Applicant Privacy Policy

This Privacy Policy was last updated on 12.11.2024

01 Introduction

Welcome to SIOY. SIOY is a technological company.

02 Purpose

You are receiving this Privacy Policy because you are visiting our website, applying for a position with us (whether as an employee, worker, intern, or contractor), participating in our Events as an attendee or speaker, or being contacted by us for information about potential candidates or as a referee. This Policy explains how and why we use your personal data and provides information required under the General Data Protection Regulation (EU) 2016/679 (GDPR).

Our commitment to your privacy

At SIOY, your privacy is paramount. We are dedicated to protecting and safeguarding your data privacy rights.

Updates to this Privacy Policy

We may update this Privacy Policy periodically. For the latest version, please visit sioy.tech.

Our data protection principles

We adhere to data protection laws and principles, ensuring that your data will be:

1. Used lawfully, fairly, and transparently: We will always handle your data in a legal, fair, and transparent manner.
2. Collected for specific purposes: Your data will be collected for clearly defined purposes and not used in ways that are incompatible with those purposes.
3. Relevant and limited: We will only collect data that is relevant and necessary for the purposes we have communicated.
4. Accurate and up-to-date: We strive to keep your data accurate and current.
5. Stored only as long as necessary: Your data will be retained only for as long as it is needed for the purposes we have explained.
6. Kept secure: We will take appropriate measures to ensure your data is stored securely.

Acknowledgment and consent

By submitting your personal data to SIOY, you acknowledge and agree that:

1. You've read and understood this Privacy Policy and consent to the use of your personal data as described.
2. Sharing the requested information is optional, but not doing so may impact your job application.
3. You confirm that all information provided is true and complete to the best of your knowledge.
4. Providing inaccurate information may lead to disqualification from employment/contracting opportunities.

03 Types of data we collect

While visiting our website, applying for a position with us (whether as an employee, worker, intern, or contractor), participating in our events as an attendee or speaker, or being contacted by us for information about potential candidates or as a referee, we may ask you to voluntarily provide us with a certain type of personal information. 

We will collect, store and use the following categories of personal information about you:

1. Information provided on our application or registration forms, such as your name, surname, and email.
2. Details from your CV, cover letter, and any relevant photos or comments submitted.
3. Any data shared during interviews, including recommendations.
4. Information communicated via email.
5. Application-related data like test results (grades, diplomas, etc.).
6. Additionally, we may gather your opinions, feedback, or any other information pertinent to your expectations and event participation.

Should you express interest in speaking at our event, we may collect details about your profession, experience, current role, and employer.

During our Events, we'll capture photos and videos, potentially including your voice, image, and comments, for promotional purposes across various media channels.

To ensure smooth operations, we'll require minimal details from our workers and contractors, including contact information and banking details for payment processing, as per our contractual agreements.

For a comprehensive overview of the personal data we gather, please refer to the following sections.

Upon extending an offer, we may conduct verification checks and, where permitted or mandated by law, collect data regarding criminal records.

For security purposes aligned with relevant laws, our premises are equipped with CCTV cameras, which may capture footage and electronic data during your visit.

When you interact with our website, we may collect technical data (like IP addresses, browser information, and usage data) and contact details if you reach out to us for inquiries or communication.

04 Event filming and photography

At SIOY Events, we capture moments through photography and filming to enhance your experience and promote our community. By participating in any of our Events, you are acknowledging and consenting to the following:

Photography and filming procedures:

1. We inform you, in accordance with GDPR Article 6 (f) and Article 13, that photography and filming will take place at our Events.
2. Signs will be prominently displayed, especially at entrances, notifying attendees of live streaming, photography, and video recording activities.
3. Throughout the event, designated areas and times for photography and filming will be indicated, allowing you to manage your level of exposure.
4. Our photographers will endeavor to clearly signal their intent before capturing your image and will seek your consent immediately. You'll have the opportunity to view resulting images and provide consent.
5. By attending our Events, you grant us permission to reproduce and publish your likeness and words in any event-related transcripts or publications worldwide.

Respecting your preferences:

1. We understand that you may wish to participate in our Events while avoiding being featured in photographs or videos. Please communicate your preferences to our staff upon entry, and we will accommodate your requests.
2. For larger events, we may provide wristbands or other identifiers to help recognize attendees who prefer not to be featured prominently.
3. Please note that GDPR Article 14 (5) distinguishes between incidental depiction and being the primary subject in photographs or videos.

Content presentation rights:

If you present content at our Events, you grant us the non-exclusive, perpetual, worldwide right to use, modify, and distribute recordings of your presentation for marketing, promotional, and commercial purposes.

Intended use of media:

1. Photographs and videos from our Events will be used to promote our content, community, and speakers across various platforms including social media, newsletters, and our website.
2. Suitable media will be shared on platforms like our website, Facebook, Instagram, and stored in our media database for future communications and historical reference.
3. The Company retains copyright and intellectual property rights over all photographs taken during Events.

05 How your personal information is collected

At SIOY, we ensure that personal data collection is transparent and in compliance with privacy regulations. Your personal information is collected from various sources, including:

1. Directly from you: Whether you're a candidate, participant, speaker, intern, worker, or contractor, we collect information provided by you.
2. Through recruitment channels: Data may be obtained from executive search and recruitment agencies, staff outsourcing entities, or personal recommendations. This includes CVs and contact details.
3. From referees: Information may be gathered from referees you have provided, including CVs (if applicable) and contact details.
4. Social media engagement: If you engage with us on platforms like Facebook, LinkedIn, or Instagram by liking or following our page, we may receive your personal information from those platforms.
5. Website interaction: With your consent, as you navigate our website, technical data about your equipment, browsing actions, and patterns may be automatically collected. This data is gathered through the use of cookies and server logs. See our Cookies Policy for further details.

