DATA NOTICE - REGARDING THE PROCESSING OF PERSONAL DATA
For us, ZITEC COM S.R.L., a company registered and operating in accordance with the laws of Romania, having its registered office at Splaiul Unirii 165, TNO2 Building, 6th Floor, Sector 3, Bucharest, Romania registered with the Trade Register under no. J2003007701408, having unique registration code 15496736 (hereinafter referred to as "Zitec”, “Company" or "Controller”), the security and confidentiality of personal data, as well as your trust, as employees of the Company, but also of our contractual partners and/or our collaborators, are particularly important, so, as a personal data controller, we undertake to ensure the security and confidentiality of their personal data.
The purpose of this Data Notice (hereinafter referred to as "Data Notice") is to explain how the Company processes your personal data, to provide you with information on what categories of personal data we collect, process, use, transfer, disclose and why. This Data Notice also presents the rights you have over your personal data and how you can contact us if you wish to exercise these rights, as well as if you have other requests regarding the processing of your personal data or any concerns regarding them.
This Data Notice is addressed to any direct, indirect and recommended candidates who wish to enter the recruitment process as a potential employee of the Company.
As such, the Company will take all necessary measures to ensure the security and confidentiality of the personal data processed and will process them only in accordance with the applicable legal provisions, including the provisions of Regulation (EU) 2016/679 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 (hereinafter referred to as "the Regulation" or “GDPR”), as well as with the applicable national legislation in force, exclusively for the purposes specified below.
At the same time, in order to achieve the purposes mentioned in this Data Notice, the Company mentions that there may be some automated decision-making process (including the creation of profiles) based on your personal data and/or the completion of various questionnaires for the recruitment process.
1. Scope
A. The personal data we process
a) your identification data, such as: name and surname, native language and other languages spoken, if applicable;
b) your contact details: address (domicile or residence), personal and professional telephone number, if applicable, email address, previous place of employment, if applicable;
c) specific human resources data, including, but not limited to: position/ profession, specializations, skills, education information (including diplomas, studies), curriculum vitae (CV), nationality/citizenship, date of birth, age, gender, marital status data, place of work, actions regarding the employment relationship (employment/ reemployment/ termination of collaboration);
d) the results of your tests following the recruitment process for potential employees.
e) information on professional performance and skills, such as training and education courses, records of training course evaluation, qualifications, personal development analyses, grades received following performance and skills evaluation, evidence resulting from investigations, records of disciplinary proceedings;
f) photographs, if applicable;
g) testimonials written by you on a specific topic;
h) data and information collected from public sources, such as public databases (e.g., the National Trade Register Office/ RECOM; the Ministry of Public Finance database, the use of online search engines), accessing data obtained from databases consisting of public information (e.g., Termene.ro, etc.), and data taken from social networks (e.g., LinkedIn, Facebook, Instagram, Twitter/X);
i) data collected through electronic communication channels used within the Company, such as Microsoft Teams, Outlook, Skype, or any other such means;
*If you directly or indirectly provide the Company with the personal data of potential candidates, it is your responsibility to inform these persons of the content of this Data Notice and of their rights regarding the collection and processing of this information by the Company.
To the extent that processing operations are carried out on the basis of consent, you are also responsible for obtaining the explicit consent of the above-mentioned persons regarding the processing of personal data for the purposes set out in this Data Notice.
B. How we collect personal data
Personal data may be collected from the following sources:
a) based on consent, directly from you, in case applications for some of the positions available for employment within the Company;
b) from third parties, including references and other background checks, as a result of obtaining information from former employers, various clients, potential clients, collaborators or contractual partners, former or current employees, relatives, friends or any other third parties who contact us;
c) from checking public sources of information (e.g., public databases, online search engines, and/or social networks - LinkedIn, Facebook, Instagram, Twitter/X), if the data has been made public and is relevant to the potential application;
d) through the use of applications, programs, platforms or software provided by third parties in order to fulfill the legitimate interests of the Company;
Your personal data is collected from you both verbally and through written forms, by telephone or email or through applications and electronic devices used to carry out professional activities.
C. Storage duration
The company stores your personal data for the entire duration of the recruitment process, as well as for an additional period of (three) years,if you have expressed your consent for the Company to retain your CV and other relevant information, in order to consider you for future positions within the Company or to obtain feedback following the recruitment process in which you took part.
D. Recipients and categories of recipients of personal data
Your personal data will be disclosed within the Company to the Company's management and only to other persons within the Company who need access to your personal data (based on the "need to know" principle), so that they can fulfill their specific obligations for the purposes listed in this Data Notice or where this is necessary or permitted by applicable law.
The Company may also disclose your personal data to authorities, as required or permitted by law; to business partners; to external consultants and professionals (including collaborators, advisors, contractors); to courts or to certain public authorities (e.g., the Territorial Labor Inspectorate - ITM, the General Inspectorate for Immigration - IGI, lawyers, courts, and other institutions and entities involved in law enforcement).
