PERSONAL DATA PRIVACY POLICY OF CANDIDATES FOR RECRUITMENT/ TRAINEESHIP IN PRIVATE LIMITED LIABILITY COMPANY “TRANSMĖJA”
The policy is valid since 2024.10.21
We respect Your privacy and undertake to process Your personal data responsibly as it is stated in this Personal data privacy policy (hereinafter referred to as the „Policy“) of candidates for recruitment/ traineeship (hereinafter referred to as the „Candidate“) in private limited liability company „Transmėja“ (hereinafter referred to as „Transmėja“, „We“ or „Company“). You will find detailed information in this Policy on how Transmėja processes Your personal data, what data is collected, for what purposes, how it will be used and for how long the data will be stored.
When applying for the Transmėja employees/ trainees (and for this purpose, You provide Your personal data to Transmėja), You confirm that You have familiarized Yourself with this Policy and undertake to comply with its provisions.
This Policy is applied to all personal data which Transmėja receives from You or, having a legal basis, receives from third parties (as for e.g., companies carrying out the selection, controllers of job advertisement websites) for the purpose of search and selection of employees/ trainees and for regulation of the processing of such personal data.
This Policy is made public on Transmėja website www.transmeja.lt. The Policy may be amended or supplemented by Transmėja unilaterally without notifying You in advance. Where amendments of the Policy would significally affect Your privacy, We will notify You about such amendments in advance prior to the day when such amendments come into force, so that You familiarize yourself with such amendments, and in case of sufficient grounds, refuse that Your personal data is processed in accordance with the procedure foreseen in the amendments. On www.transmeja.lt website You will find the latest version of the Policy and will be able to familiarize Yourself with it.
1. What Your data is processed and why?
Personal data is the information related to You as a natural person which allows Your identification. This data reveals the facts about Your personality and private life, as for example, Your date of birth or Your current work experience, etc. Your data for the purpose of applying for employees/ trainees is processed by private limited liability company „Transmėja“, as the data controller, juridical address: Metalistų St. 3, Šiauliai, company number: 145130191, e-mail address: dpo@transmeja.lt.
1.1. Procedure of recruitment to vacancy (-ies) and assessment of Your candidacy
While we carry out recruitment to vacancies existing in the Company and assess Your candidacy, we process Your personal data as specified below:
1.1.1. General information about the candidate:
- given name, family name;
- date of birth;
- residential location or residential address;
- telephone number (-ers);
- e-mail address (-es), content of the electronic correspondence;
- content of the correspondence on social networks or content on job search platforms;
- information on work experience of the candidate (length of service, current knowledge related to the work functions, current workplace, if works, working period in separate workplaces, positions held, responsibility and functions);
- salary expectation;
- information on current or future education, categories, additional courses, refresher training (educational institution (-s), period of study, educational degree acquired, trainings completed, certificates acquired);
- computer literacy;
- programme management;
- foreign language skills;
- driving skills;
- hobbies, likes, motivating aspects, etc.;
- other important competences according to position and values;
- internet link to Curriculum Vitae (as for e.g.: from cvbankas.lt., cvonline.lt, linkedin.com , etc.);
- other information which is provided by the candidate himself/ herself in his/ her CV, motivation letter or other documents forwarded.
1.1.2. Letters of references: having informed the candidate beforehand, we may ask letters of references from previous employers or business partners of the candidate. With regard to the letters of references, we process the following personal data: contact information of the referring person, feedback and its content about the candidate.
1.1.3. Assessment information about the candidate: video record of the job interview (upon consent to record it), insights and comments about the candidate of the personnel manager or the person carrying out the selection, conclusions on test/practical task results, where the test was taken, conclusions with regard to suitability to the specific vacancy.
1.1.4. Personal data of special categories: in order to ensure safe working conditions for any future employees, we process Your personal data about health, in order to assess Your working capacity and possibilities to work under the professional risk conditions applied to the Company and the legislation requirements or in order to ensure You suitable work conditions according to Your health state. This data will be collected only in final stages of the selection.
