Privacy notice on processing candidates’ personal data

JSC “VIA SMS group” (registration number 40003901472, legal address – 13. janvara street 3, Riga, LV-1050) (hereinafter referred to as “VIA SMS group”, “Company”, “we”, “our”, “us”) selects employees for the needs of VIA SMS group’s companies in Latvia (LLC “VIA SMS”, LLC “Viainvest”, Branch of a foreign merchant “ViaConto Sweden AB Latvijas filiale”).

VIA SMS group together with other group’s companies in Latvia are joint controllers of the personal data you provide. Each company in the VIA SMS group is responsible for your personal data in the specific candidates selection process. VIA SMS group is responsible for the initial stage of recruitment (that’s publication of job descriptions, organization of interviews, collecting references and feedback, selection of the appropriate candidates) from which personal data is stored securely on our database.

Each company in the VIA SMS group is responsible for the following recruitment process, for signing employment agreements and other necessary documents, with the involvement of VIA SMS group’s employees for managing the recruitment and hiring documentation.

During the recruitment process we may process:

• Information that you provide, when you apply to a vacancy (CVs, cover letters, application letters and other information specifically relevant to a particular vacancy);
• Information that you provide during the interview (our written notes during the job interview, in case of your consent - audio or video recordings made during the job interview);
• Information that you provide while doing the practical or technical tasks, data obtained as a result of assessments;
• Job references, recommendations or detailed feedback from your previous employer(s)/ other individuals you have indicated. Please note that you are responsible for ensuring that your former colleagues are aware and do not object their personal data (such as, name, last name, job title, telephone number, email address);
• Any other information you give us in order to apply to a vacancy;
• Regarding the specifics of the position we might ask for some additional documents that are definite in Law of the Republic of Latvia.

In case it’s necessary, we may additionally research information about your experience, skills or qualifications that are publicly available on social media and recruitment platforms (such as, LinkedIn, Facebook or Twitter).

We also may contact you at specialized recruitment platforms (such as, LinkedIn or cv.lv) for selecting appropriate candidates for our vacancies based on our legitimate interest. If you object to such communication we will stop processing your personal data, except for minimal personal data about your objection in order to protect and exercise our legal claims.

Why do we process your personal data?

Before we begin to process your personal data we always assess data processing purposes.

Your personal data is processed for recruitment purposes, i.e. to select suitable candidates for a specific job opening, to assess the suitability of your application for the employment at the Company, and for legal interests insofar as they are related to recruitment.

The legal basis for the processing of personal data is:

• taking steps at the request of the data subject prior to entering into an employment contract (the actual process of candidates selection),
• as well as the implementation of the Company’s legitimate interests (such as, the necessity to select and recruit employees for the Company and storage of your CV for future vacancies within the group companies).

Recipients of personal data:

• your personal data may be shared with third parties who provide different data processing related services (for example, IT, legal and financial service providers, data storing services, etc.);
• recruitment agencies which help us to match qualified candidates;
• yourself (data subjects);
• Company’s employees (who are engaged in the candidate selection process, to run interviews, to provide administrative and technical support);
• we may also be required to share information with relevant public authorities, in case there are any complaints;
• your personal data may be transferred to our cooperation partner located outside the territory of the European Union (EU). However, if we process (e.g. store) your personal data outside the EU, we comply with all requirements of the applicable law in order to ensure an adequate level of data protection.

What are the data storage periods for your personal data?

Any information that you give us when applying to a vacancy and during the recruitment process, will be kept in our database for a maximum 5 (five) years if you do not object to processing your personal data for future vacancies. We will then erase your personal data in accordance with the Company’s internal procedures, except for the minimum necessary personal data to protect our and other VIA SMS group companies’ legal interests.

In case you request to delete your personal data or object to data processing for future vacancies, we will delete the data 4 (four) months after the end of the recruitment process, except for the minimum necessary personal data which will be kept for 5 (five) years to protect our and other VIA SMS group companies’ legal interests.

In case you are selected for employment following the recruitment process, your personal data will be transferred to the relevant employer – any company of VIA SMS group.

Your rights

You have the right to request access to your personal data from the controller, to correct or amend it, request deletion of your personal data, restrict data processing, request data portability and object to the processing of your data.

If you believe that we have violated your right to privacy by processing your personal data, you have the right to submit a claim to the Company to protect your interests. We will evaluate any requests in accordance with the applicable law and will respond within 30 (thirty) days.

Please note that we will need to verify your identity before we disclose any information, for that purpose we may ask you to provide us with additional information.

You have the right to file a complaint with the Data State Inspectorate in cases where a dispute with the Company cannot be resolved through negotiation.

Your data security

We use appropriate technical and organizational measures to protect personal data and other information that we collect (during recruitment process) and store against accidental or unlawful destruction, loss, alteration, disclosure, access. We implement security measures by limiting excess to our systems and databases, managing access rights, training our employees, using secure partners and data processors.

Contacts

In case of questions related to recruitment processes, you can contact us at hr@viasmsgroup.com. ?For matters concerning data processing, contact the data protection officer at dpo@viasmsgroup.com.

Amendments to the Privacy notice

We may update this Privacy Notice from time to time. The latest version and any amendments will be posted at our website.