In addition, the Company may also transfer your personal data to third-party providers of applications, programs, platforms and/or software. The Company will exercise due diligence in selecting third-party service providers and will require that these providers maintain appropriate technical and organizational security measures to protect your data and process it in accordance with applicable legal provisions. For example, among the persons authorized by the Company to process your data are TeamTailor. Google, GitHub. A complete list of persons authorized by the Company can be requested from it by contactingOur Data Protection Officer at the email address privacy@zitec.com and/or the HR department at the email address tx@zitec.com.
E. The transfer personal data in the EU or EEA/outside the EU or EEA
In order to achieve the above-mentioned purposes, it is possible that certain categories of personal data may be transferred outside Romania. The data may be transferred to states in the European Union.
In principle, the Company will not transfer your personal data outside the European Union (EU) or the European Economic Area (EEA). In the event that your personal data is transferred outside the EU or EEA, the Company will comply with and implement any necessary measures regarding such transfer to provide an adequate level of protection for your data, in accordance with applicable legal provisions (e.g., standard contractual clauses). Data may also be transferred outside the EU or EEA in the context of the activities carried out by the Company through platforms or service providers that are based outside the EU or EEA.
F. Technical and organizational measures
The security, integrity and confidentiality of your personal data are very important to the Company. Therefore, the Company will take all technical and organizational measures deemed necessary to protect personal data against unauthorized access, use, loss, disclosure or destruction, in accordance with the provisions of art. 32 of the GDPR. The Company constantly evaluates and regularly updates the security measures implemented to ensure the secure processing of personal data.
G. Your rights
In accordance with the applicable provisions regarding personal data, we inform you that you have the following rights, which can be exercised by making a request to this effect, using the contact details indicated below:
1. The right to be informed about the personal data stored and the right of access to the processed data (art. 14 and 15 GDPR): you have the right to obtain confirmation as to whether or not we are processing your personal data and, if so, to have access to the categories of personal data, the processing conditions, and a copy of the data, by sending a request in this regard.
2. The right to request rectification of personal data (art. 16 GDPR): you have the right to request the rectification of inaccurate or incomplete personal data we have about you.
3. The right to request the deletion of personal data (art. 17 GDPR): you have the right to request the erasure of your personal data if: (i) the data are no longer necessary for their original purpose (and there is no legitimate interest or legal obligation); (ii) we process the data based on your consent and you decide to withdraw your consent, in which case there is no other basis for the processing; (iii) you object according to art. 21 (1) GDPR and we have no legitimate and compelling reasons for the continued processing, (iv) the data have been processed unlawfully, (v) the erasure of the data is necessary for compliance with EU or Romanian law, or (vi) the data were collected from children.
4. The right to request restriction of processing (art. 18 GDPR): you have the right to request the restriction of processing in cases where: (i) you consider that the processed personal data are inaccurate, for a period that allows us to verify the accuracy of the personal data; (ii) the processing is unlawful, but you do not want us to delete your personal data, but to restrict the use of the data; (iii) if we no longer need your personal data for the purposes we have described in this policy, but you require the data for the establishment, exercise or defense of legal claims or (iv) if you have objected to the processing pending verification of whether our legitimate interests prevail.
5. The right to object to the processing of your personal data, including automated decisions taken based on processing (art. 21 of the GDPR).
6. The right not to be subject to automated decision-making, including profiling (art. 22 GDPR).
7. Right to data portability (art. 20 GDPR): you have the right to request the transfer of your data to another controller, if our system is compatible with such a system or, where applicable, to issue an electronically accessible copy of these data. This right applies only when we process your data on the basis of the employment contract and/or your consent or by automated means, however it may also cover additional data obtained on the basis of the initial data provided on the basis of such legal grounds.
8. The right to file a complaint before the National Supervisory Authority for Personal Data Processing - headquartered at Bd. Gheorghe Magheru no. 28-30, Bucharest, Romania or through the website www.dataprotection.ro and to address the competent courts.
H. Data Protection Officer
- The contact details of the data protection team are as follows:
- Email address: privacy@zitec.com;
- Telephone: (+40) 726.694.832;
- Address: Splaiul Unirii No. 165, TNO2 Building, 6th Floor, Sector 3, Bucharest, Romania.
I. Exercise your rights
If you have any questions regarding the processing of your personal data or if you wish to address any request to us, as well as to exercise any of your rights regarding the processing of personal data, you can contact us at the e-mail addressprivacy@zitec.com or using the contact web form made available on the website www.zitec.com, to the section Contact UsYou can also contact us at the phone number (+40) 726.694.832 or at our headquarters, mentioned in the introductory part of this Data Notice. Each request will be analyzed as soon as possible, but no later than one month. If we need more information from you or have difficulties in resolving your request, we will inform you without delay that we need additional time to properly analyze your request. If you consider that we have not resolved all your requests or you are dissatisfied with our responses, you can file a complaint against us with the ANSPDCP or the competent courts.
The Company may modify or update this Data Notice and as a result of various interpretations, decisions and opinions relevant to the applicability of the GDPR. Any changes to this Data Notice will be notified to you in advance and will become applicable at the time of communication to the data subjects.
By communicating, accessing and reading this document, you agree to the content of this Data Notice and have become aware of the categories of personal data that are processed by the Company, the method of processing them, the purposes and grounds of processing, the storage period, the recipients of personal data, the security of personal data, as well as your rights regarding data processing.