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Information notice: Processing of personal data for recruitment purposes.
We are RINF OUTSOURCING SOLUTIONS S.R.L., a limited liability company with headquarters located in Bucharest, Green Court, 4C Gara Herastrau Street, Building B, 3rd Floor, District 2, Romania („RINF TECH”). When you respond to our talent acquisition proposals, contact us, or apply for an open position in our company, we collect and process several categories of your personal data. This makes us a data controller and you a data subject, according to the data protection legislation.
Please read this document carefully, to find out how we process your data and what are your rights.
When we contact potential candidates on professional platforms (such as LinkedIn), we store the publicly accessible professional resume (profile including name, contact details and professional experience) or the resume which you send to us when you reply to our messages. We use a LinkedIn Recruiter account for such purposes, and we comply with the LinkedIn community rules on contacting passive candidates and respecting users’ choices.
We perform talent searches based on our legitimate interest to find the most suitable candidates and we only store your information in our recruitment database when you show interest in a specific position.
We also receive job applications through our Careers portal, where you can contact us directly and send us your name, contact details, CV and other professional information. We process this data to take steps at your request prior to entering a labour contract, or (in the case of contractor) based on our legitimate interest to identify the most appropriate collaborators.
If you are a good match for our open positions, we can invite you to undergo an interview with our talent acquisition and/or technical teams. In this phase, we collect additional information about your qualifications, and we may ask you to undergo a technical skills test.
We may also ask you to provide documentation in support of your statements regarding educational and professional background (e.g., diplomas, licenses, certificates etc.). If you refuse to provide us such information, we may decide not to continue the recruitment process.
In certain exceptional circumstances, the position you apply for might require background checks which involve the verification of prior criminal convictions. If so, then we will inform you and require you to obtain and show a clean criminal record certificate. We do not collect or store such certificates and we ask you to abstain from showing/sending us any criminal record certificates which do not meet the job description requirements.
Some of our open positions involve working on projects where our clients require a direct verification of the team’s skills. For this purpose, your name and professional experience details will be made available to those specific clients, and, in some cases, you might be invited to an interview with them.
We use the above data in our legitimate interest to confirm the information in the resumes, bios and letters of intent. We also have an interest to maintain the good reputation of the company and, in specific situations, comply with our client’s project demands, and therefore, we deem it important to verify whether the applicant does not have criminal convictions incompatible with the job description.
The IT business sector is very dynamic, and our company always posts new job openings. If the recruitment phase is complete and you do not receive an offer from us, you can stay in contact with us and find out about other opportunities. You can give your consent for this purpose, using the choices which are presented to you when you send your application, and this will enable us to use your personal data to contact you until you withdraw your consent by contacting us using the details provided in section 6.
Please note that we will keep any communications with you concerning the recruitment process for a period of 3 years, for evidentiary purposes. This means that we have a legitimate interest to prove that our recruitment processes are performed equitable and in observance with the legal requirements. This is different from the processing describe under pt. 2.3 above and does not imply using the information to contact you or in any way related to professional opportunities.
We are excited to keep you informed about the latest job openings based on your explicit consent. Our newsletters will bring you a wide range of opportunities, allowing you to explore various positions at your own pace.
Please note that if you do not withdraw your consent, it will be stored in our system for a period of 3 years. Your privacy is important to us. You can choose to unsubscribe from our job alerts at any time by clicking the unsubscribe button provided in the newsletter or by submitting a written request data-protection@rinftech.com.
Your personal data is kept only for as long as needed for the fulfilment of the purposes for which such information is processed.
Storage of data for further contacting is done in accordance with section 2.3 above.
Storage of data for evidentiary purposes is done according to section 2.4 above.
Storage of your consent for further job opening alerts is done according to section 2.5 above.
If you communicate with us via e-mail, all messages are kept for evidentiary purposes according to our e-mail archiving and erasure policy.
The personal data of applicants who receive job offers is subject to a distinct policy which will be provided at the time of employment.
In handling the personal data from your CV, we employ automated techniques via OpenAI’s API platform. This technology allows us to meticulously extract and organize your skills and competencies. The refined and organized data is then seamlessly integrated into our recruitment application, which aligns your professional qualifications with the specific requirements of the job you’ve applied for. The purposes of this automated process are: a) determining the compatibility with the applied job, thus ensuring a more accurate compatibility between the applicant candidate and the job requirements. b) streamlining the recruitment process to make the recruitment process faster and more efficient. The legal basis for this processing is according to art. 6.1. (f)
processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject.
