INFORMATION REGARDING DATA PROCESSING

IN THE RECRUITMENT PROCESS

 

Thank you for your interest in our company, and we are pleased that you are part of our recruitment process.

Since you have decided to participate in the recruitment process open at Expur SA, we present this information describing how we collect and use personal data collected in the recruitment process.

If you do not want your information to be collected, used, and transferred as described by this policy, or if you no longer agree with the processing of information about you, you can request its removal from our database in writing, by sending an email to dpo@expur.ro.

Information we collect

We collect information about you when you send us your CV, but also directly from you, such as:

• Your contact information, CV, certifications, qualification diplomas, and information about the desired job.
• Name, address, email address, phone number, and other contact information;
  CV or cover letter, previous work experience and / or relevance or other experiences, education, transcripts, or other information you provide to us in support of an application and / or the application and recruitment process;
• Information from interviews and telephone discussions you may have, if applicable;
• Details regarding the type of job you are looking for, current and / or desired salary, and other terms regarding compensation and benefits packages, willingness to relocate, or other job preferences and preferred type of organization.
• Any sensitive and / or demographic information obtained during the application or recruitment process, such as gender, information about your citizenship and / or nationality, medical or health information communicated by the candidate, and / or data regarding racial or ethnic origin, religion.
• Information from references and / or information received from background checks (if applicable), including information provided by third parties and / or letters of recommendation;
• Information regarding any background from previous employment relationships;
• Other information provided by your direct supervisor, if you are already an employee of our company.

Also, if you participate in an interview at our company headquarters, images of you will be captured and recorded on Expur SA premises, which will be kept for a maximum of 30 days for security reasons.

An important note about your CV

The CV you send us must NOT contain sensitive data regarding:

1. racial or ethnic origin
2. political beliefs
3. philosophical or religious beliefs;
4. membership in a trade union or political party;
5. history of crimes or criminal proceedings and associated sanctions or fines;
6. committing any illegal or inappropriate behavior and related sanctions;
7. any identification number of a person at the national level.

If your CV or other documents you send us contain this information, you agree that the processing of this data is done at your own risk.

To ensure that the people who will be invited to join the Expur SA team are qualified and have a strong potential to be productive and successful employees, the company reserves the right to investigate applicants’ work history and employment references. In addition, the Company may conduct research when employees are being considered for promotions or transfers or to promote an internal investigation into alleged misconduct. Background checks will be conducted at the Company’s discretion and in accordance with applicable law.

The Company relies on the accuracy of the information contained in job applications, as well as the accuracy of other data presented during the hiring process and during employment. Any false statements, falsifications, or material omissions in any of this information or data may result in an applicant’s exclusion from consideration for employment or, if a person has already been hired, termination of the employment contract.

Some candidates who are employed at the Company will be subject to a reference check. Job offers are conditional on the successful completion of these checks and a technical aptitude test, if applicable, conducted in accordance with Company policy and applicable law.

Current employees who are being considered for promotion or transfer may be subject to a background investigation. Background investigations may also be conducted as part of an internal investigation of alleged employee misconduct.

How we use the information we collect

Your information will be used by Expur SA for the purpose of carrying out the selection and recruitment process of people, which includes:

• Evaluating skills, qualifications, and interests regarding career opportunities;
• Verifying your information and conducting reference checks and / or conducting background checks (if applicable);
• Communicating with you about the recruitment process and / or your application(s), including, where applicable, informing you about other potential career opportunities at Expur SA
• Creating and / or submitting reports in accordance with local laws and / or regulations, as applicable;
• Improving the application and/or recruitment process of Expur SA , including improving diversity in recruitment practices;
• Complying with applicable laws, regulations, legal processes, or governmental requests.

In some situations, we will also use your information to protect the rights and property of Expur SA, the rights of users, candidates, employees, or other interested parties, as required by law.

Following the acceptance of the application for the recruitment process, Expur SA will collect, process, and store the information from your applicant/candidate file in the company’s database.

Who can have access to your information

We will disclose your personal data only to the extent that it is strictly necessary to achieve the intended purpose. We have taken and will continue to take all necessary measures to ensure that our external service providers or business partners that we have authorized to process data on our behalf have implemented physical, electronic, and managerial security measures to protect this data.

Where necessary, we will task other companies and individuals to perform certain tasks that contribute to our services, on our behalf, under the data processing agreements provided for which you have given your explicit consent, such as psychological assessment services.

We have identified the following categories of recipients who will have access to this data:

• Recruitment companies contracted for this recruitment process;
• Our IT service provider (data storage) and technical support for the company’s IT&C systems;
• Regulatory authorities and other state authorities, if required by legal or statutory requirements;
• Legal consulting service providers or consultants in various fields (e.g. IT, data protection), external auditors.

