1. Why we collect and use your personal data
We process your personal data for the following purposes and legal bases:
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Pre-contractual steps: to assess your application and suitability for a role; to communicate with you about your application; to prepare and issue job offers and related recruitment communications.
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Legal obligations and legal claims: to comply with legal obligations; to establish, exercise, or defend legal claims.
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Legitimate business interests: to source and approach potential candidates; to review qualifications and match candidates to suitable vacancies; to manage recruitment, including interview scheduling and evaluation; to review and compare test results; to improve our recruitment process through aggregated or statistical insights; to keep your details on file for future job opportunities where we believe you may be a good match, so we can contact you about relevant roles in the future.
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Consent: to collect references.
2. Where we collect your personal data
We may collect personal data about you from the following sources:
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Directly from you, for example when you apply via our website, job platforms, email, or when you communicate with us during the recruitment process.
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From professional platforms you use to share your professional profile (e.g., LinkedIn), where permitted by the platform’s terms and applicable law.
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From recruitment agencies involved.
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From references.
3. What personal data we collect
Depending on the role and how you apply, we may collect:
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Personal and contact details, such as your full name, URLs of your publicly available profiles, email address, telephone number, and other contract information.
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Application and career information, such as your resume/CV and the information it contains, which may include work history, education, skills, qualifications, certifications, and portfolio materials, as well as any other information you choose to provide in your application materials.
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Communications, such as information contained in your correspondence with us via email, messenger apps and other communication channels.
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Recruitment process information, such as interview notes and comments generated by recruiters and interviewers based on your application and interactions with you, and results of any test assignments you complete.
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References, such as feedback about your work experience, employment history, performance, and skills.
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Other details required to prepare an offer and arrange your employment, and, where applicable, the relocation for you and your family, such as your place of residence and immigration status.
4. Where we store your personal data and how long we keep it
We store candidate data on secure systems and limit access to authorised personnel who need the data for recruitment purposes.
If your application is successful and you join VOLKA, we will keep your personal data as part of your employee record.
If your application is unsuccessful, we will delete your personal data unless we believe you may be a good match for other roles at VOLKA in the future. In that case, we will keep your details in our talent pool for no longer than three years from the date we notify you of our decision on your application. Upon expiry of that period, your personal data will be deleted. In case you wish to object to the retention of your personal data for the above-mentioned period, please contact us at the email address provided below.
We may also retain certain information where this is necessary to comply with a legal obligation.
5. Who we share your personal data with
We share your personal data with Ashby, a recruiting software provider that we use to manage job applications and support our recruitment process.
Depending on the stage of the process, your information may also be stored and discussed internally using tools such as Google Drive, Notion and Slack.
Where your personal data is transferred outside the European Economic Area (“EEA”), we use appropriate safeguards to protect it, including standard contractual clauses, in line with GDPR.
6. Your rights concerning your personal data
Under the data protection law, you have the following rights:
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Right of access to your personal data, which allows you to obtain a copy of the data we hold about you and other supplementary information about our privacy practices with respect to your personal data.
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Right to have inaccurate personal data rectified or incomplete personal data completed.
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Right to have your personal data erased in certain circumstances; for example, where there is no good reason for us to continue processing them, or where you have objected to the processing of your personal data (see below).
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Right to request restriction of processing of your personal data in certain circumstances; for example, while we are considering a rectification or objection request made by you.
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Right to data portability, which allows you to receive the personal data that you have provided to us, in a structured, commonly used and machine-readable format, and also request that your personal data be transmitted to another controller.
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Right to object to the processing of your personal data on grounds relating to your particular situation and in certain circumstances such as where we are relying on our legitimate business interests as the legal ground for processing.
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Right to withdraw your consent at any time if we are processing your personal data on the basis of your consent.
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Right to lodge a complaint about the way we handle your personal data with your local data protection authority. You may address in this regard to the Office of the Commissioner for Personal Data Protection.
7. How to contact us
If you have any questions regarding this privacy notice or wish to exercise any of your rights specified above, please contact VOLKA’s Data Protection Office at the email address provided below.
The data controller: VOLKA ENTERTAINMENT LIMITED
Address: 3 Kleopatras, 3042 Limassol, Cyprus
Email: [email protected]
Data Protection Officer
Address: 3 Kleopatras, 3042 Limassol, Cyprus
Email: [email protected]