Daugavpils University Agency “LATVIAN INSTITUTE OF HYDRROECOLOGY”
PERSONAL DATA PROCESSING NOTICE TO APPLICANTS
REFEREES AND OTHER DATA SUBJECTS INVOLVED IN THE RECRUITMENT PROCESS
|1. Information about the controller|
Our name is Daugavpils University Agency “LATVIJAS HIDROEKOLOGIJAS INSTITŪTS” registration number: 90002129621, legal address: 4 Voleru Street, Riga, LV-1007.
You can contact us by phone +371 67601995 or by e-mail: email@example.com
|2. Contact details for communication on personal data protection issues|
If you have any questions regarding this notice or the processing of your personal data, you may contact us through the channels indicated in the preceding paragraph (1) or by contacting our data protection officer at the following email address: firstname.lastname@example.org.
|3. General description of our processing of personal data|
This notice describes how we process the personal data of candidates (applicants) for our vacancies and of other persons whose data may come into our possession in the context of recruitment.
The purpose of this notice is to provide persons who wish to apply for vacancies advertised by us, as well as persons whose data have been provided to us by applicants (e.g. data of referees), with an opportunity to familiarise themselves with our rules on the processing of personal data.
This is the current version of the Communication. We reserve the right to amend and update this notice as necessary.
The purpose of this notice is to provide you with a general overview of our processing activities and purposes, but please note that other documents may also provide additional information about the processing of your personal data.
We recognise that personal data is your valuable asset and will process it in a way that respects the confidentiality and security of the personal data we hold about you.
|4. For what purposes do we process your personal data and what is the legal basis for processing your personal data?|
We will only process your personal data in accordance with the legitimate purposes as defined above, including:
For the recruitment process and the exercise of rights and obligations arising there from –
For this purpose, we collect CVs (curriculum vitae) and accompanying documents from applicants where it is deemed necessary, we contact the applicant and references identified by the applicant to collect references, we save CVs for other competitions with the applicant’s consent, and we save data to respond to claims and court cases in order to defend our interests in legal proceedings.
For this purpose and for the sub-purposes indicated above, we may need at least the following personal data: name, surname, contact details (e-mail, telephone number), education and previous work experience of the applicant, persons who can provide references and their contact details, references about the applicant, as well as other information that could be relevant for the performance of the job and to identify the most suitable applicant.
The main legal bases used to achieve these purposes are: consent (Article 6(1)(a) GDPR) – for the fact of submitting a CV and the storage of the CV for future competitions; conclusion of a contract with the data subject (Article 6(1)(b) GDPR) – for the processing of the data of applicants for whom a decision has been taken to conclude an employment contract; performance of a legal obligation (Article 6(1)(b) GDPR); and the processing of the data of applicants for whom a decision has been taken to conclude an employment contract.Article 6(1)(c)) – in certain cases for certain types of data, where the law or regulation establishes minimum requirements for a specific position; Legitimate interests of the controller (Article 6(1)(f) GDPR) – in relation to the provision of evidence, in case of possible claims, as well as in relation to the scope of the information requested.
To conclude an employment contract –
For this purpose, we collect the information that needs to be included in the employment contract and its annexes, identify you, verify your qualifications and draw up the employment contract.
For this purpose, we may need at least the following personal data: employee’s name, surname, personal identification number, place of residence, telephone number, start date of employment, place of work, employee’s educational data, employee’s qualifications, job description, position, work contact details, salary, current account number; health data and criminal record data, if applicable.
The main legal bases used to achieve these purposes are: the conclusion of a contract with the data subject (Article 6(1)(b) GDPR); the fulfilment of legal obligations (Article 6(1)(c) GDPR) – regarding the information to be reflected in the employment contract and the necessary qualification requirements, as well as reporting the fact of employment to public authorities (e.g., The fulfilment of the controller’s obligations and exercise of rights in the field of employment (Article 9, second paragraph, point (b) of the General Data Protection Regulation) – for the processing of special categories of data (health data).
Preventing threats to safety, security, pecuniary interests and other important legitimate interests of ours or third parties
For this purpose, we would need to carry out video surveillance of our territory, buildings and other property, use personal data processors for various functions, exchange information within the group of companies if necessary, exercise the rights granted by laws and regulations for the purpose of pursuing our legitimate interests.
For this purpose, we may need to process at least the following personal data: data contained in video recordings, data recorded in access control systems about visits to the premises, etc.
The main legal grounds used to achieve these purposes are: the legitimate interests of the controller (Article 6(1)(f) of the GDPR).
|5. Who would have access to your personal data?|
We take appropriate measures to process your personal data in accordance with applicable law and to ensure that your personal data is not accessed by third parties who do not have an adequate legal basis for processing your personal data.
