Information on GDPR Personal Data Processing for Job Applicants

Dream Job s.r.o., based in Prague 8, Valčíkova 1369/17, ZIP 182 00, ID number 05356369, registered with the Municipal Court in Prague, file number C 261516 (referred to as the “Agency”), hereby, in accordance with applicable legal regulations (in particular Articles 13 and 14 of Regulation (EU) 2016/679 of the European Parliament and of the Council, General Data Protection Regulation, hereinafter “GDPR”), informs its customers – job applicants (hereinafter referred to as “Applicant”) about the processing of their personal data by the Agency as a personal data controller when providing its services to Applicants, or to its clients (employers) seeking suitable candidates, among other sources, from the Applicants associated with the Agency.

1. 1. Purposes, Scope, and Duration of Personal Data Processing
      The personal data of Applicants specified below will be processed by the Agency for the following purposes:
       
      a) Inclusion in the Applicant Database for Presentation to Potential Employers
      The Agency’s primary activity is maintaining an Applicant database, where, during the period of cooperation with the Applicant, their data is made accessible to potential employers (Agency clients) who contact the Agency with a request to find a suitable employee. The Agency will process personal data specified in the Applicant’s resume and any other documents submitted (e.g., certificates of education, cover letters, questionnaires), as well as information provided personally during interviews or through email and other communications. This mainly includes basic identification and contact details (such as first name, last name, postal and email addresses, phone number), information about the Applicant’s employment history (such as job titles, qualifications, identification and contact details of former employers, including their names, etc.), and data regarding potential employment (Applicant’s job preferences and qualification, salary requirements, etc.).
      Personal data is also collected during the Agency’s activities (e.g., assessment by the Agency’s HR representative). Information may be obtained from other sources, such as professional social networks (e.g., LinkedIn) or recommendations from other companies or individuals.
      The Applicant’s personal data will be processed for the duration of cooperation between the Agency and the Applicant. Unless otherwise agreed (or requested by the Applicant), the Agency will retain the complete record of the Applicant’s data in its database for four years, i.e., until the end of the third calendar year following the commencement of cooperation (e.g., receipt of the resume from the Applicant).
      The Applicant may terminate cooperation with the Agency at any time by a clear declaration (e.g., by email informing of the end of cooperation), thereby fulfilling the purpose of processing in the Applicant database (processing under point 1.a above). In such cases, the Applicant’s data will be promptly deleted or anonymized unless other grounds exist for further retention (e.g., the Agency’s legitimate interests – see processing under point 1.c below).
      
      b) Sending Offers for Current Job Vacancies
      If the Applicant registers on the Agency’s website (www.dream-job.com/for-candidates), the Agency will send them suitable job offers (according to the registration form) until consent is withdrawn (cancellation of voluntary registration). For these purposes, the information provided during registration will be processed.
      
      c) Protection of the Agency’s Legitimate Interests (Agency Defense)
      As a result of the existing cooperation, personal data of Applicants may also be retained to protect the Agency’s legitimate interests. This processing mainly concerns protection against potential disputes with the Applicant regarding their presentation to potential employers or against possible inspections by regulatory authorities. The necessary data may be retained for as long as there is a risk of dispute with the Applicant or as long as regulatory authorities may impose penalties on the Agency for failing to meet contractual or statutory obligations, generally for up to four years after the end of cooperation between the Applicant and the Agency (or longer until the end of any related control, dispute, or administrative, judicial, and other proceedings).
      
      d) Processing for Additional Purposes
      Besides the aforementioned purposes, the Applicant’s data may be processed for other reasons, such as if an agreement is made to conduct a psychodiagnostic test or if the Applicant is hired by the Agency for placement with an Agency client (user). In such cases, the Applicant will receive separate information on the data processing.
   2. Data Processing and Protection Measures
      Personal data processing is conducted within the Agency’s premises, both automatically through IT tools and manually via physical records (Applicant’s personal file) by designated employees and other representatives of the Agency who need such information to perform their duties (need-to-know basis).
      
      The Agency has implemented technical and organizational measures to secure the protection of Applicants’ personal data, particularly to prevent unauthorized or accidental access to personal data, modification, destruction, or loss, unauthorized transmission, other unauthorized processing, and misuse of personal data, even after the end of cooperation between the Applicant and the Agency.
      
      Personal data may be verified by former employers; however, the Agency does not conduct any background checks on Applicants via third parties.
   3. Disclosure (Provision) of Personal Data
      The Agency does not anticipate systematic disclosure or provision of Applicants’ personal data to third parties (except to Agency clients – potential employers of Applicants), nor does it expect to disclose such data outside the Czech Republic.
      However, data may be shared with the Agency’s partners and advisors (e.g., lawyers, auditors, banks, IT companies) if there is a legitimate interest of the Agency. Data may also need to be disclosed to state authorities and other institutions if required by legal regulations (e.g., labor inspectorate).
   4. Applicants’ RightsThe Applicant has the right to request access to their personal data, its correction, or deletion, or to restrict its processing, as well as the right under GDPR to data portability. Specific conditions for exercising these rights are set out in applicable legal regulations (in particular, Articles 15 to 21 GDPR), noting that not all rights are guaranteed for every individual processing purpose (under each purpose stated in point 1 above).
      
      Provided legal requirements are met (see Article 21 GDPR), the Applicant has the right to object to the processing of their data if it is processed based on the Agency’s or another person’s legitimate interests.
      
      The Applicant can exercise their rights by contacting the Agency, primarily via email at job@dream-job.cz. The Applicant also has the right to file a complaint regarding the handling of their data directly with the Office for Personal Data Protection.
   5. Applicant Acknowledgement on Data Disclosure
      Providing data for inclusion in the Applicant database to present them to potential employers according to point 1.a above is not mandatory but is essential for fulfilling the contract (cooperation) between the Agency and the Applicant.

      To meet the Agency’s obligation to process only current data and to present only current data to potential employers, outdated information must be replaced with updated data. For this reason, it is necessary for the Applicant to report any changes to the data the Agency holds in its database.

      Processing data for legitimate interests under point 1.c above is also possible without the Applicant’s consent.

      The Applicant acknowledges the processing of their data as described in this notice, confirmed by sending their personal data.

      The Applicant also requests that their data be kept in the Applicant database for a maximum of four years to be presented to potential employers (the Applicant acknowledges that they may terminate cooperation and thus data processing at any time within this period).

      The Applicant commits to promptly informing the Agency of any changes to the data held in the Applicant database.