PISMO APPLICANT PRIVACY POLICY
Why do we have a privacy policy?

When you (the “Candidate” or “you”) apply for a vacancy via our recruitment tool on pismo.io (the “Website”), you provide personal data to Pismo. (“we” or “us”). In this privacy policy we want to inform you about our processing of your personal data. We greatly respect your privacy and are committed to protecting it. We also aim to be transparent with you by providing clear information about the personal data processed by us, the purposes thereof, the retention period and your rights

This policy is only applicable to applicants that use Pismo’s recruitment website, but if you wish to learn more about Pismo’s stance on privacy, we gladly refer you to our Privacy Policy. If you have any questions about this policy or if you would like to give us feedback, please contact us at :
Data Protection Officer (“DPO”): Thiago Nunes Lopes
DPO’s email address: [email protected]

What personal data do we process?
When you apply for a specific position through our Website, you will provide with your information for instance, you will provide us with:

Full name
Telephone number
Email address
City
Country
LinkedIn
Résumé
MotivationSince you provide us with your resume, we will naturally process the personal data that you mentioned on your resume as well. In addition to above mentioned data, a resume may include the following data:

Date and place of birth
Gender
Nationality
Education
Experience
Photo and/or video (sometimes).

If we decide to invite you for an interview, we may also process data related to this interview:

Salary expectations and/or current salary
Notes from the interview process (such notes may, among other things, include preferences and information about your lifestyle such as your hobbies, motivations and interests and our assessment of you as a candidate)
Online assessments or test assignments results
URL links to social media content

When you’re officially hired, we are by law required to perform a background check on you, which means that we will process the following data as part of the background checks:

First name(s) and surname(s) and date of birth;
Address and contact details;
A copy of a valid Identity Document;
A complete resume;
Copies of diplomas and/or certifications;
References;
A recent payslip;
An integrity statement; and
A certificate of good conduct;We don’t want to process data about you that is not required for our recruitment purpose, but you can provide us voluntarily with additional information if you want to. The Website will allow you to upload attachments to your application, and you can connect with your social media profile (LinkedIn, Facebook, Twitter) during your application. By doing so, data from your social media profiles and the attachments will be processed as well.

Why do we process your personal data?

Your personal data (whether required or voluntarily provided to us) will only be processed for recruitment purposes, and it will allow us to evaluate if you are the right fit for the position and to fulfill our legal obligations by ensuring a proper selection, screening, and administration of our (future) employees. Of course, we also want to communicate our findings with you, so, for instance, we will call you to invite you for an interview, to follow-up on an interview or to make you an offer you can’t refuse.

If we want to process your personal data for other purposes than mentioned above, we will ask for your explicit consent. For example, if we think you are a suitable candidate for our Talent Pool, we will ask you if we can add your information to our pool, so we can contact you if we have another position for you.

Transfer/disclosure of personal data

Pismo will only share your personal data with third parties for recruitment purposes or if we are legally obliged to do so. We have processors’ agreement(s) with third parties that process your personal data under instructions of us. This way we can make sure that your personal data are always protected to at least the same level of security.

For instance, the recruitment tool that we use, Greenhouse, is subject to a data processors agreement with us, and can only process your data under our instructions.

Within Pismo we will also restrict access to your personal data. In principle, only those who are involved in the hiring process (recruiters, HR, team/management members that will be interviewing you, etc) can have access to your personal data and only for recruitment purposes.

If we want to share your personal data for other purposes, we will ask your explicit consent.What is the legal basis for the processing?

We process your personal data based on legitimate interest, namely for recruitment purposes, and to fulfill legal obligations. Basically, it comes down to the fact that we cannot evaluate whether you are the right fit for our company without asking you for certain information or performing certain checks (such as the background checks). We will always make sure that we don’t process data that we don’t necessarily need or want for recruitment purposes or for legal obligations. If we want to process your data for other purposes, we will always ask your explicit consent.

How long do we keep your personal data?

We will not keep your data longer than necessary for recruitment purposes or legally obliged. For applicants that are rejected, this means that we will not keep your data for longer than x weeks after rejection, unless you give us explicit consent to retain your data for a longer period of time (for instance, if you want to enter our Talent Pool). In this case, your data will be kept for a maximum of one (1) year. Of course, you can ask us to delete or rectify your data any time you want.

For applicants that are hired, this means that the information you provided to us during the recruitment process will be transferred to your personnel file. Personal data as part of the personnel file will be retained for a maximum of two (2) years after termination of the contract unless legal obligations require us to retain it for a longer period of time.

Protection of personal data

We take the following precautions in relation to the personal data you provide us:

Security
We use a variety of technical and organizational security measures, including encryption and authentication tools to protect your personal data. Your personal data are stored on systems behind secure networks and are only accessible to a limited number of people with special access rights to such systems.

International transfersThe personal data processed on our Website are stored in the European Union or within European Economic Area (EEA). If we need to transfer data outside of the EU/EEA we will only do so if this is possible from a legal and regulatory standpoint and based on legitimate interest of Pismo or explicit consent from you.

Your rights

As it is your personal data, we will make sure that you can always exercise your privacy rights. This means that you can ask us to view, correct, limit, transfer or delete the data we have on you. We will always grant your wishes, unless we are legally obliged not to do so. In this case, we will inform you why we cannot grant your request.

Requests for access, correction, limitation, transfer, deletion or information can be send to [email protected]. We will try to respond to your request as soon as possible, but in any case, you will have a response within a month.

If you believe we have wrongfully or unlawfully processed your personal data, or if you are not satisfied with our response to your request, you have to right to file a complaint to the Information Commissioner’s Office or to take it to court. More information can be found here: https://ico.org.uk

Data Protection Officer

We take your privacy seriously, so we appointed a Data Protection Officer, who is responsible for supervising on processing of personal data and advising on security and technology.

If, in spite of all the above, you suspect that your data is not properly secured, has been misused or if you believe that Pismo does not adequately guarantee the correct processing of personal data, please send an email to: [email protected].