Privacy policy for job applicants

Last updated: December 28, 2021

We prepared this Privacy Policy for applicants to answer the most important questions about how Cortleksas, UAB (Cortlex) collects, uses, and stores information relating to you before you apply for a position.

If you have any questions regarding this Privacy Policy for applicants or your privacy, please contact us at GDPR@cortlex.com

General provisions:

Cortlex (hereinafter – “Cortlex”, “Company” or “We”) is registered as UAB “Cortleksas”, legal entity code: 305457059, address: Olimpiečių g. 1-6a, Vilnius and “Cortlex BY”, legal entity code: 192934806, address: Amuratarskaya 4, Minsk, Belarus.

In relation to the job candidate personal data processing (hereinafter referred to as the “Procedure”) Company complies with the General Data Protection Regulation (EU) 2016/679 (hereinafter referred to as the “Regulation“), the Law on the European Union General Data Protection Regulation (GDPR) and requirements of the other applicable legal acts and ensures the security of your personal data.

The purpose of this procedure is to provide information for the candidates for the job at Cortlex on how applicants’ data is processed during the personnel selection procedure.

If you have any questions regarding this Privacy Policy or your privacy, please contact us at GDPR@cortlex.com

Why do we collect your personal data?

We are always looking for people to join our teams. When you apply to open positions at Cortlex, your publicly available professional background is suitable for us or someone you know refers you to us, we process your personal data for recruitment purposes, to assess your application and your suitability to enter our hiring process.

What information we collect during job application cycle?

The company collects, use, and store the information which is necessary for recruitment purposes as described above:

  • Name and Surname
  • E-mail address
  • Telephone number
  • LinkedIn URL
  • GitHub URL
  • Personal website URL
  • Education
  • Additional training
  • Certifications
  • Language proficiency
  • Employment history
  • Current workplace
  • Recommendations
  • CV
  • Attachments to your CV
  • Non-disclosure agreement
  • Interview notes about you
  • Tasks performed by you
  • Desired salary
  • Other information submitted by you

When applying please do not include information on your personal identification numbers in the submitted documents and consider whether there is any other sensitive personal information, such as health information, information on family relations, or similar, that is not necessary for the recruitment process.

Why we legally allowed to collect your information?

Cortlex collects information lawfully about you because:

  • We have the intention to enter into a contract with you (Art. 6 (1) (b) of GDPR) – when you apply for a particular open position, and we assess your suitability for the role.
  • You have given consent to the processing of your personal data (Art. 6 (1) (a) of GDPR) – when you permit Cortlex to contact you about future job opportunities.
  • We have a legitimate interest to gather and process your personal data from legitimate sources (Art. 6 (1) (f) of GDPR) – when we find your publicly available professional background suitable for us or someone you know refers you to us.
  • We never ask for special categories of data (e.g. health data) as mandatory during the recruitment process, if you nevertheless and against our will provide us with such data, the legal basis for processing is your consent (Art. 9 (2) (a) of GDPR).

Which information do you have to provide and why?

You must provide the company with the information which we need to assess your application and your suitability to enter our hiring process. You are not legally obliged to provide us with your personal information under the statutory requirement. However, in case you do not provide us with this information, we will not be able to assess your application and your suitability to enter our hiring process.

Where do you get my personal information from?

Generally, we collect the information directly from you. However, some of the information we obtain from the following parties:

  • Our employees (referrals)
  • Job portals
  • LinkedIn Ireland Unlimited Company, LinkedIn Corporation, and other business-related social media sources and/or collaboration platforms (if we collect any information from your social media profiles, we make sure that it is relevant to the open position at our company, we base the collection of data from social media profiles on our legitimate interest to assess specific qualities for specific job functions).
  • We may also collect personal data related to your professional life from third parties, such as references supplied by former employers, colleagues, or someone you know.

Do we share your information with other entities?

We share the information about you with the following entities only where necessary and permitted by applicable laws and only for the recruitment purposes as described above:

  • Job portals (job portal administrators);
  • LinkedIn Ireland Unlimited Company (Ireland), LinkedIn Corporation (USA) (service provider providing social media account to Cortlex), privacy policy of LinkedIn, here.
  • Zoho Recruit ATS, You can view the privacy policy of Zoho Recruit ATS, here;

We use various service providers for the processing of your personal data, such as e-mail service providers, web hosting service providers, other information technology infrastructure service providers, and others. They might have access to your personal data, but only to the extent necessary for us to receive their services. In any case, we make sure they protect personal data according to applicable legal requirements.

How long we use and keep information about you?

When you apply for a particular job position, we, in general, will store your personal data until the end of the hiring process for a particular open position. If you do not become an employee, we will store your data for additional 5 years. If you become an employee, we will save your application information within the employee file.

When you permit Cortlex to contact you about future job opportunities we will store your personal data for 5 years.

What privacy related rights do you have?

GDPR and other laws provide you with certain rights, procedures for implementation of and exceptions to these rights. When allowed by law, you have the following privacy-related rights that you can implement by contacting us at GDPR@cortlex.com:

  • To request a confirmation that Cortlex is processing personal data related to you;
  • To get familiar with your personal data and how it is processed;
  • To demand to correct inaccurate data;
  • To request us to delete the information we have about you if we use it illegally or there are other legal grounds for deletion;
  • To request us to restrict the processing of your information – if you dispute the accuracy of the data or object to the processing of the data, if you do not accept that your data would be deleted which was illegally processed, or if you need the data to claim, execute or defend legal claims;
  • To demand to transfer your personal data to another data controller or provide it directly to you in a convenient form (applicable to that personal data that you submitted and that is processed on the basis of the agreement or consent);
  • To object to the processing of your personal data if it is processed on the basis of a legitimate interest;
  • In cases where your personal data is processed on a consent basis, you have the right at any time to withdraw your consent to the processing of your personal data;
  • If you believe that your data is processed unlawfully, you have a right to contact a relevant data protection authority (State Data Protection Inspectorate in Lithuania or other authority in the Member State of your habitual residence or place of an alleged infringement of the GDPR and seek a judicial remedy), we would appreciate it if, in such cases, you would contact us first to resolve the problem together.

Changes to our privacy policy for job applicants

The privacy policy for applicants shall be reviewed and updated, if necessary in the event of changes in the privacy legislation or its implementing practices, as well as in the event of changes in the processing of the personal data carried out by the Company.

You are advised to review this Privacy Policy for job applicants periodically for any changes. Changes to this policy are effective when they are posted on this page.

Contact us

In case of any questions related to the processing of the candidates’ personal data, candidates recommend us via email at cv@cortlex.com

By visiting this page on our website: www.cortlex.com/contacts