Privacy policy for the FlyForm employer branding and recruitment
We at FlyForm manage our employer branding and recruitment process through our career site, and by using a related applicant tracking system. For the purposes of this privacy policy, we are the controller of your personal data.
In this privacy policy, we explain how we process your personal data if:
- You visit our Career Site (you being a “Visitor”)
- You connect with us via our Career Site, to create a profile with us and receive information about current or future vacancies with us (you being a “Connecting Candidate”)
- You apply for a position with us, via our Career Site or a third party service (you being an ”Applying Candidate”)
- We collect information about you from other parties, sites and services, since we believe your profile is of interest for our current or future vacancies (you being a “Sourced Candidate”)
- We receive information about you from our employees or partners, since they believe your profile is of interest for our current or future vacancies (you being a “Referred Candidate”)
- We receive information about you from a Candidate, who lists you as their reference (you being a “Reference”).
This privacy policy also describes what rights you have when we process your personal data, and how you can exercise these rights.
When we use the term “Candidate” in this privacy policy, we are referring to each of Connecting Candidates; Applying Candidates; Sourced Candidates; and Referred Candidates, unless it’s stated otherwise.
1. About processing of personal data
Personal data are all information that can be directly or indirectly linked to a living person. Examples of personal data are: name, e-mail address, telephone number and IP address.
2. What personal data do we process?
All individuals
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Device information - If you visit our Career Site, we will collect information about your device, such as IP address, browser type and version, session behaviour, traffic source, screen resolution, preferred language, geographic location, operating system and device settings/usage.
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Technical and statistical data - If you visit our Career Site, we will collect technical and statistical data about your use of the site, such as information about which URLs you visit, and your activity on the site.
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Communications data - We will collect and store your communication with us, including the information you provided in the communication. This may include the content of emails, video recordings, messages on social media, the information you add to your account with us, surveys, etc.
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Contact details - Such as your name, email address, telephone number and physical address.
Candidates
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Data from interviews, assessments and other information from the recruitment process - Such as notes from interviews with you, assessments and tests made, and salary requirements.
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Information in your application - Such as your CV, cover letter, work samples, references, letters of recommendation and education.
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Information in your public profile - Meaning the information we collect about you from public sources related to your professional experience, such as LinkedIn or the website of your current employer.
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Information provided by references - Meaning the information we receive from our employees or partners who refer you to us or by the persons you have listed as your references.
3. Where do we receive your personal data from?
All individuals
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From the Career Site. If you visit our Career Site, we collect technical and statistical information about how you use the Career Site and information from your device.
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Directly from you. Most of the information we process about you, we receive directly from you, for example when you apply for a position with us or connect with us. You can always choose not to provide us with certain information. However, some personal data is necessary in order for us to process your application or provide you the information you request to get from us.
Candidates
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From public sources. We may collect personal data about you from public sources, such as LinkedIn or the website of your current employer.
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From our references. We may receive information about you from our employees or partners (such as recruitment service providers), when they believe your profile is of interest for our current or future vacancies.
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From your references. If you provide us with references, we may collect information about you from them.
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Data we create ourselves or in cooperation with you. Information about your application and profile is usually created by us or by us in cooperation with you, during the recruitment process. This may for example include notes from interviews with you, assessments and tests made.
4. Whom do we share your personal data with?
Our service providers. We share your personal data with our suppliers who provide services and functionality in our employer branding and recruitment process. For example, this includes recruitment service providers and the supplier of our Career Site, Teamtailor, and related applicant tracking system.
Our group companies. We share your personal data with our group companies, when they provide us services and functionality to our employer branding and recruitment process, such as access to particular systems and software.
Companies providing cookies on the Career Site. If you consent to them, cookies are set by other companies than us, namely Teamtailor, who will use the data collected by these cookies in accordance with their own privacy policy. You can find information about which cookies this applies to in our Cookie Policy.
To authorities and other public actors - if we are ordered to do so. We may share your personal data with authorities and other public actors if there is a legal obligation to do so.
To parties involved in legal proceedings. If needed to protect or defend our rights, we may share your personal data with public authorities or with other parties involved in a potential or existing legal proceeding.
Mergers and acquisitions etc. In connection with a potential merger, sale of company assets, financing or acquisition of all or part of our business to another company, we may share your personal data to other parties involved in the process.
5. On what legal bases do we process your personal data?
To be able to process your personal data in accordance with data protection laws, we need a legal basis.
If you apply for a role with us through our career site we will process the information you provide to us as it is necessary for the performance of, or to enter into, an employment contract with you.
