Privacy & Data Protection Statement for Job Applicants
Welcome to WAP HR LIMITED PARTNERSHIP (hereinafter referred to as “WAP HR”) based in Athens, Attica 3 Asklipiou Street, Greece. It is important for us to work with you and help you further develop your career. The company operates as an independent Data Controller.
This privacy statement (“Privacy Statement”) describes the personal data we collect from you, how we collect, use, and process it, and how we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting and securing your data privacy. We encourage you to read this Privacy Statement carefully.
1. Clarifications regarding certain terms
We clarify that in this Privacy Statement you will be referred to as the “Candidate” or “You.” By “we” or “the Company,” we mean “WAP HR LIMITED PARTNERSHIP ” (hereinafter “WAP HR“) with headquarters in Athens, Attica 3 Asklipiou Street, Greece. The company provides various human resources (HR) activities, such as permanent or temporary staffing, payroll services, assessment procedures, career transition, talent development, education and training, labor market reintegration services, and international mobility (“our Activities”).
This Privacy Statement concerns how we process your data as a natural person. It does not concern how we process data relating to companies. This type of information is commonly referred to as “Personal Data” “Personally Identifiable Information” or “PII”. In this Privacy Statement, we use the term “personal data” or “data”.
2. What kind of personal data does the Company collect and use?
We collect and use personal data to provide you with the best possible employment opportunities tailored to you, which we have grouped as follows:
a) Identity data, defined as your first name, last name, father’s name, tax identification number, date and place of birth, and documents proving your identity.
b) Contact details, defined as your permanent and/or temporary address, email addresses, and telephone numbers.
c) Qualifications and professional experience data, defined as your resume or CV, details of your education, training courses you have attended, and your work experience, documents proving your right to work, references from previous employers, and any other information you include in your CV, photos and videos of your participation in interviews or video training.
d) Social media data defined as your profile data on social media, such as LinkedIn, and other information you make public in other ways on social media.
e) Technical data defined as the Internet Protocol (IP) addresses from which you access our Portal and services, cookies (as defined in our Policy), your connection data (such as time, date, and duration), the type of browser and version you use to access our website or other websites, applications, products, and services, your device’s time zone settings and location, the types of browser add-ons and versions you use, other communication data, sources you access on our websites, applications, products, and services, the operating system and platform type of the device you use, as well as other technology on the devices you use to access our website, applications, websites, products, and services.
f) Telephone call data includes the number from which you spoke with us, the time, date, and duration of that contact.
g) Marketing communication data, which is defined as information about how you respond to emails, text messages, phone calls, and other marketing campaigns.
h) Special Categories of Data, which may include details of any disabilities and any adjustments that may need to be made to the workplace, as well as information about diversity (including data about trade union membership). or health data (such as medical records, disability records, fitness for work and health insurance records containing data relating to illness) or criminal record data and professional licence data (such as for the provision of security services) in each case, where required or permitted, and in compliance with applicable law.
Depending on the relevant circumstances and applicable local laws and requirements, we may collect some of the above information in order to offer you employment opportunities tailored to your circumstances and interests.