This data is processed automatically, but the final decision on compatibility with the position and employment is made exclusively by a human resource, RINF TECH ensuring that all decisions are conducted in a manner that eliminates inequities. This human resource-cantered approach significantly reduces the risk of bias, ensuring a fair and equitable evaluation of all candidates. Additionally, we prioritize data security and privacy, utilizing a secure format for the transmission and processing of data within the OpenAI platform. We are committed to maintaining transparency throughout our decision-making process, keeping candidates informed about how their data is processed and used in the recruitment process, in full compliance with GDPR legislation.
In accordance with art. 22 of the GDPR, you have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects on you or similarly significantly affects you. You have the right to request human intervention, express your point of view and challenge the decision made following the automated process.
If you wish to object to automated processing, please contact our data protection department at data-protection@rinftech.com.
The data transferred to the OpenAI platform is done in text format but secured, according to OpenAI’s Security policies, with access only to authorized employees in order to provide technical assistance and specialized third-party contractors who are obliged to comply with confidentiality and security obligations, exclusively to review abuse and misuse.
At the same time, the API platform will not use the data transmitted for learning purposes. For more details on this aspect, you can go through OpenAI Privacy Policy and OpenAI Enterprise Policy
Your personal data may be distributed to any other company that is an affiliate of RINF TECH, for internal group administrative purposes or where we consider that it is in our legitimate interest to do so for improving our recruitment process within the group and identifying the most appropriate candidates for job openings within the group.
Access to your personal data is limited to those persons who need to know this information for professional purposes. They may include the department/team and their designees for the fulfilment of certain tasks, as well as employees in the human resources, legal, IT, client engagement, sales and financial departments.
We will share your personal data, on a need-to-know basis only with the following categories of third parties:
a) companies who supply us with apps and services regarding the digitalisations of the recruitment process (e.g., sending automated e-mails, storing and organising candidates’ applications and options etc.);
b) RINF TECH clients, where such clients require information about candidates for specific projects;
c) information technology systems suppliers and related support services suppliers, including email archiving, file storage and sharing, back-up and disaster recovery, cyber security services. This includes OpenAI, to whom we transmit data to data to systematically organize and categorize skills and competencies extracted from your CV.
d) regulatory authorities, accountants, auditors, lawyers, labour law specialists or other external experts, where their activity requires such information;
We will also disclose your personal data to third parties in the following cases: if you request or authorize us to do so; to persons demonstrating legal authority to act on your behalf; where it is in our legitimate interest to do so in order to run, grow and develop our business: (i) in case of a transfer of undertaking (we sell a part of the business or certain assets) related to the job you apply for, we may disclose your personal information to the prospective buyer of such business or assets, in order to ensure that the activity continues as a going concern, or (ii) if RINF TECH (or a substantially part of its assets) are acquired by a third party, in which case personal information held by us will be one of the transferred assets; if we are under a duty to disclose your personal information in order to comply with any legal obligation or any lawful request from public authorities; to respond to any claims, to protect our rights or the rights of a third party, to protect the safety of any person or to prevent any illegal activity; to protect the rights, property or safety of RINF TECH, its employees, customers, suppliers or other persons.
Depending on the means of interaction with us and the recruitment process, there are certain circumstances where we transfer your personal data outside of the European Economic Area (EEA). In such cases, we apply legal safeguards according to the requirements of the General Data Protection Regulation (GDPR).
Some projects we work on might require us to inform our clients wo are based outside of the EEA about new proposed team members. This means that we will inform such clients about your identity and some essential professional qualifications. We will let you know about this particular disclosure on a case-by-case basis, and we will apply legal safeguards for the data transfers.
RINF TECH is a company registered in the European Union and is subject to the requirements of the GDPR and the applicable Romanian national legislation.
RINF TECH does not make recruiting decisions based on solely automated processing which produces legal effects concerning candidates or similarly significantly affects them.
Data subjects have the following rights in relation to RINF TECH, in connection to the recruitments process:
How to exercise your rights: You can send us a formal request concerning any of your rights as a data subject, using the following contact details:
data-protection@rinftech.com
Time period: We aim to respond to your request within one month. This period may be extended, due to the complexity of your request, with a maximum additional period of 2 months. In all cases, if this period is extended, we will inform you about the term of extension and the reasons that led to it.
No identification: In some cases, we may not be able to identify your personal data due to the incomplete / incorrect identifiers you provide in your request. In such cases, where we cannot identify you as a data subject, we are not able to comply with your request in accordance with this section, unless you provide additional information enabling your identification. We will inform you and give you the opportunity to provide such additional details.
This notice is applicable as of July 2024. We reserve the right to modify, where we deem appropriate, the privacy practices and update and make changes to this notice at any time. Any changes to this notice will be displayed through any means we deem appropriate, including by posting it on our website.
Thank you for reading this information notice!
