Recruiting Privacy Notice

Who’s responsible for processing my personal data?

Data protection principles

• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Collected only if necessary and relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept securely and only as long as necessary for the purposes we have told you about.

Where your personal data is collected from?

• You, the candidate.
• Recruitment agencies and providers of candidate search services (if applicable), from which we collect the following personal data such as name, email, telephone, resume, social media or personal websites.
• Background check providers (if applicable), from which we may collect personal data related to education verification, financial checks, employment history. Background check providers may also be engaged to facilitate criminal checks.
• Your named references, from whom we collect personal data such as your relationship with the reference, personality, skills, experience, development areas and performance
• Publicly accessible sources, such as social media (if applicable), including data from your public linked in or X profile.
• Trade unions (if applicable) in the event of legal process and/or claims being presented against Neko Health by a candidate, in which case may receive personal data related to the claim or legal process.

The categories of information we collect about you

• Profile data: Information about your name, picture, date of birth, personal identification number, gender, location, nationality and how you found out about the role you apply for.
• Contact data: Information about your email, telephone number, address.
• Application data: Information about (i) which role you apply for and where (including whether you need visa sponsorship to work from the desired location), (ii) your skills and professional background which you have provided to us in your CV and covering letter, including education, certifications, employment history, personality, skills, motivations, professional licenses, links to social media accounts, GitHub, portfolio and similar, and (iii) any information generated during the interview process, including email correspondence, meetings notes and automatically generated meeting transcripts and recordings as well as your choice to allow us to keep/not keep your personal data for future recruitment processes.
• Test data: Information which tests and similar evaluations you have completed as part of the recruitment process as well as results from such test and evaluations.
• Background check data: Information from references and background checks, including information about performance, character and personality (obtained from references), and information from social media, criminal checks, credit checks, and relevant right to work checks, medical license and medical malpractice and similar.
• Technical data: Information from your device and technical and statistical data which may be collected when you visit or interact with our career website, ads or application forms, including your IP address, type of device, operating system, browser, resolution, language preferences, unprecise location (e.g. country), device settings as well as information on your use and activity, including which parts of the website, ads and application forms you interact with.

How we use information?

Manage your application

• Assess your skills, qualifications, and suitability for the role, carry out interviews, tests and similar.
• Communicate with you about the recruitment process.
• Keep records related to our hiring processes.

Carry out background and reference checks

Analysing and improving our career website

Considering you for future roles

Compliance and claims

If you fail to provide personal data

How we use particularly sensitive personal data

• We use information about disability to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.
• We may carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role you applied for. To do this we work with a third-party service provider to carry out the check.
• We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.

Use of new technology and automated decision-making

Data sharing

With which third parties do we share personal data and why?

Transfer to third countries

• Adequacy decision: A decision by the EU Commission that the country outside of the EU/EEA to which your personal data is transferred has an adequate level of protection, which corresponds to the level of protection afforded by the GDPR. In particular, we rely on the EU Commission’s adequacy decision for the US via the so-called EU-US Data Privacy Framework, and the adequacy decision for the UK.
• Standard contractual clauses: We enter into EU Commission’s standard clauses with the recipient of the personal data outside the EU/EEA.

Data security

Data retention

How long will you use my information for?

Use of cookies and similar tracking technologies

Processing of personal data of reference persons

Rights of access, rectification, erasure, objection, restriction and data portability

Your rights in connection with personal data

• Right to know what data we process about you and to receive a copy of such data;
• Right to ask us to correct any inaccurate or incomplete information about you;
• Right to request the erasure of your personal data. Please note that there are situations where we cannot delete your data. For example, when we have a legal obligation to continue to store your data or when the data is needed to establish, exercise or defend against legal claims;
• Right to withdraw consents you have given;
• Right to object to processing of your data which we use on the basis of legitimate or public interest. You can also always object to processing that takes place for the purpose of direct marketing;
• Right to request access to personal data, which we have obtained from you, in a machine-readable format so that you can transfer your data to another data controller (right to data portability); and
• Right to request that we restrict our processing of your data in the event that you believe that the data we hold about you is inaccurate, that our processing is unlawful or that we do not need the data for a specific purpose;

Questions or complaints

Changes to this policy

Schedule 1 – List of data controllers