3. Για ποιο λόγο επεξεργαζόμαστε τα δεδομένα προσωπικού χαρακτήρα σας και πόσο καιρό διατηρούμε;
| Purposes of processing | Data type | Legal basis for processing your personal data | Retention period |
|---|---|---|---|
| To provide you with our services by finding suitable jobs/assignments for you to apply for, assisting you with training, or facilitating the application process for jobs/assignments. This includes sending your resume to potential employers for consideration and notifying you of future job opportunities via email, phone, mail, and/or other methods of communication. | a) Identity data b) Contact details c) Qualifications and professional experience data d) Social networking data | Consent or Performance of a contract or taking steps prior to entering into a contract | Up to 2 years from your last activity (last job application, interview, phone call, or assessment) on the website. |
| To provide you with our services by evaluating and selecting or rejecting your job application, including, for example, organizing and conducting interviews. | a) Identity data b) Contact details c) Qualifications and professional experience data d) Social networking data | Consent or Performance of a contract or taking steps prior to entering into a contract | Up to 2 years from your last activity (last job application, interview, phone call, or assessment) on the website. |
| Let us hire you at our company | a) Identity data b) Contact details c) Qualifications and professional experience data d) Social networking data e) Special categories of data | Performance of a contract or taking measures prior to entering into a contract | five (5) years after the termination of the legal (employment) relationship in any way. |
| Make any adjustments you may need in your workplace. This includes informing prospective employers that adjustments are required in your workplace. | a) Identity data h) Special categories of data | Performing a contract or taking steps prior to entering into a contract, where we have agreed with you to provide workplace accommodations that are not covered by local law. Compliance with legal obligations such as employment, discrimination, and disability legal obligations | Within 6 months of your last activity (last job application, interview, phone call, or assessment) on the website. |
| To send you commercial and promotional messages and newsletters immediately, for example, via email, text message, or telephone. | a) Identity data b) Contact details | Consent | For as long as you have chosen to receive our commercial messages. |
| To further develop, test, and improve our Website or other existing or new systems/processes to better serve you. | e) Technical data | Fulfilling our legitimate interests in improving our systems | Until the purpose of the processing is fulfilled and in accordance with applicable law |
| To deal with technical call problems on our networks. | a) Identity data b) Contact details e) Technical data f) Telephone call data | Fulfilling our legitimate interests in addressing technical issues that affect our business activities | Until the purpose of the processing is fulfilled and in accordance with applicable law |
| Conduct studies, statistics, and analytical research. For example, compare the effectiveness of candidate placement across different business sectors and geographic locations, and seek to identify factors that may influence any differences we find. | e) Technical data f) Marketing communications data | Fulfilling our legitimate interests in improving and developing our business activities | Up to 2 years from your last activity (last job application, interview, phone call, or assessment) on the website. |
| To comply with our legal obligations. | Any category of data mentioned above, as applicable | Compliance with legal obligations, such as keeping records for tax purposes or providing information to a public body or law enforcement authority. | Up to 2 years from your last activity (last job application, interview, phone call, or assessment) on the website and any additional period required by applicable law |
| To promote the safety and security of people, systems, and assets. | a) Identity data e) Technical data i) Sensitive data | Fulfilling our legitimate interests to ensure that our business (and the people who work for it) are kept safe | Up to 1 month from your last visit |
| Investigate or respond to incidents and complaints. | a) Identity data b) Contact details f) Telephone call data h) Special categories of data | Compliance with legal obligations, such as labor law and Fulfillment of our legitimate interests in resolving any incidents and complaints in accordance with our internal procedures | Up to 5 years from the incident or your complaint, or longer if legal action is involved. |
| Promote the training sessions that have been held and make use of their content, promote similar sessions internally and externally to third parties. | a) Identity data b) Contact details g) Marketing communications data | Fulfilling our legitimate interests (when internal) in training our candidates and developing our customer offerings Consent (when third parties are involved) | Up to 2 years since last activity |
4. How do we collect your personal data?
The personal data we collect about you comes from the application forms or other materials you submit to us, your interactions with us and others as part of your application.
In some cases, we will also collect your personal data indirectly from third parties, such as recruitment agencies we work with, or from publicly available sources, such as LinkedIn and Twitter, in accordance with applicable law.
5. Do you have to give us the personal data we request?
You are not required to provide us with your personal data, but we will not be able to work with you or offer you our services if you do not provide us with the minimum information required to assess your suitability for a position with us. If you choose, in certain cases, to provide us with a limited amount of personal data, this may also limit the services you can receive from us.
