At our company, Zenhire AI Technologies Corporation, 8 The Green, Suite 300 Dover, Delaware 19901 (»Zenhire« or (»we«), we respect your privacy, however, in order to inform you on the manner of and reasons why your personal data (»Data«) is collected and further processed, for how long will your Data be retained and on other relevant characteristics of your Data’s processing, all in relation to your accessing and further use of all processes and operations relating to ZenHire within the scope of the ISMS (»services«), including ZenHire Platform (»the Platform«) and work recruitment process you are undergoing through. Therefore, you are required to provide us with some of your Data.
With this document (»Data Protection Policy«), in accordance with Article 13 of REGULATON (EU) 2016/679 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL OF 27. April 2019 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation; »GDPR«), we regulate the information of data subjects, including when and how we process your Data in our company, for which purpose, how we store and protect it, as we want to assure you that we treat your Data transparently and securely. You can also find out about your rights in relation to the Data we hold about you and how to exercise those rights.
In addition, we reserve the right to make changes and / or updates to this Data Protection Policy. Where changes are such as obliging us to notify you, we will notify you directly. Otherwise, we ask you to monitor the contents of this Data Protection Policy from time to time to ensure that you are familiar with and agree to its contents.
The data controller is us Zenhire AI Technologies Corporation, 8 The Green, Suite 300 Dover, Delaware 19901, e-mail: dpo@zenhire.ai
According to Article 4(1) GDPR, Data is any information which is related to an identified or identifiable natural person. It is therefore information that identifies you as a specific or identifiable individual.
The Platform utilizes advanced AI algorithms to process Data specifically for evaluating the suitability of candidates for job positions they have applied for. This process involves a detailed analysis of a candidate's skills, qualifications, and other relevant attributes. The AI algorithms are designed to impartially assess these factors, ensuring a fair and efficient selection process. The data processing is tailored to match the specific requirements of each job position, allowing for a nuanced understanding of how well a candidate's abilities align with the job's demands. Additionally, this AI-driven approach helps in identifying potential areas of strength and improvement for each candidate, contributing to a more informed hiring decision. The Data is handled with strict adherence to privacy and data protection standards, ensuring that candidates' personal information is treated with the utmost confidentiality and security.
In this particular case, your Data includes any data relating to you and your use of our services, including the Platform based on which you are identified or can be identified, when accessing to and using our Platform for work recruitment purposes, i.e., when participating in the work recruitment processes conducted through the Platform, as follows:
If you wish, you can book a demo on our website https://zenhire.ai/ (»Website«), to see how you can use our Platform.
In this case, in order to provide you with a demo, we collect and process these following types of Data from you for the following purposes:
Name. Your personal name, middle name and surname.
We collect this Data for the purpose of performing a contract with you and/or for the performance of any (pre)contractual obligation, for the purpose of providing you with a demo on our Website and for the purpose of any communication in connection with the provided demo.
Email address. Your personal or business email address.
We collect this Data for the purpose of performing a contract with you and/or for the performance of any (pre)contractual obligation, for the purpose of providing you with a demo on our the Website and for the purpose of any communication in connection with the provided demo. In addition, we collect and process this Data for the purposes of managing communication with your regarding usage of our services, notifying you of changes to this Data Protection Policy, other necessary actions in connection with the management of our relationship with you;
For the purposes of sending newsletters and other communications regarding information about new features on the Website and/or our Platform, newsletters and surveys about the operation and use of the Website and/or our Platform, we collect and process the Data for the purpose of exercising our legitimate interest in keeping you, as a user, informed of any updates and changes to our Website and/or Platform;
If you sign up for our marketing and other newsletters, we collect the Data on the basis of your consent.
Company. Company name you work for.
We may collect this Data on the basis of your consent, for the purpose of your identification.
In this case, in order to activate and register your user account on the Platform, we collect and process these following types of Data from you for the following purposes:
Name. Your personal name, middle name and surname.
We collect this Data for the purpose of performing a contract with you and/or for the performance of any (pre)contractual obligation, for the purpose of enabling you to access and register on our Platform and for the purpose of identifying you during the work recruitment process.
Email. Your personal or business email address.
We collect this Data for the purpose of performing a contract with you and/or for the performance of any (pre)contractual obligation, for the purpose of enabling you to access and register on our Platform, conducting the work recruitment process, communication with you during the work recruitment purpose and informing you on the respective recruitment’s results as well as providing you with information on new employment offerings.
Phone number. Your personal or business phone number.
