JOB APPLICANT DATA PROTECTION INFORMATION NOTICE 

1.              Introduction

 

From time to time, the Job Applicants will provide personal data to UAB “Biomapas” (registered office at Savanoriu Ave. 109, Kaunas, Lithuania, legal entity code 135750888, (hereinafter referred to as “Biomapas”). This Notice also applies to (to the extent applicable) to job applicant data processing applying to Biomapas group affiliate company (together with Biomapas referred to as the “Biomapas Group”). Biomapas will collect, process and use personal data relating to the Job Applicant as defined below.

 

The purpose of this Job Applicant Data Protection Information Notice is to inform job applicants about the processing and the transfers of their personal data within and outside Biomapas (and the Biomapas Group), and is without prejudice to applicable local data protection/privacy laws which prevail on this Notice. This Notice describes how and for what purposes personal data relating to the Job Applicant will be processed in the context of the Biomapas Group. It supplements – but does not replace and is without prejudice to – any specific local notices, policies or procedures that have been distributed to or agreed on by the Job Applicant, if any, or that may be implemented in the future.

 

This Notice supplements global and local data protection policies of Biomapas (and/or Biomapas Group), which set out the principles that apply to the use of personal data throughout Biomapas. The policies and this Notice refer to all processing of Job Applicant’s personal information. The lists and examples below are non-exhaustive and may not be fully representative for every individual within Biomapas Group. This Notice may be supplemented by additional notices, policies or guidance (hereinafter – “Additional Policies“). Wherever such Additional Policies are in any respect inconsistent with this Notice, this Notice shall only apply to the extent that it is consistent, or may be made consistent, with that Additional Policy.

 

The Data Protection Officer. The Data Protection Officer contacts: email: data.protection@biomapas.com address: Savanoriu ave. 109, Kaunas, Lithuania. Any queries in relation to Job Applicant’s personal data or if the Job Applicant would like to enforce any of the below rights shall be addressed to the Data Protection Officer via email following Section 9 of this Notice.

 

2.              Collection, processing and use of Job Applicant Data

 

Biomapas (when applicable Biomapas Group company), as data controller, via automated means collects, processes and uses the following categories of personal data during the application for job and recruitment relationship:

  • personal identification data (such as name, title, citizenship, passport, visa, social security or equivalent number),
  • personal features (such as gender, birth date and place, language, marital status, driving license, mandatory health check data),
  • contact details (such as address, phone and fax numbers, e-mail address, both home and work ),
  • electronic identification details (such as IP-address, cookies, etc.),
  • job organizational data for application purposes (such as information on free position (for which the Job Applicant applies) number, organization number, job title and code, manager, employee type, work location and code, division, department, position level),
  • financial data (such offered by Biomapas and desired by the Job Applicant as hourly rate, monthly rate, annual rate, base amount, change date, change percentage),
  • education and work history data (such as work experience history, education history and accomplishments, data included the documents confirming education, such diploma, certificates, etc.),
  • contract data (such as contract type, hire date, end date, reason for termination),
  • compensation information (such as amount, currency, number of payments per year),
  • bonus and incentive information (such as details of applicable bonus and incentive plans),
  • benefits information (such as car allowance, contributions to health insurance, pension contributions),
  • performance data (such as performance reviews, evaluation and ratings, data on performance of functions according to the recommendations/reviews of the previous employers),
  • career management data (such as assignment, training and assessment),
  • talent management information (such as talent grading for potential management position, personnel goals, mobility preferences, career goals, personal development),
  • training information (such as training courses performed and grades obtained, registration data),
  • any other data included in the CV or motivation letter voluntary upon discretion of the Job Applicant,
  • job interview data,
  • communication via social networks and via email (e.g. LinkedIn)

(all listed data together – “Job Applicant Data”).

 

In limited situations Job Applicant Data may also include, to the extent applicable, to the extent permitted by applicable law, sensitive information such as health-related data (e.g. mandatory health check data and documents confirming this fact), trade union membership and judicial data.

 

Biomapas may get Job Applicant Data from the Job Applicant directly, colleagues, including direct manager, of the Job Applicant at previous workplaces (e.g. review, recommendations, performance evaluation data) as well as other third parties.

 

Terms and conditions for data processing. Personal data may be collected, stored, maintained including transferred, both digitally and in a material medium, by any means such as email and internet connection which were selected considering the nature of the data processed, ensure safe handling and prevent unauthorised access to Job Applicant Data as defined by this Notice or Additional Policies.

