Recruitment

Fulfilling the obligations imposed by Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons in relation to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (‘RODO’), in relation to the processing of Candidates‘ personal data by GWW Tax, GWW Tax presents below information on the principles of processing Candidates’ personal data, including the purposes of processing, the legal basis for processing, the storage period, the recipients of personal data, as well as their rights.

1. CONTACT DETAILS OF THE CONTROLLER

The Administrator can be contacted in matters concerning personal data:

• if contacted by post by sending a letter to: Personal Data Coordinator: 4 Książęca Street, 00-498 Warsaw, marked ‘personal data’,
• in case of contact by e-mail by sending an e-mail to: odo@gww.pl.

2. WHAT PERSONAL DATA IS PROCESSED BY THE ADMINISTRATOR AND WHAT IS THE SOURCE OF THIS DATA

The Administrator processes the personal data of Candidates provided to him/her directly by them or by entities conducting/supporting recruitment processes in connection with the recruitment conducted by the Administrator (including recruitment agencies), in particular data contained in the recruitment application, data created or provided during the recruitment process (e.g. data contained in the recruitment application/CV/other recruitment documents, data provided during interviews).

The Administrator processes the Candidates’ personal data only to the extent necessary for the current recruitment process and, in the case of Candidates to whom the recruitment is subject to the provisions of the Labour Law, to the extent specified in such provisions, in particular name(s) and surname, date of birth, contact data indicated by the Candidates, information on education, professional qualifications, previous employment history.

If the recruitment application sent by the Candidate contains additional data beyond the scope required by GWW Tax (e.g. information on interests, image), their processing will be based on the Candidate’s voluntary consent, which is deemed to be the fact that the Candidate provided them to the Administrator or consented to their transfer to the Administrator. This consent can be withdrawn at any time (by sending a request by post or email – the Administrator’s addresses are indicated in para. 1). If the Candidate does not consent to GWW Tax processing the Candidate’s additional data, please do not include them in the recruitment application, CV and other recruitment documents.

With the Candidate’s explicit consent, the Administrator will leave the Candidate’s application documents in its Candidate database and will process the Candidate’s submitted personal data also for the purposes of future recruitment.

3. PURPOSE OF PERSONAL DATA PROCESSING AND LEGAL BASIS

The Administrator processes the Candidates’ personal data:

(a) for the purposes of recruitment:

• when it is necessary to take action at the Candidate’s request prior to the conclusion of a contract of mandate, contract for specific work, contract for the provision of services or any other contract of a similar nature with the Candidate (legal basis under Article 6(1)(b) of the RODO); the provision of personal data in this case is a condition for participation in the recruitment process;
• where the Candidate applies for employment on the basis of a contract of employment, his/her personal data indicated in the Labour Code are processed by the Administrator on the basis of Article 22¹ § 1 of the Labour Code in conjunction with Article 6(1)(c) RODO; the provision of personal data in such a case results from the provisions of the law and is a condition for participation in the recruitment process;
• on the basis of the Candidate’s voluntary consent, in the event that the Candidate provides additional data (e.g. image) beyond the scope required by GWW Tax; providing data in such a case is voluntary and does not affect the possibility of participation in the recruitment process;
• on the basis of the Candidate’s voluntary consent in the case of willingness to participate in future recruitment processes; providing data in this case is voluntary and does not affect the possibility of participation in the current recruitment process;

(b) for the purposes of legitimate interests pursued by the Administrator or third parties (legal basis in Art. 6(1)(f) RODO), which are: verification of the Candidate’s qualifications and skills, setting the terms and conditions of work/cooperation, performance of contracts concluded with entities conducting/supporting recruitment processes (including contracts with recruitment agencies and providers of recruitment portals used by the Candidate), performance of the Administrator’s internal administrative purposes and procedures, including those related to personal data protection; providing personal data in such cases is voluntary, however, failure to provide such data may result in the impossibility to perform the purposes resulting from the Administrator’s legitimate interests.

4. RECIPIENTS OF PERSONAL DATA

The Administrator shall make personal data available to other entities (recipients of personal data) only if it has a legal basis for doing so. If the Administrator transfers personal data to recipients located outside the European Union or the European Economic Area (EEA), this shall only take place if an adequate level of data protection has been confirmed by the European Commission for that third country or an adequate level of data protection has been agreed with the recipient (e.g. using so-called standard contractual clauses).

Candidates’ personal data may be made available to public authorities or other entities entitled to such access by law.

Recipients of Candidates’ personal data may also be: entities providing IT services, entities providing IT/technical/service support services, providers of software used in the recruitment process, entities providing courier or postal services, entities providing recruitment services (including recruitment agencies, providers of recruitment advertisement publication services, providers of recruitment management systems), other entities cooperating with the Administrator in relation to the services provided (e.g. consulting/auditing companies).

Due to the fact that the Administrator conducts its business activity jointly with GWW Grynhoff and Partners Radcowie Prawni i Doradcy Podatkowi partnership based in Warsaw (GWW Legal), the Candidates’ personal data may be processed by GWW Legal.

The processing of Candidates’ personal data in ICT systems may result in the transfer of such data to the servers of software and IT service providers. Some of these servers are located in the USA. The transfer of data to the USA is carried out using the so-called standard contractual clauses referred to above. The data subject has the possibility to obtain a copy of this personal data.

5. RETENTION PERIOD OF PERSONAL DATA

The controller shall not keep personal data longer than necessary to achieve the purposes for which the data were collected.