Your personal data could be accessed, as necessary, by: our employees or persons directly authorised by us who need to do so for the performance of their duties, e.g. accountants, line managers, HR department staff; personal data processors in accordance with the services they provide and only to the extent necessary, e.g. accounting service providers, auditors, financial management and legal consultants, technical database maintainer, other persons involved in the recruitment process; state and local authorities in cases provided by law, e.g. law enforcement authorities, tax authorities;
|6. Which partners or processors do we choose for the processing of personal data?|
We take appropriate measures to ensure the processing, protection and transfer of your personal data to data processors in accordance with applicable law. We carefully select our personal data processors and, when making transfers, we assess the need for the transfer and the amount of data to be transferred. The transfer of data to processors is carried out in compliance with the requirements of confidentiality and secure processing of personal data.
|7. Is your personal data transferred to countries outside the European Union (EU) or the European Economic Area (EEA)?|
We do not transfer data to countries outside the European Union or the European Economic Area.
|8. How long will we keep your personal data?|
Your personal data will be kept for as long as it is necessary for the purposes for which the personal data are processed and in accordance with the requirements of applicable law.
When assessing the duration of the retention of personal data, we take into account the applicable legal requirements, the performance of contractual obligations, your instructions (e.g. in the case of consent), as well as our legitimate interests. If your personal data is no longer necessary for the purposes specified, we will delete or destroy it.
For example, we will keep your CV and accompanying documents submitted for a specific vacancy until the end of the competition and for at least 6 months afterwards to protect you against possible claims and legal proceedings against us. However, if you have submitted your CV and accompanying documents without addressing them to a specific vacancy, or if you have given your consent for your CV and accompanying documents to be used for a later selection, we will keep your CV and accompanying documents for 1 year. You always have the right to withdraw your consent to the storage of such data.
If you are offered a contract of employment, your CV and accompanying documents may be added to your employee file and kept for the duration of the contract, if necessary.
|9. What are your rights as a data subject in relation to the processing of your personal data?|
Updating personal data
If there are any changes to the personal data you have provided to us, such as a change of contact address, telephone number or email, please contact us and provide us with the updated data so that we can meet the relevant purposes of processing your personal data.
Your right to access and rectify your personal data In accordance with the provisions of the General Data Protection Regulation, you have the right to access your personal data held by us, to request its rectification, erasure, restriction of processing, to object to the processing of your data, as well as the right to data portability in the cases and in the manner provided for in the General Data Protection Regulation.
We respect this right to access and control your personal data, so if we receive your request, we will respond to it within the time limits set out in the laws and regulations (usually no later than one month, unless there is a specific request that requires more time to prepare a response) and, if possible, we will correct or delete your personal data accordingly.
You may obtain information about your personal data held by us or exercise your other rights as a data subject in any of the following ways: by submitting a relevant application in person and identifying yourself at our office at 4 Voleru Street, Riga, LV-1007. by submitting an application to us by post to the following address: 4 Voleru Street, Riga, LV-1007. by submitting an application to our email address: email@example.com, preferably signed with a secure electronic signature.
Upon receipt of your submission, we will assess its content and the possibility of identifying you and, depending on the situation, reserve the right to ask you to identify yourself further in order to ensure the security and disclosure of your data to the appropriate person.
Withdrawal of consent If the processing of your personal data is based on your consent, you have the right to withdraw it at any time and we will no longer process your personal data that we processed on the basis of your consent for the relevant purpose. However, we inform you that withdrawal of consent may not affect the processing of personal data that is necessary to comply with the requirements of laws and regulations or that is based on a contract, our legitimate interests or other grounds for lawful data processing set out in laws and regulations.
You may also object to the processing of your personal data where the processing is based on legitimate interests.
|10. Where can you lodge a complaint about issues related to the processing of personal data?|
If you have any questions or objections regarding our processing of your personal data, we encourage you to contact us in the first instance.
If you believe that we have not been able to resolve the issue mutually and you believe that we have violated your right to the protection of personal data, you have the right to lodge a complaint with the Data Inspectorate. You can find sample applications to the State Data Inspectorate and other related information on the website of the State Data Inspectorate.
|11. Why do you need to provide us with your personal data?|
We primarily collect your information to carry out the recruitment process, to comply with our legal obligations and to pursue our legitimate interests. In these cases, we need to obtain certain information for the purposes for which it is necessary, so failure to provide such information may jeopardise your participation in the vacancy and the start of the employment relationship. If the data is not strictly necessary, but its provision could help improve the working environment or your employment conditions, we will indicate that the provision of the data is voluntary.
|12. How do we obtain your personal data?|
We may obtain your personal data in any of the following ways: from you, when you submit your application and CV to us for a vacancy; from the applicant, if they have provided us with your personal data for feedback; in the process of entering into a mutual contract, by obtaining data from you; from you, if you submit any applications, emails or calls to us; from you, if you provide information about the applicant; where applicable, from CCTV footage and access control systems.
|13. Is your personal data used for automated decision-making?|
We do not use your data for automated decision-making.