6. Do we transfer your personal data to third parties?
Όπως αναφέραμε ανωτέρω, συνήθως γνωστοποιούμε τα δεδομένα προσωπικού χαρακτήρα σας σε τρίτους. Αυτό γίνεται για την επίτευξη των ανωτέρω σκοπών. Το κάνουμε αυτό στις ακόλουθες περιπτώσεις:
- To our suppliers.We will work with a supplier, for example, to perform administrative and operational tasks in support of our relationship with you on the basis of our legitimate interests. Suppliers will be subject to contractual and other legal obligations to maintain the confidentiality of your data and respect your privacy, and will only have access to the data they need to perform their tasks. These suppliers are typically IT suppliers (who provide hosting or support services for the IT systems we use, which include your data) and providers of financing and accounting management services (who need details about candidates in order to process invoicing and amounts receivable for the company). This category of third parties includes the company (………. …)
- To our clients/interested employers. We will share your data with our clients who offer jobs/assignments that may be of interest to you or who are interested in your profile. Our clients are bound by contractual and other confidentiality obligations to us and to you with regard to your data.
- To government authorities or law enforcement agencies. We will disclose your data to government, police, regulatory, or other law enforcement authorities if, in our sole discretion, we believe that we are legally required or authorized to do so.
7. Do we transfer your personal data outside your country?
We do not transfer or process your personal data outside the country.
8. What data security measures have we implemented?
We understand how important it is to protect your personal data. We have implemented strict operational procedures and appropriate technical and organizational security measures to prevent any unauthorized access, alteration, deletion, or transmission of this personal data.
Indicatively, the security measures we implement include:
- Encryption of communication via SSL/TLS protocol
- Use of a firewall to prevent unauthorized access
- Mechanisms to protect against automated attacks (anti-bot/anti-spam)
- Restricted access to personal data only by authorized personnel
- Regular updating and maintenance of the website’s systems and software
Although we will make every effort to protect your personal data, you should be aware that the transmission of data via the internet is not completely secure and we cannot guarantee the security of your personal data transmitted to our website or any third party. For this reason, any transmission is at your own risk.
9. What are your rights regarding your personal data?
Under applicable data protection laws, you have the following rights:
- Rights to access and obtain a copy of your personal data: Έχετε το δικαίωμα να ζητήσετε επιβεβαίωση σχετικά με το εάν επεξεργαζόμαστε οποιαδήποτε δεδομένα προσωπικού χαρακτήρα σας. Σε αυτή την περίπτωση, έχετε το δικαίωμα πρόσβασης σε ορισμένα από τα δεδομένα προσωπικού χαρακτήρα σας (μέσω της ιστοσελίδας) και σε ορισμένες πληροφορίες σχετικά με τον τρόπο επεξεργασίας τους. Σε μερικές περιπτώσεις, μπορείτε να μας ζητήσετε να σας παρέχουμε ένα ηλεκτρονικό αντίγραφο των δεδομένων σας.
- Right to correct your personal data: If you can prove that the personal data we hold about you is incorrect, you can request that this data be updated or otherwise corrected.
- Right to be forgotten or erasure of personal data: In certain circumstances, you have the right to request the erasure of your personal data. You can submit such a request at any time, and we will assess whether your request should be granted. However, this right is subject to any legal rights or obligations we may have to retain the data. For situations where, according to the law, we determine that your request to delete your personal data should be granted, we will do so without undue delay. Please note that once your data is deleted, the Company may no longer be able to serve you. If you wish to re-register with the Company, you will need to re-enter your data.
- Right to restrict or object to the processing of your personal data: In certain circumstances, you have the right to restrict the processing of your personal data or to object to certain processing for reasons related to your particular situation.
- Right to withdraw consent: You have the right to withdraw your consent at any time where we rely on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdrew your consent. If you withdraw your consent, we may not be able to provide you with certain products or services. We will inform you if this is the case at the time you withdraw your consent.
If you wish to exercise any of your rights, please use our form by clicking here.
Finally, you have the right to lodge a complaint with the data protection authority in the place where you live or work, or in the place where you believe an issue has arisen in relation to your personal data.
10. How do we handle changes to this Privacy Statement?
The terms of this Privacy Statement may change from time to time. We will post any material changes to this Privacy Statement through appropriate notices either on our website or by contacting you using other communication channels.
11. Contact
If:
- you have any questions or concerns about this Privacy Statement,
- you would like to receive additional information about the protection of your data (for example, in cases where we transfer it outside your country), or
- you wish to contact us
you can do so at “[email protected]“. To exercise any of your rights regarding your personal data, please fill out the relevant form.