We collect this Data for the purpose of performing a contract with you and/or for the performance of any (pre)contractual obligation, for the purpose of secondary identification, for conducting the work recruitment process, communication with you during the work recruitment purpose and informing you on the respective recruitment’s results as well as providing you with information on new employment offerings.
Address. Your address from CV.
We may collect this Data on the basis of your consent when you send us your CV, solely for the purpose of forwarding it to our client, who uses it in the recruitment process. All collected Data is protected and encrypted in accordance with the highest security standards.
Work history. Terms and times of employment.
We collect this Data on the basis of your consent when you send us your CV, for the purpose of the CV analysis feature and for calculating compatibility between the position you applied for and the CV. All collected Data is protected and encrypted in accordance with the highest security standards.
Identity verification documents. National ID, driver’s license, and work permits.
We may collect this Data for the purpose of performing a contract with you and/or for the performance of any (pre)contractual obligation, for the purpose of providing our clients with the necessary documentation from you as a candidate for the recruitment process, which can include but isn’t limited to National ID, driver’s license, work permits, etc. All collected Data is protected and encrypted in accordance with the highest security standards.
Education and certifications. Your education and certificates you owned.
We collect this Data on the basis of your consent when you send us your CV and attached certificates, for the purpose of the CV analysis feature and for calculating compatibility between the position you applied for and the CV. All collected Data is protected and encrypted in accordance with the highest security standards.
Audio and video samples. Audio and video recordings of you.
We collect this Data on the basis of your consent when you apply for a job as a candidate through our Platform. All collected Data is protected and encrypted in accordance with the highest security standards.
Because the Platform is hosted on a web server, we also collect certain Technical Data about your visit on our Platform, including, but not limited to, your Internet Protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, and other technology on the devices you use to access the Platform or other Zenhire’s services.
We will only obtain, process and use your Data for the purposes for which we collected it (IP address and other technical data are used for the security and improving reasons, bug fixes and anti-cheating methods), unless we reasonably believe that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use the Data for a purpose that is incompatible with the original purpose, we will inform you immediately and explain the legal basis that allows us to do so. For any further clarification regarding the legal basis and purposes for processing your Data, please contact us.
We obtain your Information from you in a variety of ways, but in particular when:
We also automatically collect certain Technical Data about your equipment, browsers and patterns when you interact with our Platform. We collect this type of information using cookies and other similar technologies. You can read more about cookies in following section.
A »cookie«, is a small text file stored on your device (such as computer, smartphone, etc.) that enables our Website to recognize a certain device or browser using our Website. They are widely used to »remember«, you and your preferences.
Cookies have different purposes and allow different functions - from remembering settings such as the language chosen by you on our Website to tracking interactions with certain Website or between websites. Cookies can be session or permanent.
We are using cookies to either enable certain functionalities of our Website or to collect certain information on the usage of our Website that further provide features for your convenience. Certain cookies therefore allow us to proper operate and manage functioning of our Website and Platform, while other cookies are used to improve your user experience, or to provide us with insight into your behavior on our Website and Platform, to allow for future improvements of the Website.
If you do not want us to store or read cookies on your device, you have the option to change or withdraw your consent by changing the settings in the cookie statement:
Find out how to manage cookies on popular browsers:
Google Chrome: https://support.google.com/chrome/answer/95647?hl=en&co=GENIE.Platform%3DDesktop
To find information relating to other browsers, visit the browser developer’s website.
We do not share, sell, market or otherwise transfer your Data to third parties without a predefined appropriate legal basis.
But, your Data may be accessed to and/or used by affiliates of Zenhire and a company that is the data subject and the owner of the job position you are applying for, including entities that may also be located out of the country of your residence, for the sake of analysing, considering or evaluating the Data you provided in the course of the work recruitment process, in the context of passing decisions on your work engagement.
For the purposes of performing a contract with you or pursuing our legitimate interest, we also cooperate with certain business partners outside the EU, such as:
SendGrid, US, California (https://sendgrid.com/en-us) is based outside the EU, and therefore the processing of certain Data involves the transfer of Data outside the EU. As a result, based on our legitimate (business) interest, we share the following Data with those business partners for the purpose described:
We share emails with third parties outside the EU for the purpose of sending notifications, newsletters and marketing and marketing communications. Working with SendGrid allows us to send emails safely and securely only to those recipients to whom the email with the specific content is actually intended. This prevents the mass and unnecessary sending of emails to other users of the Website and/or the Application for whom the content is not specifically intended. SendGrid’s Privacy Policy is available at https://www.twilio.com/en-us/legal/privacy.
