Privacy Disclaimer

Joint Stock Company “Olainfarm”

EMPLOYEE SELECTION PRIVACY DISCLAIMER

General Information

  1. The purpose of this privacy disclaimer (hereinafter – the Disclaimer) is in accordance with General data protection regulation (hereinafter – GDPR), Article 12 and 13, is to ensure the information about the processing carried out by the Joint Stock Company AS “Olainfarm”, registration No.40003007246 (hereinafter – Company), about  processing of the candidate’s personal data performed within the framework of the employee selection process – the activities performed with information regarding an identified or identifiable natural person. 
  2. The Company values ​​personal data protection requirements and provides information with Disclaimer in order to ensure the possibility for a natural person who is applying or wishes to apply for a position in the Company (hereinafter – Candidate) to understand what, why and how will be done with Candidate’s personal data. When applying for a position in the Company.
  3. The terms used in the Disclaimer – “controller”, “processor”, “personal data”, “processing”, “data subject” are used in the meaning as defined in Article 4 of the GDPR.

Controller

  1. Controller – Joint Stock Company AS “Olainfarm”, registration No.40003007246. Contact details of the Company with regards of personal data protection:
    1. Address: Rūpnīcu iela 5, Olaine, Olaines novads, Latvija, LV-2114;
    2. Email address: dataprotection@olainfarm.com;
    3. Telephone No.+371 28327856.

Source of personal data

  1. The Company obtains personal data from the data subject – the Candidate, if he / she applies for the vacancy announced by the Company. Also, if the Candidate applies for a vacancy in the Company, referring to an advertisement published, for example, on a website such as www.cv.lv, and submitting his application to the Company through this site, the Company obtains the Candidate’s personal data from the Candidate with his processor, e.g. , the maintainer of the website www.cv.lv.
  1. The Company obtains personal data from the data subject – the Candidate, if he / she applies for the vacancy in the Company on his / her own initiative, without responding to the invitation of the Company. Personal data is obtained from the data subject also in the event that another person submits a vacancy application to the Company in the name and on behalf of the Candidate. This person is fully responsible and ensures that he / she has the right to submit the Candidate’s personal data to the Company in accordance with the GDPR, and is obliged to provide the Candidate with the information contained in the Disclaimer.
  2. The Company may also obtain the Candidate’s personal data from a third party – a website, such as www.cv.lv or www.linkedin.com, where the person publishes his / her personal data for professional communication purposes. The Company, when addressing this person on its own initiative in connection with a possible position in the Company, uses such sites in accordance with the terms of use of these sites.
  3. The Company may also obtain the Candidate’s personal data from a third party, the Company, on the basis of a documented permission of the Candidate, obtaining a reference on the Candidate from the Candidate’s current or former employer.
  4. The Company may also obtain the Candidate’s personal data from a third party – a personnel selection company with which the Company has entered into an agreement on the provision of personnel selection services and which has obtained the Candidate’s personal data from the Candidate himself. The personnel selection company is fully responsible and ensures that it has the right to transfer the Candidate’s personal data to the Company in accordance with the GDPR.

Personal data processed

  1. The following personal data of the Candidate can be processed by the Company:      
    1. 10.1.name, surname, telephone number, e-mail address;
    2. 10.2.information on education and professional experience contained in the application documents (application documents may be, for example, a letter of application, Curriculum Vitae (CV), (reference);
    3. 10.3.Candidate’s employer feedback on the Candidate;
    4. 10.4.Company’s decision, opinion about the Candidate;
    5. 10.5.Candidate’s personal data, which is obtained by communicating with the Candidate, during the Candidate’s interview.
  2. The Company urges the Candidate not to provide the Company with personal data that is not necessary for the evaluation of the Candidate’s application for a vacancy in the Company, such as photo, age, national or ethnic origin, health status, marital status, membership of a political party, trade union or other public organizations, membership of a religious denomination, or information on religious beliefs.
  3. The Company is entitled to delete the Candidate’s personal data sent to it, which are not necessary for the evaluation of the application for the Company’s vacancy, thus deleting and not reviewing the entire Candidate’s application.

Purpose and legal ground of the personal data processing

  1. Company processes the Candidate’s personal data for the purpose of selecting employees.
  2. The Company, obtaining the personal data of the Candidate from the Candidate itself in the case specified in Clause 5 of the Disclaimer, the processing of this personal data is performed on the basis of the Candidate’s consent, which is provided to the Candidate by submitting his / her application, including personal data, to the Company. The legal ground for the personal data processing is Article 6 (1) a) of GDPR. The candidate has the right to withdraw his consent at any time.
  3. The Company, obtaining the personal data of the Candidate from the Candidate itself or a third party in the case specified in Articles 6, 7, 8, 9 of the Disclaimer, the processing of this personal data is performed on the basis of the Company’s legitimate interests to effectively select employees. The legal ground for the personal data processing is Article 6 (1) f) of GDPR. The Candidate is entitled to object to this processing of the Candidate’s personal data by the Company.
  4. Personal data is not used for automated decision making within the meaning of Article 22 of the GDPR.