 

3.              Purposes of collection, processing and use of Job Applicant Data

 

Biomapas uses Job Applicant Data (to the extent required) for the following purposes: application, selection and recruitment procedures for vacancies at any Biomapas Group company, including Biomapas; workforce planning.

 

Certain Job Applicant Data may be also processed for particular purposes (e.g. current employer’s reference; storage of Job Applicant data in the database for future reference) subject to Job Applicant consent which you will be able to give in by answering email request as described in the form below.

 

Legal basis for Job Applicant Data processing. Biomapas will process Job Applicant Data, reasonably necessary for compliance with a legal obligation to which Biomapas is subject (for example, within the field of conclusion of the employment contracts with selected applicants, mandatory health check requirements, etc.); to prepare for the conclusion of the employment agreement (or any other Biomapas Group company); and, in some instances, upon receipt of Job Applicant’s consent.

 

The collection of the Job Applicant Data by Biomapas might be mandatory and if it is not provided, Biomapas will be unable to satisfy its legal obligations or perform its role as (potential) employer. Where the collection of any Job Applicant Data is not mandatory, Biomapas will inform the Job Applicant of this prior to collection, as well as the implications of failing to provide Job Applicant Data.

 

4.              Transfer of Job Applicant Data to Biomapas Group companies, to third parties and service providers

 

Since Biomapas engage in selecting candidates for Biomapas Group companies, Biomapas may transfer Job Applicant Data to respective Biomapas Group company residing in the European Economic Area (“EEA”) and outside EEA. Only a limited number of individuals within Biomapas Group companies’ human resources, legal, finance, information technology or service line departments as well as certain managers (i.e., only persons with assigned responsibility or managerial responsibility for the free work position) will receive access to following categories of Job Applicant Data, including personal identification data, contact details, job organizational data, financial expectations, education and work history data, compensation information, training information, other data.

 

Access will be provided on a need-to-know basis and for recruitment purpose only. Biomapas possesses HR database accessible by Biomapas and upon Biomapas decision to relevant companies of the Biomapas Group which contains Job Applicant Data (database processed subject to Job Applicant consent).

 

Biomapas and upon its request any company of Biomapas Group may contract with third party service providers for application, selection, recruitment procedures or other human resources tasks, information technology support (e.g., software maintenance and data hosting, website administration). Biomapas (when applicable, any company of Biomapas Group) will (i) diligently choose such third-party service providers, and (ii) ensure that such third-party service providers adopt adequate technical and organizational security measures to safeguard the Job Applicant Data and use the Job Applicant Data only as instructed by Biomapas and appropriate company of Biomapas Group and for no other purposes.

 

For recruitment purpose Biomapas may also need to make the Job Applicant Data available to the Biomapas’ Group company; vendors; professional advisors such as attorneys; potential or existing investors and acquirers; courts, law enforcement and/or regulatory authorities which may be located inside or outside the EEA, including in countries which do not adduce the same level of protection of personal data as in the EEA. Furthermore, Biomapas is authorized to disclose Job Applicant Data in case of inspections performed by competent regulatory authorities or client audits.

 

Biomapas will only carry out personal data transfers outside the EEA where Biomapas is confident that the level of protection applied to Job Applicant Data will be similar as if it had remained within the EEA. In such case where Job Applicant Data is transferred outside the EEA, Biomapas will apply proper protection measures (e.g. Biomapas will apply appropriate internal rules or approved Standard Contractual Clauses in order to ensure that Job Applicant Data is adequately protected against unauthorized processing in such countries).

 

5.              Job Applicant Data retention period

 

The Job Applicant Data will not be kept for longer than necessary for the purposes for which they were collected in accordance with applicable law.

 

For the purpose of performance of the application, selection and recruitment procedures, Biomapas will process Job Applicant Data during the relevant procedures until employment contract with selected Job Applicant is concluded (to the further processing of personal data Biomapas Employee Data Protection Notice will be applied) and after completion of the application, selection and recruitment procedures are safely deleted. Job Applicant Data processed by electronic means will be stored for 5 years after completion of application, selection and recruitment procedures in cases, where consent for Job Applicants Data storage and processing in Biomapas HR database described under 8.1 below is dully received, while personal data contained in employment documentation (for successful applicants) will be stored (archived) after termination for the term determined by legislation (e.g. employment contracts are stored for 50 years after the termination of employment).