OpenAI, US, California (https://openai.com/) is based outside the EU, and therefore the processing of certain Data involves the transfer of Data outside the EU. As a result, based on our legitimate (business) interest, we share the following Data with those business partners for the purpose describe:
We share your video or audio interviews and available CV data you forwarded to us for the purpose of data analyzation. Working with OpenAI helps us with feedback whether you, as a candidate, are suitable match for the applies job position, based on Data you provide us during recruitment process. OpenAI Privacy Policy is available at https://openai.com/policies/row-privacy-policy/.
We do not share the remaining Data with other third parties and we do not transfer it to third countries.
The aforementioned third-party service providers and other entities are required to take appropriate security measures to protect your Data in line with our policies. We do not allow third-party service providers to use your Data for their own purposes. We only permit them to process your Data for specified purposes and in accordance with our instructions.
If the Data would be transferred outside the country of your residence, to any country/ies regarded as the countries which do not ensure an adequate level of personal data protection in accordance with the applicable data protection law, we will undertake all measures necessary for the sake of ensuring adequate safeguards with regard to the processing of your Data, i.e., for the sake of ensuring an adequate level of protection in line with the applicable regulations, including e.g., by application of adequate standard contractual clauses, binding corporate rules, approvals issued by the competent data protection authority, as applicable (more details about the undertaken measures, if applicable, can be obtained by reaching us on e-mail dpo@zenhire.ai or by sending a letter to the address of our registered seat).
We process and store your Data for as long as the purpose for which it was collected requires. We will retain your Data for a period of three (3) years after the decision about whether employment will be offered to you has been communicated to you. We retain your Data for that period so that it can show, in the event of a legal claim, that there was no discrimination against candidates on prohibited grounds and the recruitment was exercised in a fair and transparent way.
After the retention period has expired, the Data will be irretrievably deleted and the right of access, the right of erasure, the right of rectification and the right of portability of the Data may no longer be exercised after the retention period has expired.
You have the following rights at all times in relation to the Data we collect and process:
Withdraw your consent at any time. You have the right to withdraw consent where you have previously given your consent to the processing of your Data.
Object to processing of your Data. You have the right to object to the processing of your Data if the processing is carried out on a legal basis other than consent.
Access your Data. You have the right to learn if Data is being processed by us, obtain disclosure regarding certain aspects of the processing, and obtain a copy of the Data undergoing processing.
Verify and seek rectification. You have the right to verify the accuracy of your Data and ask for it to be updated or corrected.
Restrict the processing of your Data. You have the right, under certain circumstances, to restrict the processing of your Data. In this case, we will not process your Data for any purpose other than storing it.
Receive your Data and have it transferred to another controller. You have the right to receive your Data in a structured, commonly used and machine-readable format and, if technically feasible, to have it transmitted to another controller without any hindrance. This provision is applicable provided that the Data is processed by automated means and that the processing is based on your consent, on a contract which you are part of or on pre-contractual obligations thereof.
Lodge a complaint. You have the right to bring a claim before their competent data protection authority.
We store your Data in secure database that is accessible only to a limited number of employees, in accordance with the specific rights granted to access such secure database. All employees are contractually obliged to keep the Data confidential and access to this Data is logged and auditable.
We also use appropriate technical and organizational measures to protect the Data we collect and process. The measures we use are detailed in our Information Security Policy [add link] and are generally designed to provide a level of security appropriate to the risk of Data that we process.
Depending on requirements arising from business commitments or regulations, the following advanced technical solutions may be considered to provide an additional layer of protection:
Data Leak Prevention (DLP) tools. To monitor and restrict data flow from potential endpoints to unauthorized systems.
Data Masking. To restrict the ability to read sensitive data within the organization as well as to ensure protection from external parties.
Our web servers are regularly updated with the latest security patches.
We also ensure that our employees, who have consistent or frequent access to Data, are involved in the collection of your Data, or are in the development of tools used to process your Data, receive and attend the required data protection training, including on the content and handling of this Data Protection Policy.
Our Website do not support 'Do Not Track' requests. To determine whether any of the independent services used by us adhere to 'Do Not Track' requirements, please read their privacy policies.
We reserve the right to make changes to this Data Protection Policy. In such case, you will be informed on such change by e-mail (as per the e-mail address you provided when accessing to the Platform). The respective new version of Data Protection Policy will also become available within the Platform in the same way as the current one. In any case, we advise you to check the then current version of Data Protection Policy whenever you access to and use the Platform, in order to be duly informed on the of your Data processing.
Last change: 8. 10. 2024
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