Privacy and personal data policy

This document entitled “Privacy and Data Protection Policy” (hereinafter referred to as the “Policy”) is a set of rules, requirements and regulations for the protection of personal data in the course of the activities carried out by “Let’s hire”.

This Policy is a personal data protection policy within the meaning of Regulation 2016/679 of the European Parliament and of the Council of the EU of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (hereinafter: “RODO”).

1. Personal data controller

The Administrator of your personal data is Mrs. Kaja Stefaniak conducting business activity under the name Let’s hire Kaja Stefaniak, with registered office in Krakow, 32G/18 Przewóz Street, 30-716 Krakow, registered in the Central Register of Business Activity and Information under NIP No.: 6793208051, REGON: 387481293 (hereinafter referred to as the “Administrator”).

The administrator can be contacted by you via:

1. email at: kaja@letshire.pl ;

2. phone: +48 533-356-215;

3. mail at the address: Przewóz 32G/18 Street, 30-716 Kraków.

As part of the activities undertaken in relation to the nature of the business conducted by Let’ hire, the Administrator will process:

1. personal data of clients and entities cooperating with the Administrator, including potential clients – which will be related to the conclusion of cooperation agreements, performance of the concluded agreements and performance of other duties incumbent on the Administrator;
2. personal data of candidates – which will be related to the recruitment processes conducted by Let’s hire;

In each of these groups, the processing of personal data will occur in connection with a specific range of the Administrator’s activities.

1. Processing of personal data of potential customers and potential subjects cooperating with the Administrator

The processing of personal data of this group includes the following:

1. name;
2. position;
3. Company name;
4. email address;
5. telephone number;
6. record of postal and email correspondence;
7. publicly available information on entity websites and maintained business profiles of such entities.

• In the case of Let’s hire processing of personal data of potential customers and potential collaborators, no contract is then concluded.
• The aforementioned data are processed by the Administrator and may be disclosed to service providers who are involved in the processing taking into account the specificity of these services, among others IT service, server service, mailing system service, to the extent necessary for the proper processing and protection of your personal data.

1. Processing of personal data of customers and entities cooperating with the Administrator

The processing of personal data of this group includes the following:

1. name,
2. position,
3. email address,
4. telephone number,
5. fax number,
6. address or registered office,
7. company under which you operate,
8. TIN,
9. REGON,
10. KRS,
11. record of mail correspondence with the client or cooperating entity;
12. record of e-mail correspondence with the client or cooperating entity;;
13. record of transactions undertaken..

• If a decision is made to enter into cooperation with a client or collaborator, the data of such entities is collected to the extent necessary to conclude and perform the contract. Therefore, failure to provide the relevant data required by law will result in the inability to conclude or perform the contract.

At the same time, Let’s hire informs you that the data provided may be necessary to fulfill the Administrator’s obligations arising from the law, such as tax obligations.

• The aforementioned data are processed by the Administrator and may be disclosed to service providers who are involved in the processing taking into account the specificity of these services, among others IT service, server service, mailing system service, to the extent necessary for the proper processing and protection of your personal data.

1. Processing of candidates’ personal data

The processing of personal data of this group includes the following:

1. name;
2. mailing address;
3. email address;
4. telephone number;
5. education;
6. specialization;
7. past employment history;
8. notice or termination information for your current employer;
9. financial salary expectations;
10. foreign language skills;
11. additional skills, resulting from the recruitment advertisement;
12. image (photo in CV);
13. data publicly available on business or professional social media;

• In the case of processing of the candidate’s personal data, the provision of data is not necessary for the conclusion of a contract, as Let’s hire does not enter into any contract with the candidate. The provision of data is necessary for the candidate to participate in the recruitment conducted by Let’s hire.
• The aforementioned data are processed by the Administrator and may be disclosed to service providers who participate in the processing, taking into account the specificity of these services, among others IT service, server service, mailing system service, to the extent necessary for the proper processing and protection of your personal data.
• The personal data of a candidate meeting the requirements specified in the recruitment advertisement, in connection with the recruitment process and the candidate’s participation in the recruitment, are made available to the employer, of which the candidates selected for the next stage of recruitment are informed.