 

For further information and exact storage terms for specific Job Applicant Data processing purposes, the Job Applicant should contact Biomapas Data Protection Officer.

 

6.              Consents of the Job Applicant

 

Biomapas needs your consents to Job Applicant Data processing for the following purposes (see below):

6.1  Consent for enrolment into Biomapas HR database;

  • Consent for references from present Job Applicant’s employer.

6.1  Consent for processing of Job Applicant Data within Biomapas HR database

Upon consent given by sending an email as described below, Biomapas or/and Biomapas Group may save and process Job Applicants CV data (photo, name, year of birth, working location of home based staff, education, experience, training, other skills and any other data voluntary included by the Job Applicant) as well as any other information collected and/or created during the application, selection and recruitment procedures (e.g. job interview information, reviews/recommendation from previous employers, present employer, remarks of recruitment specialists, communication with Job Applicant, etc.) in order to consider Job Applicants for other free work positions in any of Biomapas Group companies, including Biomapas, as well as potential work positions, which will be announced in the future, contact the Job Applicants in this regard as well as offer free positions. Job Applicant Data might be available within and might be processed in this HR database by any Biomapas Group companies operating in and outside the EEA (including countries not ensuring adequate protection of Job Applicant Data protection).

 

Job Applicant consents that Biomapas and any Biomapas Group company are entitled to store, receive, transfer (including to countries outside the EEA which do not ensure adequate data protection level) and process Job Applicant Data based on this consent for this purpose during the application, selection and recruitment procedures and for additional 5 years after completion of the application, selection and recruitment procedures for the particular free position (initially desired by Job Applicant or later offered by Biomapas; the term will be calculated from the completion of last recruitment procedure if the Job Applicant was considered for several free work positions) unless Job Applicant’s consent is revoked earlier. This consent for personal data processing of Job Applicant Data will be stored additionally for 1 year after expiry of the Job Applicant Data storage term mentioned. After expiry of the terms Job Applicant Data and consents will be safely destroyed.

 

Job Applicant Data is stored in an electronic HR database maintained by and sourced by Biomapas or Biomapas Group company used for the storage of Job Applicant Data as well as data about the grant of this Job Applicant’s consent. Job Applicant Data can be processed and stored in digital form by any means, including e-mail and internet. Job Applicant Data provided for this purpose may be also stored in paper form, in all the cases ensuring proper safety of Job Applicant Data processed.

 

The Job Applicant is aware that this consent is voluntary and may be revoked at any time without giving any reason, however this will have no effect to the processing performed before revocation of the consent. There will be no consequential harm or disadvantages if the Job Applicant does not agree to Job Applicant Data transfer to Biomapas Group as described in the consent. Also, the Job Applicant has right to review Job Applicant Data at any time and correct incomplete and inaccurate data.

 

Should the Job Applicant wish to receive more information regarding Job Applicant Data processing or implement other data subject’s rights, the Job Applicant contacts Biomapas Data Protection Officer via email: data.protection@biomapas.com. Check the information regarding Job Applicant’s rights as personal data subject (Section 9 of this Notice) prior contacting the Data Protection Officer.

 

I CONSENT TO MY PERSONAL DATA PROCESSING AND CONFIRM THAT I AM AWARE THAT I HAVE THE RIGHT TO WITHDRAW MY CONSENT AT ANY TIME AS DESCRIBED ABOVE.

 

(Please send appropriate answer via email to personalas@biomapas.com)

 

“BY SENDING THIS EMAIL I CONSENT to my personal data processing within Biomapas HR database by BIOMAPAS”
OR
“BY SENDING THIS EMAIL I CONSENT to my personal data processing within Biomapas HR database by BIOMAPAS AND BIOMAPAS GROUP”
OR
“BY SENDING THIS EMAIL I OBJECT to my personal data processing within Biomapas HR database”

 

Please indicate your name and surname by sending your consent or objection via email as described above.