All external service providers of Expur SA are contractually obligated to respect the confidentiality of personal data.

INTERNATIONAL DATA TRANSFER

Certain categories of personal data may be stored and processed in any country where we employ service providers. We may transfer the personal data we hold about you to recipients in countries other than the country in which the personal data was originally collected. These countries have data protection rules that are different from those in your country. However, we will take steps to ensure that any such transfers comply with applicable data protection laws and that your personal data remains protected in accordance with European standards.

In certain circumstances, courts, law enforcement agencies, regulatory agencies, or security authorities in those other countries may be entitled to access your personal data.

Where applicable law requires us to ensure that an international data transfer is governed by a data transfer mechanism, we use one or more of the following mechanisms:

• EU Standard Contractual Clauses with a data recipient outside the EEA or the United Kingdom
• Verification that the recipient has implemented binding corporate rules

We will also ensure that all our international partners have adopted additional measures in order to provide adequate safeguards, enforceable rights, and effective legal remedies. The role of these measures is to provide guarantees to data subjects that the transfer of data under standard contractual clauses or binding corporate rules offers a level of protection equivalent to that guaranteed within the European Union.

How long will we keep personal data?

Unless you object to the processing of personal data by us and / or request the deletion of your personal data, the following retention periods apply, in accordance with our data retention policy:

• We do not store your personal data for longer than is necessary for the purpose for which we retained it or to comply with a law or statutory requirement
• Recruitment data: for 3 years, except for claims or complaints or, ultimately, legal actions to be resolved;

Your legal rights

As a data subject, you have specific legal rights regarding your personal data that we collect and process. Expur SA respects your rights and ensures that it takes your interests into account appropriately.

• Withdrawal of Consent: If processing is based on your consent, you may withdraw your consent for that processing at any time.
• Data Rectification: If you notice that we hold incorrect personal data, you can request at any time the rectification of the personal data concerning you. We make reasonable efforts to keep personal data – which is continuously used and is in our possession or control – accurate, complete, current, and relevant, based on the latest information available to us.
• Restriction of Processing: If you find yourself in one of the situations below, you can request us to restrict the processing of your data:

• you contest the accuracy of the personal data for the period during which we need to verify the accuracy,
• the processing is unlawful and you request the restriction of processing rather than the deletion of personal data,
• we no longer need your personal data, but you request it for the establishment, exercise, or defense of a right, or
• object to the processing during the period in which we verify whether the processing is based on our legitimate interest.

• Access to your data: You can ask us for information about the personal data we hold about you, including information about what categories of data, what they are used for, where we collected them from, if they are not collected directly from you, and to whom they have been disclosed, if applicable. You can obtain a copy from us, free of charge, containing the personal data we hold about you. We reserve the right to charge a reasonable fee for abusive requests.
• Right to portability: Upon request, we will transfer personal data to another operator, where technically possible, provided that the processing is based on consent or the execution of a contract and the processing is carried out by automatic means.
• Right to erasure: You may obtain from us the erasure of personal data in cases where:

• your data is no longer necessary in relation to the purposes for which it was processed;
• you object to further processing of personal data (see Right to object below);
• personal data has been processed unlawfully;
• withdraw your consent on the basis of which the processing takes place

Except where processing is necessary:

• for compliance with a legal obligation which requires processing of such data by us;
• in particular for legal requirements regarding data retention periods;
• for the establishment, exercise or defense of legal claims.

• Right to object: You can object to the processing of personal data at any time. In this case, we will no longer process the personal data, unless we can demonstrate well-founded, legitimate reasons and a major interest in the processing or for the establishment, exercise, or defense of a right. When you object to the processing, please mention whether you want the deletion of personal data or the restriction of the processing of this data.
• Right to lodge a complaint: In the event of an alleged violation of the legislation in force regarding confidentiality, you can lodge a complaint with the National Supervisory Authority for Personal Data Processing by completing the online form available at: dataprotection.ro/?page=Plangeri_pagina_principala

Please note!

Time period: We will try to resolve your request regarding the exercise of a right within 30 days. However, the period may be extended for reasons regarding the specific right or the complexity of the request.

Access restriction: In certain situations, we may not be able to grant you access to all or part of the personal data due to legal restrictions. If we refuse your access request, we will communicate the reason for the refusal.

Inability to identify: In some cases, we may not be able to identify personal data, due to the lack of identification elements provided in the request you send us. In such cases, if you do not provide additional information that allows your identification, we will not be able to comply with the request to exercise the legal rights as described in this section.

Additional information and exercise of rights

For any other information regarding the processing of Personal Data (including to exercise your rights above), please contact our Data Protection Officer, in writing, by email at dpo@expur.ro, or by sending an address to the registered office in Romania, Sos. Amara nr. 3, Mun. Slobozia, Judetul Ialomita.