Recipients of personal data

  1. The Company may transfer personal data to its processor – it is not a third person, but is a merchant or individual who processes personal data in the name and on behalf of the Company, based on specific instructions of the Company. The processor has a binding obligation to ensure the security of personal data and is permitted to use personal data only for the performance of the activities and purposes specified by the Company. For example, the Company may use a processor to ensure the storage of personal data or the transfer of personal data to the Company in the case specified in Article 5 of the Disclaimer (the processor is the operator of the website).
  2. If the Candidate has given permission that the Company is entitled to obtain a reference on the Candidate from the Candidate’s employer, by contacting this employer, the Company shall transfer to the employer the Candidate’s personal data – information that the Candidate is applying for a position in the Company.
  3. The Company may be obliged to transfer personal data in the cases specified in regulatory enactments to a state and / or local government institution that supervises the Company’s activities, such as the Financial and Capital Market Commission, State Labor Inspection, or which needs the Company’s information to perform its duties. The Company may have a legitimate interest in submitting personal data to a state and / or local government institution, such as a court, the State Labor Inspection, the State Police, in order for the Company to protect its legitimate interests.
  4. The Company may, on the basis of its legitimate interests, transfer or make available personal data to its professional consultant, such as a sworn advocate, a recruitment company.

Duration of personal data storage

  1. The Company stores personal data in accordance with the GDPR as long as the data are necessary to achieve the legitimate purpose. Personal data are deleted, anonymised or destroyed when the legitimate purpose is achieved.
  2. If the processing of personal data has been performed on the basis of the data subject’s consent (case specified in Article 5 of the Disclaimer), personal data shall be stored for up to six months from the application deadline specified for the vacancy or until the consent is revoked due date.
  3. If the processing of personal data has been performed on the basis of the legitimate interests of the Company (the case specified in Articles 6, 7, 8, 9 of the Disclaimer), personal data shall be stored for as long as they are necessary and valid for a legitimate purpose, taking into account each the circumstances of the case. This processing of personal data may be suspended if the Candidate objects to it and requests that it be terminated.

Rights of the data subjects – Candidate

  1. Data subject has the following rights::
    1. 24.1.request a copy of the Disclaimer, additional information, explanations regarding the information included in the Disclaimer and the processing of personal data by the Company, including more detailed information on the term of personal data storage, the recipient of personal data, the source of personal data acquisition;
    2. 24.2.request Company`s confirmation as to whether or not data subject personal data are processed;
    3. 24.3.request from the Company the access to the personal data;
    4. 24.4.object the processing of personal data by the Company (for example, processing carried out on the basis of the legitimate interests of the Company – the case specified in Articles 6, 7, 8, 9 of the Disclaimer, if the data subjects consider that such processing is disproportionate), request the Company to correct, delete or restrict the processing of personal data;
    5. 24.5.if the processing of personal data is carried out on the basis of the data subject’s consent (in the case specified in Article 5 of the Disclaimer) the data subject has the right to withdraw the consent at any time.
  2. Mentioned rights of the data subject in details are regulated in Articles 12 to 21 of the GDPR. These rights are not absolute and its exercise may be restricted, for example, the Company has the right to refuse to stop the processing of personal data if the Company indicates convincingly legitimate reasons for processing that are more important than the interests, rights and freedoms of the data subject.
  3. In order to exercise his / her rights, the data subject has the right to address the Company a request by sending it to the e-mail address: dataprotection@olainfarm.com or by sending a letter to the address: Rūpnīcu iela 5, Olaine, Olaines novads, Latvija, LV-2114, addressing it to  joint stock company “Olainfarm”.
  4. The activities of the Company regarding the protection of personal data shall be supervised by the Data State Inspectorate of Latvia. In order to resolve any disagreement or questions as soon as possible, we invite  the data subject to contact the Company first in accordance with Article  26 of the Disclaimer. As well as, the data subject has the right to submit a complaint to the Data State Inspectorate, whose contact information can be obtained on the website www.dvi.gov.lv.

 Changes to the Disclaimer

  1. The Company is entitled to make changes to the Disclaimer, if they do not contradict the GDPR, providing data subjects with access to the current version of the Disclaimer.

[1] REGULATION (EU) 2016/679 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the circulation of such data miracles and repealing Directive 95/46 / EC (General Data Protection Regulation).

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