Recruitment privacy policy

Valid from 30.07.2020

Please read about your rights and the main privacy principles that every employee is to follow from the Privacy Policy. Here you can find processing specifics in case of recruitment.

The specific information on how we handle your Personal Data when you are an employee, will be made available to you when you enter into a contract with Veriff.

Please review this policy carefully and contact us and our data protection officer at legal@veriff.com if you have any comments, questions or concerns.

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1. General

Here you can find when the Policy is applicable.

1.1 Terms have the same meaning in this Policy as in the Privacy Policy, unless otherwise provided here.

1.2 This Policy is for (potential) employees, i.e. candidates, and gives an overview of how Veriff processes candiates Personal Data for our recruitment process.

1.3 Additional information may be provided under listed job offers or during the recruitment process, in which case those Processing rules are either complimentary to this Policy or prevail this Policy.

2. Personal Data we process during the recruitment process and employment

Here You can find what Personal Data we gather about you.

2.1 When is your data processed. As an employee, we fully inform you of the processing activities taken by Veriff. We instruct you and provide you with sufficient training on how to process information related to Data Subjects. We are constantly hiring new talents and thus encourage as many talents as possible to enter into our recruitment process. During the recruitment process we process the Personal Data of candidates we contact with possible job offers as well as the candidates who apply themselves.

2.2 Content of Processed Personal Data. We may collect and process, among other information, the following Personal Data:

(1) identification data, such as name, date of birth, picture, personal identification code, legal capacity, nationality, citizenship, IP address and identification document details such as number, name, issuing country, security features, expiration dates and copies;

(2) contact and communication data, such as address, phone number, email address, messages sent to us or to you by us;

(3) current and previous employment data, such as data about your current and previous employee, position within the company, etc.;

(4) data related to your candidacy, such as CV, motivation letter, job preferences, recommenders, (video) interviews, results of your tests and analyses, etc.;

(5) publicly available relevant data, e.g. checks in public sanctions lists, checks in relevant public records for verification of given data, public social media accounts, etc. As our Service requires a high level of trust, we ask candidates to give us information about, or provide us access rights to, their criminal records (only valid information, meaning archived criminal registry information is not requested).

2.3 From where we may gather Personal Data. We usually obtain Personal data directly from you when you apply for a position with us or when we contact you with a possible job offer. In addition, we collect your Personal Data independently through different channels (e.g. via social media profiles, online job sites). We may also collect your Personal Data from third parties, such as professional recruiting firms, your references, prior employers and employment background check providers, to the extent this is permitted by applicable law. Additionally, we may share your Personal Data with professional recruiting firms that we have entered into agreements with, in order to assist us in the recruitment process (for the conditions of such sharing, see the Privacy Policy Chapter 8). During the recruiting process we may ask for the submission of different information that enables us to assess your suitability for the relevant position. You are not required to provide any of the requested information to us, but kindly note that failing to do so may result in you not being able to continue your candidacy for the position.

2.4 Please note, we do not seek to obtain special categories of Personal Data, such as data concerning your ethnicity, health, philosophical beliefs, sexual orientation, etc.

2.5 Retention period. We store the data of job applicants (candidates) during the recruitment process and for two additional years after the recruitment process to record your recruiting activity with us and be able to inform you of new vacancies within that timeframe. Please note, that if you enter into an employment (or similar) contract with us, different retention periods apply.

3. The purpose and legal ground for processing during the recruitment process

Here you can find why and under what legal grounds we process your Personal Data.

3.1 We Process your Personal Data as a Data Controller on the following grounds: under legitimate interest for recruitment and management purposes (purposes nr (1) up to (3) and (7) to (8)), for preparing and performance of the contract (purpose nr (4)), for compliance with our legal obligation (purpose nr(6)), and on the basis of consent (purpose nr (5)). If a candidate is not selected, we shall store the Personal Data collected for entry into an employment contract for two years in order to make a job offer to the candidate in the case a suitable position becomes vacant. The purposes of Processing are as follows:

(1) to determine candidates’ suitability for the available position;

(2) to verify the data submitted by the candidate (including carrying out reference checks and/or conducting background checks where applicable);

(3) to manage the recruitment process and keep the candidate updated about the progress of the process;

(4) in the case of a successful application, to prepare a job offer and employment contract, and to fulfil the onboarding activities;

(5) to inform the candidate about our vacant positions;

(6) to protect our rights and fulfil our legal obligations;

(7) for business management and administrative purposes, such as record-keeping and improving our recruitment and business practices;

(8) to store the information in order to make a job offer in the case of a suitable position in the future.

4. Availability of, and changes to, the Policy

Here you can find information about changes made to the Policy.  

4.1 This Privacy Policy is available on our Website.

4.2 Kindly note that we may modify the Policy from time to time. The modified policy will be uploaded to our webpage.

4.3 You are advised to review this Policy periodically for any changes.

4.4 Changes to this Policy are effective when they are posted on this page.

Last update: 30.07.2020