Legal basis

Our processing of your personal data for the purposes mentioned above is based on various legal foundations:

1. Implementation of pre-contractual Measures: We process your data as part of our preparation for potential employment or contractual engagement with you.
2. Compliance with applicable Law: We process personal data to fulfill our regulatory and legal obligations, including requirements related to your immigration status (e.g., visa purposes).
3. Legitimate interests: We process data to evaluate your application, ensure the recruitment of suitable employees, maintain the effectiveness of our recruiting processes, and protect our company's operations, employees, clients, and third parties.
4. Consent: Where applicable, we process data based on your explicit consent.

06 How your personal information is used

We utilize the personal information collected to:

1. Assess your skills, qualifications, and suitability for the applied role.
2. Conduct verification checks, including communication with your referees, where applicable and legally permissible, to validate provided data.
3. Maintain communication with you throughout the recruitment process.
4. Track your application progress and maintain records pertinent to our hiring processes.
5. Ensure compliance with legal and regulatory obligations.
6. Aid in establishing, exercising, and defending legal claims.
7. Safeguard our premises, staff, visitors, and property by controlling access and preventing unauthorized entry.
8. Occasionally, conduct statistical and historical research.
9. Administer and safeguard our website, including troubleshooting, data analysis, system maintenance, and hosting.
10. Utilize data analytics to enhance website performance, marketing strategies, and customer experiences.

We do not process your data for targeted marketing without your explicit consent.

It's in our legitimate interest to assess your suitability for a role or contract since it benefits our business operations. Additionally, processing your data is necessary to determine whether to offer you a contract of service, contract for services, or internship.

Application process

The application process at SIOY involves:

1. Reviewing your CV and/or letter of intent to assess basic suitability.
2. Evaluating whether to invite you for an interview.
3. Upon interview completion and approval to proceed, requesting additional information and supporting documentation.
4. Conducting reference checks before confirming your appointment.
5. If offered, conducting verification checks, such as for visa issuance, where required by law or proportional to the role.

We ensure transparency by providing relevant information about the verification process and the personal data involved. Records of this information will be retained for no longer than three months from receipt.

Our legal basis for verification checks varies depending on the circumstances, ranging from legal obligations for visa issuance to pre-contractual measures necessary to establish employment or contractual relationships and verify data accuracy, integrity, and trustworthiness for company protection.

07 Failure to provide personal information

If you neglect to furnish requested information essential for assessing your application—such as qualification evidence or work history—we may encounter difficulties processing your application effectively. For instance, if references are required for a role and you omit relevant details, your application cannot progress further. Similarly, failure to provide personal data may hinder registration as a participant or speaker, reserve your place at an Event, or authenticate your identity for correspondence regarding this Privacy Policy and your rights. It's crucial to provide all requested information to facilitate smooth processing of your application or participation.

08 Decision-making automation

You will not be subjected to decisions with significant impacts based solely on automated decision-making processes.

09 Data sharing

At SIOY, we prioritize the security and confidentiality of your personal information. Here's how we handle data sharing:

1. We share your personal information only with SIOY group entities, search consultancies, software providers, and relevant authorities for application processing purposes.
2. Third-party service providers and group entities are bound by our policies to implement appropriate security measures safeguarding your data.
3. We strictly prohibit third-party service providers from using your personal data for their own purposes, permitting them to process your data only as instructed and agreed upon.

Your personal data may traverse beyond the confines of the European Economic Area (EEA) to reach other SIOY subsidiaries and software service providers.

We are committed to ensuring that any transfer of your personal information outside the EEA adheres to legal requirements and is accompanied by stringent security measures. 

10 Data security

SIOY employs robust security measures to protect your personal information:

1. We have implemented security measures to prevent unauthorized access, alteration, or disclosure of your data.
2. Access to your personal information is limited to employees, agents, contractors, and third-parties who require it for business purposes.
3. These individuals are bound by confidentiality agreements and will process your data solely as instructed.

Despite these precautions, we acknowledge that unauthorized access to personal data cannot be entirely eliminated.

11 Data retention

Regarding data retention:

1. If your application is successful, your personal data collected during the recruitment process will be retained as per specific country requirements and the SIOY Privacy Policy.
2. We retain your personal information for 2 years after communicating our decision not to proceed with your application, enabling us to contact you for future relevant job opportunities.
3. Should you wish to be excluded from further consideration, you can request deletion of your candidate profile.
4. After this period, we securely destroy your personal data unless required by law to preserve it, such as in legal claims or for research purposes where data is anonymized.

12 Your personal information rights

At SIOY, we prioritize your ability to control your personal information. You have the right to access and verify the data we hold about you, ensuring its accuracy and legality. If you find any mistakes, just let us know, and we'll fix them promptly. Additionally, you can request the removal of outdated data, giving you more control over your digital footprint. Should you have any concerns about how we handle your data, please don't hesitate to reach out; we're here to address your questions and ensure transparency. Furthermore, you can pause data processing temporarily if you need time to review it. And if you decide to move on to new ventures, your data can come with you seamlessly.

For inquiries or changes to your personal data, contact us using contact form.