Data protection notice for job applications

1.

What is covered in this notice?

This notice contains information pertaining to Prefixbox’s use of your personal data after you apply to an open position. It also draws your attention to your data protection rights.


2.

What personal data do we collect?

Information for personal identification and contact details: your name, address, country of origin, phone number, email address, place and date of birth, and information about your employment eligibility.

Information related to your application: your CV, cover letter, previous employment (including details of your current employer and current position), your education, qualifications and skills, language skills, the contact details of your provided references, your preferences for the position, expected salary, notice period, your starting date, interests, plans, and other information noted at your interview;

Most of the above personal information is collected directly from you. The bulk of the data is collected, for example, from your CVs, our correspondence with you, or during our interviews, meetings or assessments of you. We may also receive certain information about you from third parties (e.g. recruiters, headhunters) or from individuals or organizations you provide as references (e.g. from LinkedIn if we contact you via LinkedIn and you share your full profile with our colleagues). We may also look at professionally relevant information that is publicly available on the internet (e.g. blog posts, videos, relevant professional presence on LinkedIn or other social media sites).


3.

For what purposes do we collect, use and store this personal data?

  • Based on your consent:
    • To evaluate your application, make an informed decision at the end of the recruitment process and assess your suitability for the job;
    • To use the Applicant Tracking System to track your application status;
    • To communicate with you about your application, answer your questions and schedule interviews;
    • To contact you about future job opportunities at Prefixbox.
  • Where it is justified by the legitimate interests of Prefixbox listed below:
    • To verify the information you provide; 
    • To protect our legitimate business interests and legal rights;
    • To search for potential candidates based on publicly available information;
    • To record publicly available information for the period of time we are contacting you for a job application.

When we process your personal data on the above legal basis, as required by the Data Protection Act, we will first carry out a balancing of interests test to assess the impact of the processing on the individuals concerned and to determine whether the interests of the individuals prevail over our legitimate interests in processing the data.


4.

How do we store your personal data?

Your personal data will be accessed primarily by the following Prefixbox employees:

  • The HR team of Prefixbox
  • The team leaders of the area to which the position you are applying for belongs,
  • and the administrators.

Our HR / ATS system provider is Lever.co (1125 Mission Street, San Francisco CA 94103, (415) 458 2731).

If you would like to receive an up-to-date list of all the people who have access to your personal information, please contact us using the contact details below.


5.

Your privacy rights

At any time, you have the right to request from Prefixbox, using the contact details below, a copy of your personal data that we are processing; to have your personal data rectified, erased or restricted.

In addition, you may object to the processing of your personal data (in particular, if the processing is not necessary for the fulfilment of a contractual or other legal requirement). Where we process your personal data on the basis of your prior consent, you have the right to withdraw your consent at any time. If you withdraw your consent to Prefixbox processing your personal data, this will not affect our processing of your personal data prior to that time.

We may limit these rights of yours if, for example, we need to disclose someone else's personal data to fulfill your request or if you ask us to delete information that we are required by law to keep or have a substantial legitimate interest in keeping. If we fail to address your concerns, you have the right to lodge a complaint with the data protection authority.

The competent data protection authority in the country where the controller is established is the National Authority for Data Protection and Freedom of Information (NAIH) - headquarters: 1055 Budapest, Falk Miksa utca 9-11, postal address: 1363 Budapest, PO Box 9; telephone: +36 1 391 1400; fax: +36 1 391 1410; e-mail: ugyfelszolgalat@naih.hu

You also have the right to take legal action to protect your personal data.

If we process personal data about you in connection with the preparation and administration of a contract with you or in connection with the performance of our legal obligations, we will not be able to assess your application properly without them. In all other cases, the provision of the personal data requested is not mandatory, but may materially affect your participation in certain selection processes where the data is required for the purposes described above. When you request the deletion of your personal data or withdraw your previously given consent, the data will be deleted immediately, but this may significantly limit your ability to participate in the selection process.


6.

How long do we keep your personal data?

In the event of a successful application: if you become an employee of Prefixbox, the relevant personal data provided by you will be included in the employee register and may be used later in connection with the employment relationship. The personal data of successful applicants will be kept after the selection process has been completed.

n case of unsuccessful application: your personal data will be kept for 2 years after the selection process is completed. After this period, we will delete or store your application in a non-identifiable way. The purpose of data retention is to allow us to contact you if a suitable position becomes available during this period.


7.

Changes to this privacy notice

We reserve the right to modify this privacy notice at any time. In case of significant changes, we will send you the new privacy notice. We may occasionally notify you about the processing of your personal data in other ways.


8.

Contact

The controller of your personal data is Prefixbox (Prefixbox R&D Kft, 1132 Budapest, Visegrádi utca 31., represented by István Simon). If you have any questions about this privacy notice or if you would like to contact us for any reason regarding the processing of your personal data, you can do so using the contact details below:

Data Protection Officer: István Simon
Prefixbox R&D Ltd.
Address: 31 Visegrádi Street, 1132 Budapest, Hungary
E-mail: dataprotection@prefixbox.com