Candidate Privacy Notice
Dokobit is committed to protecting and respecting your privacy. This Candidate Privacy Notice sets out the basis for the processing of your personal data in connection with our recruitment processes, where Dokobit acts as a personal data controller. This means that we are responsible for deciding how we hold and use personal data about you. Please read the following document carefully, to learn about our standard practices for handling your personal data.
Data we collect from you or other sources
Dokobit collects a range of information about you. This information includes but is not limited to:
data that you have entered on the Candidate Application Form on our website, including full name, email address, telephone number, resume, GitHub profile, and LinkedIn profile;
data that you have provided us in your application documents (resume or curriculum vitae, cover letter), including work experience, education, qualifications, previous work or other experience, language skills, and any additional personal details that you have voluntarily provided us, including during interviews;
details of the type of employment you are looking for, current and/or desired salary, and other terms relating to compensation and benefits packages, willingness to relocate, or other job preferences;
other information publicly available about you on the internet, such as information provided on LinkedIn (only data relevant to your professional life);
information about your criminal background, as required by law for Qualified Trust Service Providers;
data we received from third parties, recommending you as a Candidate for a specific or a potential job opening.
Use of your personal data
We may use your data for the following purposes:
recruitment, selection, evaluation, and appointment for the job you have applied for and subsequent job opportunities within Dokobit or another company in our Signicat group;
to communicate with you and inform you of the current status of your application and prospects;
where necessary, to comply with a legal obligation that applies to us under labour law, such as ensuring equal opportunity monitoring and reporting, complying with legal processes or enforceable government requests, such as search warrants, subpoenas, or court orders.
It is in our legitimate interests to decide whether to appoint you to the role – it is beneficial to our business to appoint a suitable candidate to the role. We also need to process your personal data to decide whether to enter into an agreement with you.
We process your data on your CV and/or cover letter to make a decision if you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is suitable to invite you for an interview. Then we will use the data you provide to us at the interview and/or the results from any tests you took to decide whether to offer you the role. If we decide to offer you the role, we may then take up references and/or any other check before confirming your appointment.
If you fail to provide personal data when requested, which is necessary for us to consider your application (such as work history or a criminal background certificate), we may not be able to process your application further. For example, the law requires us to check all our employees’ criminal backgrounds, and if you fail to provide us with relevant details, we will not be able to take your application further.
Legal basis for processing
We have a legitimate interest in processing your personal data during the recruitment process and keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess, and confirm candidates’ suitability for employment, and decide to whom to offer a job.
If your application is unsuccessful, we may keep your data to reach out to you if there are future employment opportunities that may suit you. In the event of a legal claim, we will use this data to demonstrate that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way.
Who has access to your data
We make sure to share your personal data only with those who need it to perform their duties and tasks. We may internally share your data with the HR team, managers, or other team members involved in the recruitment process within Dokobit or Signicat group of companies.
We use the job application management system Teamtailor (“Teamtailor AB”). Data collected through Teamtailor is stored and processed inside the EU / EEA, in countries that are considered to have an adequate level of protection by the European Commission, or by suppliers that have entered into binding agreements that fully comply with the lawfulness of third-country transfers.
All our third-party service providers and other entities in the Signicat group are required to take appropriate security measures to protect your personal data in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We may be required to disclose your personal data to regulatory authorities to comply with applicable law or valid legal processes, such as search warrants, subpoenas, or court orders.
When we disclose your personal data to comply with applicable law or legal process, we take reasonable steps to ensure that we only disclose the minimum personal data necessary for the specific purpose and circumstances.
How long we keep personal data
We will retain your personal data in our systems, including email, for a period of up to 3 years after your last application date to be able to provide evidence of a fair and transparent recruitment exercise. We further retain such personal data in case a similar role becomes vacant for which you will be a fitting candidate. If you object to such processing, please contact us via the email indicated below.
If you are offered and accept employment with us, the data collected during the application and recruitment process becomes a part of your employment record.
You are entitled to object to us processing your personal data. You may ask us for an overview or a copy of your data. You may also request us to correct or delete specific data, restrict its processing, or transfer some of this data to other organisations. You may also object to the processing of your data, where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
You can contact us if you want more information about these legitimate interests.
If you wish to exercise any of these rights, request the erasure of your personal data or object to the processing of your personal data, please contact us at firstname.lastname@example.org
Changes to this notice
We reserve the right to modify this Notice by posting changes to our website. If you submit additional data or request to be considered for our position following the effective date of the modified Notice, we will handle your Candidate data following the Notice in effect at that time.