INFORMATION ON THE PROCESSING OF PERSONAL DATA OF CANDIDATES AT INTEGRATION DATA SYSTEMS SRL

Data Protection Notice for Job Applicants

Your privacy is very important to us. We are committed to complying with both European and national data protection laws, especially Regulation (EU) 679/2016 (GDPR), Law 190/2018, and the following core principles:

• Lawfulness, Fairness, and Transparency: We process your data lawfully and fairly. We are always transparent about the information we use and ensure you are properly informed.
• Your Control: Within the limits of the law, we enable you to review, modify, or delete the personal data you have shared with us and to exercise your other rights.
• Data Integrity and Purpose Limitation: We use your data only for the purposes described at the time of collection or for compatible new purposes. Our purposes always comply with the law. We take reasonable steps to ensure your personal data is accurate, complete, and up to date.
• Security: We have implemented reasonable security measures to protect your data as best as possible. However, please note that no website, application, or internet connection is completely secure.

 

INTEGRATION DATA SYSTEMS SRL, with its headquarters in Bucharest, Sector 1, 43 Argentina Street, registered at the Trade Register under no. J40/8392/2012, VAT no. RO 30455799, account no. RO67INGB0000999906214786 at ING BANK, email: IDS_Office@ids-consulting.ro, represented by Gabriel Sebastian Tătaru as Data Controller, processes your personal data as described in this Notice.

 

1. Purpose of Processing

We process your personal data for the purpose of conducting recruitment activities, with the aim of entering into an individual employment contract or a collaboration/services agreement.

 

2. Legal Basis for Processing

Data processing is necessary in order to take steps at your request prior to entering into an employment contract. We also process your personal data based on our legitimate business interests.

 

3. Categories of Personal Data Processed

• Name and surname
• Age/date of birth
• Marital status
• Email address
• Phone number
• Home address
• Professional experience
• Education/qualifications/certifications
• Foreign language skills

 

We may collect and use any of the following personal data about you, referred to as “personal data” in this notice:

• CV information: name, surname, home address/residence, email address, phone number, previous employers, training, professional qualifications, and references. We may use this information to contact you for interviews or, with your consent, to request references from previous employers. If an employment or collaboration contract is not concluded, we may retain some information to contact you about future opportunities. You can ask us at any time to stop this processing and delete your data.
• Professional file information: name, surname, address, professional history, analysis of professional development and skills, performance details, and adaptability.
• Images from video surveillance: If your interview takes place at our premises, video recordings may be made. These are stored internally and are only shared with authorities upon legal request.

 

4. Source of Personal Data

Some personal data is provided directly by you, while other information may be obtained from third parties (for example, when checking professional references).

 

5. Recipients of Personal Data

Access to your personal data is restricted to employees who require this information to fulfill their professional duties, including the Human Resources department, potential supervisors, and company management involved in the recruitment process.

 

6. Data Transfers

Your personal data will not be transferred to entities or organizations outside the country.

 

7. Retention Period

• For candidates who are not hired or do not become collaborators: personal data is retained for three years after the end of the recruitment process.
• For candidates who are hired or become collaborators: personal data is retained for the duration of the employment/collaboration contract, and, after termination, for the legally required archiving period.
• Video surveillance images: retained for 30 days from recording, unless an incident occurs, in which case relevant footage is kept until the matter is resolved.

 

8. Your Rights Regarding Personal Data

Under Articles 15-22 of EU Regulation 679/2016, you have the following rights regarding your personal data:

1. Right of access: To know whether or not your data is being processed and to access such data.
2. Right to rectification: To request the correction of inaccurate or incomplete data.
3. Right to erasure (right to be forgotten): To request deletion of your data in certain circumstances, such as when it is no longer necessary, consent is withdrawn, or processing is unlawful.
4. Right to restrict processing: To request restriction of processing in specific cases, e.g., if you contest the accuracy of your data, processing is unlawful, or you need the data for legal claims.
5. Right to data portability: To receive your personal data in a structured, commonly used, machine-readable format and to transmit it to another controller, where technically feasible.
6. Right to object: To object to the processing of your personal data, including profiling, at any time, unless the controller demonstrates compelling legitimate grounds.
7. Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time, without affecting prior processing.
8. Rights relating to automated decision-making and profiling: To request human intervention, express your point of view, and contest decisions.

 

Please note that these rights are not absolute and may be subject to exceptions. Each request will be assessed individually. If your request is well-founded, we will facilitate your rights. If not, we will inform you of the reasons for refusal and your right to lodge a complaint with the Supervisory Authority or seek legal remedy. We aim to respond within 30 days, but this period may be extended depending on the complexity or volume of requests.

You can exercise your rights by submitting a written request or by completing the “Data Subject Request” form and sending it to IDS_dpo@ids-consulting.ro or by post to Bucharest, Sector 1, 43 Argentina Street. The Data Protection Officer can be contacted in the same way.

 

The Right to Lodge a Complaint

As a data subject, you have the right, under Regulation (EU) 679/2016, to lodge a complaint with the Supervisory Authority regarding the processing of your data or the respect of your rights.

In Romania, the National Supervisory Authority for Personal Data Processing (ANSPDCP) can be contacted at B-dul General Gheorghe Magheru, no. 28-30, Sector 1, postal code 010336, website: www.dataprotection.ro.

 

9. Additional Questions

If you need further information regarding your rights or wish to exercise any of them, please contact us. We will respond to your request within 30 days, with the possibility of extending this period by another 30 days if your request is complex. If your request is refused, we will explain the reasons and indicate any applicable exceptions. Before responding, we may ask for information to verify your identity.

For any questions about how we process your personal data, please contact us.

 

DATA SUBJECT REQUEST FORM (for exercising the rights provided in Articles 7, 12-22 of the GDPR)

After completing the form, please submit it by email to IDS_dpo@ids-consulting.ro or by post to Bucharest, Sector 1, 43 Argentina Street.