If the recruitment is concluded with a contract, the personal data will be stored for the duration of the employment relationship, in accordance with legal requirements.

If a contract is not concluded after the recruitment is completed, the recruitment documents shall be deleted at the end of the recruitment process, provided that no other legitimate interests of the Administrator conflict with this deletion and, where the Candidate has consented to future recruitment, the Candidate’s personal data shall be deleted no later than the expiry of the period for which the consent to process the data was given.

Personal data processed for the purpose of demonstrating and fulfilling the obligations incumbent on the Administrator shall be processed for the period necessary to fulfil those obligations and to demonstrate that the obligations incumbent on the Administrator have been fulfilled.

6. INFORMATION ON AUTOMATED DECISION-MAKING, INCLUDING PROFILING

Personal data will not be processed in a purely automated manner (including profiling) that is likely to produce legal effects on data subjects or in a similar manner significantly affect their situation.

7. RIGHTS OF PERSONAL DATA SUBJECTS

To the extent and in the cases prescribed by law, in particular the RODO, data subjects (data subjects), including Candidates, have the following rights:

• The right to withdraw consent (Article 7 of the RODO) – if the processing of personal data is carried out on the basis of consent, this consent may be withdrawn by the data subject at any time (however, this does not affect the lawfulness of the processing carried out before the withdrawal of consent). Consent is entirely voluntary.
• Right of access and right to obtain a copy of the data (Article 15 RODO) – The data subject is entitled to obtain from the Controller information about the processing of his/her personal data – including the source of the personal data, the purposes of the processing, the categories of personal data processed, the intended duration of the processing and the recipients to whom the data are disclosed – and to obtain a copy of his/her personal data that are processed by the Controller. The right to obtain a copy must not adversely affect the rights and freedoms of others (including those arising from copyright or trade secrets).
• Right to rectification (amendment) of personal data (Article 16 RODO) – the data subject has the right to request the Controller to rectify inaccurate or complete incomplete personal data concerning the data subject.
• Right to erasure of personal data (‘right to be forgotten’ under Article 17 RODO) – the data subject has the right to request from the Controller the immediate erasure of his/her personal data where (i) the personal data are no longer necessary for the purposes for which they were collected or otherwise processed; (ii) he/she has withdrawn the consent on the basis of which the processing took place and there will be no other legal basis for the Controller to process the data subject’s personal data; (iii) he/she has lodged an objection under Article 21 para. 1 RODO against the processing and there will be no overriding legitimate grounds for the processing of his/her personal data or he/she has objected under Article 21(2) RODO against the processing of his/her personal data; (iv) his/her personal data has been unlawfully processed; (v) the erasure of his/her personal data is required in order to comply with a legal obligation to which the Controller is subject; (vi) his/her personal data has been collected in connection with the offering of information society services as referred to in Article 8(1) RODO. The right to erasure is not an absolute right. This right does not apply to the extent that the processing is necessary, inter alia, to comply with a legal obligation requiring processing under the law to which the Controller is subject, or to establish, assert or defend claims.
• The right to restrict the processing of personal data (Art. 18 RODO) – The data subject has the right to request the Controller to restrict the processing of his/her personal data where (i) he/she questions the accuracy of his/her personal data – for a period of time allowing the Controller to verify the accuracy of the data; (ii) the processing is unlawful and the data subject objects to the erasure of the personal data, requesting instead the restriction of its use; (iii) the Controller no longer needs the personal data for the purposes of the processing, but the data are needed by the data subject to establish, assert or defend claims; (iv) the data subject has raised an objection under Art. 21(1) against the processing – until it is determined whether the legitimate grounds on the part of the Controller override the grounds of the data subject’s objection. The exercise of this right means that the Controller may only process the requested personal data, with the exception of storage, with the data subject’s consent or for the establishment, exercise or defence of a claim or for the protection of the rights of another natural or legal person or on compelling grounds of public interest of the Union or of a Member State.
• Right to data portability (Article 20 RODO) – The data subject has the right to receive in a structured, commonly used machine-readable format the personal data concerning him or her which he or she has provided to the Controller. He or she also has the right to send this personal data to another controller without hindrance from the Controller to whom the personal data has been provided, if (i) the processing is based on consent or on a contract and (ii) the processing is carried out by automated means. In doing so, the data subject has the right to request that his or her personal data be sent by the Controller directly to another controller, insofar as this is technically possible. The exercise of the right to data portability must not adversely affect the rights and freedoms of others.
• Right to object (Article 21 RODO) – the data subject has the right to object at any time – on grounds relating to his/her particular situation – to the processing of personal data concerning him/her based, inter alia, on the legitimate interests of the Controller, including profiling. The exercise of this right means that the Controller is no longer allowed to process these personal data unless they demonstrate the existence of compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or grounds for establishing, asserting or defending claims. If the Controller processes personal data for the purposes of direct marketing, the data subject has the right to object at any time to the processing of personal data concerning them for such marketing, including profiling, to the extent that the processing is related to such direct marketing. The exercise of this right means that the Controller will not process the personal data for such purposes.

The Controller will exercise the above rights in accordance with the provisions of the RODO and other relevant legislation. In order to exercise the data subject’s rights or to obtain further information regarding their rights, please contact the Controller (contact details are indicated in section 1).

8. RIGHT TO COMPLAIN

If the Candidate considers that the processing of his/her personal data by the Controller violates the provisions of the RODO or other generally applicable data protection legislation, he/she may lodge a complaint with the President of the Data Protection Authority.