 

 

6.2  Consent for Job Applicant Data collection from present Job Applicant’s employer

Upon consent given by sending an email as described below Biomapas or/and Biomapas Group may contact present employer of Job Applicants (i.e. employer, who has valid employment relationship with the Job Applicant, when Job Applicant is applying for the free work position at any of Biomapas Group company, including Biomapas) and collect from such present employer of the Job Applicant as well as further process as described in Job Applicant Data Protection Notice personal data, related to Job Applicant’s qualification, professional skills and qualities (as also described in Lithuanian Law on Legal Protection of Personal Data) in order to consider Job Applicants for free work position during the application, selection and recruitment procedures. Job Applicant employer reference might be transferred from Biomapas to Biomapas Group company (when the vacancy is in such a company) operating in and outside the EEA (including countries not ensuring adequate protection of Job Applicant Data protection).

 

Job Applicant consents that Biomapas and any Biomapas Group company are entitled to store, transfer, receive and process Job Applicant Data received from present employer based on this consent during the application, selection and recruitment procedures and, in cases, where the consent under 6.1 is received, for additional 5 years after completion of the application, selection and recruitment procedures for the particular free position, unless Job Applicant’s consent is revoked earlier. This consent will be stored additionally for 1 year after expiry of the Job Applicant Data storage term mentioned. After expiry of the term Job Applicant Data and consents will be safely destroyed.

 

Job Applicant Data is stored in an electronic HR database maintained by and sourced by Biomapas or Biomapas Group company used for the storage of Job Applicant Data as well as data about the grant of this Job Applicant’s consent. Job Applicant Data can be processed and stored in digital form by any means, including e-mail and internet. Job Applicant Data provided for this purpose may be also stored in paper form, in all the cases ensuring proper safety of Job Applicant Data processed.

 

The Job Applicant is aware that this consent is voluntary and may be revoked at any time without giving any reason, however, this will have no effect to the processing performed before revocation of the consent. There will be no consequential harm or disadvantages if the Job Applicant does not agree to Job Applicant Data processing as described in the consent. Also, the Job Applicant has right to review Job Applicant Data at any time and correct incomplete and inaccurate data.

 

Should the Job Applicant wish to receive more information regarding Job Applicant Data processing or implement other data subject’s rights, the Job Applicant contacts Biomapas Data Protection Officer via email: data.protection@biomapas.com. Check the information regarding Job Applicant’s rights as personal data subject (Section 9 of this Notice) prior contacting the Data Protection Officer.

 

I CONSENT TO MY PERSONAL DATA PROCESSING AND CONFIRM THAT I AM AWARE THAT I HAVE THE RIGHT TO WITHDRAW MY CONSENT AT ANY TIME AS DESCRIBED ABOVE.

 

(Please send appropriate answer via email to personalas@biomapas.com)

 

“BY SENDING THIS EMAIL I CONSENT to my personal data collection from my present employer and processing by BIOMAPAS”
OR
“BY SENDING THIS EMAIL I CONSENT to my personal data collection from my present employer and processing by BIOMAPAS AND BIOMAPAS GROUP”
OR
“BY SENDING THIS EMAIL I OBJECT to my personal data collection from my present employer and processing thereof”

 

Please indicate your name and surname by sending your consent or objection via email as described above.

 

 

7.              Rights of the Job Applicant

 

The Job Applicant has a right to withdraw any of his/her consents for personal data processing (at any time, without affecting the lawfulness of processing before the consent given for data processing was withdrawn), to know (to be informed) about the processing of their personal data, to access personal data held about him/her or them and obtain a copy of their personal data, to have inaccurate data corrected or to have their personal data erased and to restrict or object processing of his/her or their personal data for legitimate reasons. The Job Applicant has the right to data portability and to lodge a complaint with the State Data Protection Inspectorate as well as other competent authority in the country of his/her residence.

 

Biomapas Group companies, including Biomapas, do not take decision upon automatic processing of Job Applicant Data, including profiling.

 

For any questions related to personal data processing and protection, implementation of data subject’s rights as well as applied data protection measures, the Job Applicant may contact Biomapas Data Protection Officer of Biomapas Group via email: data.protection@biomapas.com.

 

8.              Acknowledgment of Notice receipt

 

BY PARTICIPATING IN BIOMAPAS RECRUITMENT PROCEDURES YOU CONFIRM THAT YOU HAVE MADE YOURSELF ACQUAINTED WITH THIS JOB APPLICANT DATA PROTECTION NOTICE AND HAVE UNDERSTOOD IT AND THAT YOU HAD THE OPPORTUNITY TO ASK BIOMAPAS ANY QUESTIONS ABOUT YOUR PERSONAL DATA AND THAT YOU HAVE RECEIVED ALL THE NEEDED ANSWERS IN DETAIL.