1. Purposes and legal basis of processing

We will process your data for the following purposes:

1. in the case of processing personal data of potential customers and potential subjects cooperating with the Administrator:
2. in order to initiate discussions about entering into cooperation with the Administrator and to present its offer for marketing purposes – on the basis of Article 6(1)(a) of the RODO;
3. in order to address an offer via direct marketing – on the basis of Article 6(1)(f) RODO;
4. for contact purposes, in order to reply to a message sent to us directly by e-mail or via a form on the basis of the Administrator’s legitimate interest related to the need to reply – Article 6(1)(f) of the RODO;
5. in order to archive correspondence for the purposes of possible protection and defence against claims – Article 6(1)(f) of the RODO.
6. In the case of personal data of customers and entities remaining in cooperation with the Administrator:

1. in order to execute and perform the contract – on the basis of Article 6(1)(b) of RODO;
2. in order to fulfill the Administrator’s duties resulting from legal regulations, e.g. tax obligation – on the basis of Article 6 section 1 letter c of RODO;
3. in order to archive correspondence for the purposes of possible protection and defence against claims – on the basis of Article 6(1)(f) of the RODO.
4. In the case of personal data of candidates:

1. for the purposes of recruitment and finding candidates who meet the requirements set by Let’s hire’s client, being a future employer – on the basis of Article 6(1)(f) of RODO; (covers data collected not directly from the candidate but through publicly available information)
2. for the purpose of recruitment, including future recruitment, where the data is provided directly by the candidate through the voluntary submission of his/her data – on the basis of Article 6(1)(a) of the RODO
3. in order to make the data of selected candidates meeting the requirements of a given recruitment process available to Let’s hire’s client, being a future employer in the scope of the conducted recruitment process – on the basis of Article 6(1)(a) of RODO;
4. in order to comply with the Administrator’s obligations arising from the law, e.g. tax obligation – pursuant to art. 6 sec. 1 letter c of RODO;
5. for archiving correspondence and all data for the purposes of possible protection and defence against claims – pursuant to Article 6(1)(f) of the RODO;
6. for contact purposes, in order to respond to a message sent to us directly by e-mail or via a form on the basis of the Administrator’s legitimate interest in responding – Article 6(1)(f) of the RODO.
7. Period of personal data processing

• The data concerning potential clients and potential subjects cooperating with the Administrator will be processed for the period necessary to achieve the purposes of processing indicated above. At the same time, Let’s hire makes every effort to make contact as soon as possible. In case of no further contact, the data will be deleted immediately, except if their further storage is necessary to secure any possible claims.

In case of obtaining sensitive data for the processing of which the Administrator has not obtained consent, such data will be deleted immediately.

• Data concerning customers and entities cooperating with the Administrator will be processed for the period necessary to achieve the purposes of processing indicated above. In case of concluding a contract, personal data will be processed for the entire duration of the contract. In terms of tax obligations, data will be processed for the periods indicated in applicable laws.

In case of obtaining sensitive data for the processing of which the Administrator has not obtained consent, such data will be deleted immediately.

• Candidates’ data will be processed for the period necessary to fulfill the purposes of processing indicated above. In the case of data processed for recruitment processes, the processing period is 3 years from the date of obtaining the data. In the case of a candidate’s consent to the processing of personal data in future recruitment processes, the period of processing is 3 years from the date of obtaining consent from the candidate.

In case of obtaining sensitive data for the processing of which the Administrator has not obtained consent, such data will be deleted immediately.

1. Service users’ rights

In connection with the processing of your data, you have the following rights:

1. The right of access to your data – resulting from Article 15 RODO;
2. The right to rectify your data – pursuant to Article 16 RODO;
3. The right to erasure of data – pursuant to the principles and in the cases specified in Article 17 RODO;
4. the right to restrict processing – pursuant to Article 18 RODO;
5. The right to data portability – pursuant to Article 20 RODO;
6. the right to object – pursuant to Article 21 RODO;
7. the right to lodge a complaint to the supervisory authority, i.e. to the President of the Office for Personal Data Protection (to the address of the Office for Personal Data Protection, 2 Stawki Street, 00-193 Warsaw). – For more information on personal data protection and filing a complaint to the supervisory authority, please visit the website of the Office for Personal Data Protection: uodo.gov.pl

VII. Further information about the processing

• Let’s hire obtains candidate data directly from individuals who contacted us regarding the recruitment process, or Let’s hire obtains candidate data from publicly available information about a candidate found on the candidate’s open and public business profiles, or from a person’s recommendation;
• Let’s hire customer data, associates has directly from them.
• Let’s hire potential customers’ data is obtained from publicly available information on entities’ websites and maintained business profiles of such entities.
• We do not process your data by automated means and we do not carry out profiling within the meaning adopted by the RODO.