There may be specific circumstances when the processing is only performed if and when you provide your consent to the processing. This is for example the case if we propose to record an interview with you. Please see Section 8 below for more information about your right to withdraw your consent.
6. When do we transfer your personal data outside of the EU/UK, and how do we protect it then?
We process your personal data in the UK but our provider, Team Tailor, use processors which are located outside of the UK/EU.
When TeamTailor use service providers to process your personal data outside of the EU/UK, they will ensure that a safeguard recognised by the UK GDPR is used to enable the transfer. The following safeguards may be used:
When your personal data is transferred outside the EU/UK, Teamtailor also implement appropriate technical and organisational safeguards, to protect the personal data in case of a disclosure. Exactly which protective measures we implement depends on what is technically feasible, and sufficiently effective, for the particular transfer.
If you want more information about the cases in which your personal data is transferred outside the EU/UK you can contact us using the contact details in Section 8 below.
7. For how long do we keep your personal data?
Visitors
We keep your personal data for one (1) year for security purposes. The retention periods for cookies are set out in our Cookie Policy. We keep your personal data to analyse the performance of the Career Site for as long as we keep personal data about you for other purposes.
Candidates
If you are a Connecting Candidate (only), we keep your personal data for as long as you remain connected with us.
For other types of Candidates, we keep your personal data to decide if you are a suitable candidate for the relevant vacancy(ies) with us.
If you don’t succeed in the initial recruitment process, we keep your personal data for as long as needed to consider, and potentially contact you, for relevant future job openings.
If you are successful in the application process, we will keep your information for the duration of your employment contract and six years following the end of your employment.
8. What rights do you have, and how can you exercise them?
Under Data Protection Legislation you have a number of Rights that are focused on placing you in control of how your data are processed.
You can exercise these Rights by:
- Visiting the Data & Privacy page on our Career Site, where we offer features to let you exercise your rights;
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Log in to your account with us, where you can use the settings in the account to exercise your rights; or
- Contact us directly at dpo@flyform.com.
Right to be informed
You have the right to be informed about how we process your personal data. You also have the right to be informed if we plan to process your personal data for any purpose other than that for which it was originally collected.
Right to access your personal data.
You have the right to know if we process personal data about you and to receive a copy of the data we process about you. In connection with receiving the copy of your data, you will also receive information about how we process your personal data.
Right to access and to request a transfer of your personal data to another recipient (“data portability”).
You can request a copy of the personal data relating to you that we process for the performance of a contract with you, or based on your consent, in a structured, commonly used, machine-readable format. This will allow you to use this data somewhere else, for example to transfer it to another recipient. If technically feasible, you also have the right to request that we transfer your data directly to another recipient.
Right to have your personal data deleted (“right to be forgotten”).
In some cases, you have the right to have us delete personal data about you. This is for example the case if it’s no longer necessary for us to process the data for the purpose for which we collected it; if you withdraw your consent; if you have objected to the processing and there are no legitimate, overriding justifications for the processing.
Right to object against our processing of your personal data.
You have the right to object to processing of your personal data which is based on our legitimate interest.
Right to restrict processing.
If you believe that the personal data we process about you is inaccurate, that our processing is unlawful, or that we don’t need the information for a specific purpose, you have the right to request that we restrict the processing of such personal data. If you object to our processing, as described just above, you can also request us to restrict processing of that personal data while we make our assessment of your request.
When our processing of your personal data is restricted, we will (with the exception of storage) only process the data with your consent or for the establishment, exercise or defence of legal claims, to protect the rights of another natural or legal person, or for reasons relating to an important public interest.
Right to rectification.
You have the right to request that we rectify inaccurate information and that we complete information about you that you consider incomplete.
Right to withdraw your consent.
When we process your personal data based on your consent, you have the right to withdraw that consent at any time. If you do so, we will stop processing your data for the purposes you’ve withdrawn your consent for. However, it doesn’t affect the lawfulness of processing that was based on your consent before it was withdrawn.
Right to raise a complaint.
If you’re unhappy with how we’re using your personal data, you have the right to complain to a Supervisory Authority. We’d encourage you to contact us first, so we can handle any queries or concerns you may have.
In the UK, the Supervisory Authority is The Information Commissioner who can be contacted by:
- Visiting their website www.ico.org.uk
- Phone on 0303 123 1113
- Write to Information Commissioner’s Office Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
9. Updates to this Privacy policy
We update this privacy policy when necessary - for example, because we start processing your personal data in a new way, because we want to make the information even clearer to you, or if it’s necessary to do so in order to comply with applicable data protection laws.
We encourage you to regularly check this page for any changes.
Date of publication: 4th July 2024