1.2. Procedure of selection to practice place (-s) and assessment of Your candidacy
While we carry out the selection to the practice places existing in the Company and assess Your candidacy, we process Your personal data as specified below:
1.2.1. General information about the candidate:
- given name, family name;
- date of birth;
- residential location or residential address;
- telephone number (-ers);
- e-mail address (-es), content of the electronic correspondence;
- information on current or future education (educational institution (-s), period of study, educational degree acquired);
- other information which is provided by the candidate himself/ herself in his/ her CV, motivation letter or other documents forwarded.
1.3. Purposes for processing of Personal data
1.3.1. We process Your Personal data:
- in order to assess and select the most suitable candidate for employment and/ or traineeship – for administration of employment/ traineeship process;
- for the purpose of keeping a database of candidates (upon receipt of Your consent) in order to offer any vacancies/ traineeship positions in private limited liability company „Transmėja“ or any other Transmėja group of companies in the future.
1.4. Where we get and/ or collect Your personal data from (data sources)?
1.4.1. As a rule, You Yourself provide Your personal data. We collect only such data which You Yourself provided about Yourself, by providing Your curriculum vitae and/ or motivation letter.
1.4.2. From other sources: We may get/ collect Your personal data from the company involved in the selection, career portals or databases, such as “CVbankas”, “LinkedIn”, “CV-Online”, Employment service database, etc., from Your friend or acquaintance who having informed You beforehand and received Your consent, referred You to us as a candidate, or from an employment agency, educational institution or organisation promoting education (as for e.g., university, college, training centre).
1.4.3. Some of the personal data is created in the process of selection, as for e.g., insights, comments, suitability assessment of our employees involved in the selection, job interview video, etc.
1.5. Legal basis for data processing
1.5.1. The data is processed in order to enter into an agreement and/ or to take steps at the request of the data subject prior to enter into the employment agreement: for the purposes of employment or traineeship in Transmėja or any other Transmėja group of companies, You provide us Your personal data specified in the curriculum vitae, motivation letter and any other documents. Taking account of the vacancy, where necessary, we may ask You to submit any additional information which is important in order to assess Your suitability. While You provide the data, You undertake responsibility that the information provided is accurate.
1.5.2. The data is processed upon receipt of Your consent: Transmėja may process Your personal data upon receipt of Your written consent which specifies the scope of the personal data provided for the processing (data categories), processsing term and Your rights.
1.5.3. The data is processed for legal interests of the data controller: Personal data of the candidates for recruitment or traineeship in Transmėja may be processed in order to carry out the activities provided for in the Articles of Association, to carry out development of activities, to ensure relevant functioning of the Company as the employer and legal entity. You are obligated to provide the personal data indicated. In case of failure to do so, we will not have an opportunity to assess Your suitability for a specific vacancy or traineeship position.
1.6. How and for how long we store Your data?
Your personal data will be stored in a paper and/ or digital format.
Upon receipt of Your consent for the processing of Your personal data for the purpose of keeping a database of our candidates, Your personal data will be stored for 5 (five) years and the job interview video for 1 (one) year. You reserve the right to revoke Your consent at any time and to ask to erase Your data from the candidates‘ database.
After the deadline of the processing and storage of Your personal data specified in the Policy, we will erase Your data. Furthermore, in the cases specified in the Policy, we will delete the data in a reliable and irrevocable manner as soon as possible within a reasonable period of time necessary to perform such action.
The Personal data may be kept for a longer period of time than specified in our Policy in the following cases:
1.6.1. where Your data is required in order to duly settle a complaint or a dispute;
1.6.2. in case of any substantiated suspicion wth regard to any unlawful activities due to which investigation is being conducted;
1.6.3. in the event of any other grounds foreseen in the legislation.
1.7. In which cases and to whom we may disclose Your personal data (data recipients)?
We may transfer Your personal data to the following persons:
1.7.1. Law enforcement, state and local authority institutions in order to comply with the legislation requirements;
1.7.2. Service providers. We cooperate with employment agencies, candidate assessment and testing services suppliers, companies providing IT maintenance services, etc., which assist us in carrying out the process of employment/ traineeship or ensure the internal administration services. We may transfer Your personal data to service providers for the purpose of processing. We transfer to such persons only such personal data which is necessary for provision of the services ordered by us. The persons to whom we provide Your personal data, process it only in accordance with our instructions and are not allowed to use it for any other purposes or to share it with any other persons without our approval. Moreover, the data processors assume responsibility to ensure security of Your data.
