If you have any questions on how Enfinity safeguards your data, please contact recruitmentprivacy@enfinity.global.

  1. How do we store your data?

The precise length of time that we store your data will depend on the type of data, our legitimate business needs and other legal or regulatory rules that may require us to retain it for certain minimum periods.  Typically, should we reject your application, we will retain your personal data for up to 12 (twelve) months after completion of the application process. After that period, we will delete your personal data and only those details that cannot be traced back to you will be retained in our systems for reporting purposes.

In some cases, we will ask your consent to retain your data for a longer period, to see if there is a match with any future positions. The maximum term for retaining your data in this talent pool is 24 (twenty-four) months. In that case, you will be given access to your data in the talent pool through the applicant portal, and you can change and supplement it, or have it anonymized.

If there is no match within these twelve months, we will again ask your consent for retaining your data in the talent pool. If you do not give your consent, we will anonymize your data.  

  1. How do we use and manage cookies? 

Whenever you visit one of our company websites, cookies may be used. Please review our websites Privacy Notice and Cookies Policy.  Additionally, the Darwinbox recruitment portal may use cookies.  Please refer to the Darwinbox Privacy and Cookies Policy at:  https://darwinbox.com/privacy-policy. 

  1. What are your rights?

As a data subject, you have certain rights under relevant data protection laws.  In particular, you have the right to request and obtain, at any time, access to their personal data, information on the processing carried out, rectification and/or updating of personal data, erasure and restriction of processing. They also have the right to object to the processing and to request data portability (i.e. to receive their personal data in a structured, commonly used, machine-readable format). Finally, data subjects always have the right to withdraw their consent at any time (in any case, this will not affect the lawfulness of the processing carried out on the basis of the consent given before the revocation) and to lodge a complaint with a supervisory authority. If you want to exercise your rights, please contact us at recruitmentprivacy@enfinity.global.  The Data Controller may ask for proof of identity (such as a copy of an identity card) to be joined to your request.

You may – unconditionally and at any time – withdraw your consent for our processing of your data. You can do so by sending us an email at recruitmentprivacy@enfinity.global.  Withdrawal of your consent will not have any negative impact. However, this may mean that we cannot meet specific requests from you in the future. Withdrawal of your consent will not affect the lawfulness of the processing based on consent before it is withdrawn.  Furthermore, it will not affect any processing carried out on another lawful basis.

You can also – unconditionally and at any time – object to our processing when such processing is based on our legitimate interests.

  1. How can you contact us?

If you have any questions regarding this Recruitment Privacy Statement, please contact us at recruitmentprivacy@enfinity.global.

10. Updates. Amendments.

We may update this Recruitment Privacy Statement. We will review this Statement regularly to ensure it is updated, valid and in accordance with current legislation and our principles for processing personal data. We will publish new versions of this Statement on our recruitment portal.