1.7.3. Transmėja group of companies. In order to offer You a suitable vacancy not only in Transmėja but also in other group of companies. Moreover, legal interest of Transmėja group of companies is pursued – in order to carry out the activities specified in the Articles of Association, to carry out development of activities, to ensure relevant functioning of the Company as the employer and legal entity.
2. How we will ensure security of Your personal data?
We will ensure security of Your personal data provided by means of all necessary organisational and technical measures.
3. Where Your personal data is processed?
We process Your data only in the EEA countries. Your data will not be transferred and processed outside the limits of EEA.
4. Your rights:
You have the following rights:
4.1. The right to familiarize Yourself with the personal data that we process. You have the right to demand us to confirm, whether we process any personal data related to Yourself, and to explain how Your personal data is processed. In order to receive the information on which personal data we process, You have to submit Your request in writing to us or our data security offcer to the addresses specified inthe Policy;
4.2. The right to demand to correct Your personal data which we process and store. If You wish that we correct Your personal data, as for example, if You wish us to know that your residential address has changed or etc., we will correct such data. If You wish that we correct Your personal data, submit Your request in writing to us or our data security officer;
4.3. The right to revoke Your consent. You have the right to revoke Your consent for us to process Your personal data at any time. In order to revoke Your consent, submit Your request in writing to us or our data security officer;
4.4. The right to disagree that we process Your personal data where the basis for its processing is legal interest. You have the right to disagree that we process Your personal data; however, if legally it will be possible to process Your personal data, in such case we will process Your personal data in compliance with legislation. In order to exercise the above mentioned right, submit Your request in writing to us or our data security officer;
4.5. In cases provided for by legislation, the right to request erasure of the personal data (the right to be forgotten). You have the right to demand that in cases provided for by legislation we erase Your personal data and we will do so. However, we will not be able to do so, where provisions of legislation require that we process Your personal data. In such event, Your personal data will be processed only to such extent which is necessary. In order that we erase Your data, submit Your request in writing to us or our data security officer.
4.6. To demand restriction of the processing of personal data in cases provided for by legislation. In case of some specific circumstances, You may demand that we restrict the processing of Your personal data. In order to restrict the processing of the personal data, submit Your request in writing to us or our data security officer.
4.7. In cases provided for by legislation, to demand to transfer the data and to submit a copy of the pesonal data processed in a computer-readable format;
4.8. The right to lodge a complaint to a supervisory authority. If You disagree with the processing of Your personal data carried out by Transmėja, You have the right to lodge a complaint to the State data protection inspectorate which contact information may be found at: https://vdai.lrv.lt/.
5. How we will process Your requests?
In order that the personal data of all our candidates is secure and not disclosed to any persons not authorised to familiarize with it, upon receipt of Your request to exercise the data subject‘s rights, we will ask You to confirm Your identity. Your request to exercise the data subject‘s rights you have to submit in the form specified in Annex No. 1 to the Policy:
- in writing and signed to the Company‘s address together with Your ID document for verification;
- by e-mail: dpo@transmeja.lt submitting the request bearing Your certified electronic signature.
Upon receipt of Your request to exercise Your rights, we undertake to reply to Your request within a term of 1 (one) months from receipt of the request. If we have a lot of such requests at the same time or Your request is of a large scope, we reserve the possibility to extend the processing of the request for 2 (two) more months, having informed You beforehand by e-mail or in the manner of submission of the request form. All requests will be processed in accordance with the procedure established by legislation.
The requests which are illegible, incomprehensible or with any offensive content will not be processed and implemented.
6. How You can contact us?
On issues of candidacy for recruitment/ traineeship:
Personnel department of private limited liability company „Transmėja“
Address: Metalistų St. 3, Šiauliai
E-mail: info@transmeja.lt. or cv@transmeja.lt
On personal data issues:
Data security officer of private limited liability company „Transmėja“
Address: Metalistų St. 3, Šiauliai
E-mail: dpo@transmeja.lt.