Cosylab d.d. and its subsidiaries are committed to respecting your privacy and protecting your personal data, which is any information that can identify you as an individual person. We will process your personal data only in accordance with this Privacy Policy.
This Recruitment Privacy Policy describes the privacy practices which Cosylab d.d. and (when applicable) its subsidiaries (“Cosylab”) apply when processing personal data about you in connection with your job application.
What’s in this Privacy Policy?
This policy tells you:
- What personal data we might collect about you;
- How we might use that personal data;
- When we might use your personal data to contact you;
- What personal data of yours we might share with others;
- Your rights in regard to the personal data we process.
What does this Privacy Policy cover?
This Recruitment Privacy Policy applies to the personal data of job applicants, potential candidates for employment or partnership, and those who participate in our recruiting programs and events. This personal data is submitted directly to Cosylab through the online application form and follow-up communications and/or through alternative channels (e.g., via professional recruiting firms).
What’s not covered in this Privacy Policy?
This Recruitment Privacy Policy does not apply to our employees, contractors or clients or to personal data that Cosylab collects for purposes other than recruitment.
What types of personal data does Cosylab collect about me?
1. Information we may collect from you:
- Information allowing your identification: name, surname, date and place of birth;
- Information you provided in order for us to contact you and to allow organization of the recruitment procedure: your address (street, postcode, city, country), telephone number, email address, Microsoft Teams, etc.;
- Information you provide in order for us to verify your eligibility pursuant to the selection criteria as laid down in the vacancy notice: nationality, education and training (diploma awarded), professional experience (job title, duration, company name, company type and web address of company (optional), main tasks and responsibilities), linguistic and job-related skills and competences;
- Information you provided in your CV, motivation letter and/or recommendation letter;
- Information you provide during your job interview;
- In case of an admission test (psychological/intelligence or other): results of written and oral tests;
- Information where you heard of the job position;
- A record of your progress through the hiring process;
2. Information we may collect from other sources
To the extent permitted by applicable law, we might obtain information about your educational and professional background available on a publicly accessible source, such as business and employment-oriented social media sites (LinkedIn or similar). In addition, we may also obtain information about you from other sources such as recruiters or other websites on the internet, subject to such third party’s privacy notices.
Lawful basis for processing
We rely on your consent as the lawful basis for collecting and processing your personal data. In regard to personal data not collected based on your consent, we rely on our legitimate interest. Our legitimate interest is to process your application effectively and to continuously improve our recruitment process.
What do we do with the personal data collected?
We process your personal data for the following purposes:
- To consider your application in respect of a job position for which you have applied;
- To communicate with you in respect of the recruitment process;
- To keep records related to our recruitment processes;
- To effectively proceed with the application and recruitment process and/or to perform the necessary actions required to establish an employment relationship, for example to assist you with obtaining an immigration visa or permit, where applicable;
- To consider your application in respect of other roles in case we obtain your consent for this purpose;
- For statistical purposes.
Security
We use generally accepted standards of technical and operational security to protect personal data we process. Only authorized personnel of Cosylab and of our third-party service providers (e.g., the provider of software required to run our recruiting processes) are permitted to access personal data. These employees and third-party service providers are required to treat this information as confidential.
Where we store your personal data
We store your personal data from recruitment process in our own systems (eHRM and HR database).
The recipients of your data collected in the recruitment process are the People & Culture Department and the members of the selection panel.
How long do we keep your personal data?
Cosylab will only keep your data for the duration necessary to fulfil the purpose for which the data was collected and further processed (i.e., for recruitment and employment process). If your application is not successful, Cosylab will efficiently delete or anonymise all your personal data unless you have provided explicit consent to Cosylab to retain your personal data for 18 months. If your application is successful, the personal data gathered during the recruitment process will be transferred to and retained in the human resources file.
When the law requires Cosylab to keep certain personal data for a defined period of time, Cosylab will keep such information for the period set forth by the law.
Do you want to be considered for another job opportunity which may arise in the future?
We are interested in staying in contact with you after the recruitment process is completed since another job opportunity may arise in the future and we may wish to consider you for that. Therefore, in the process of your application, we will ask you if you wish to be included in our talent pool. If you give your consent to stay in our talent pool, we retain your personal data for a period of 18 months after the recruitment process for the position you applied for with us has been completed. We will delete it sooner if you withdraw your consent or make a request for termination of processing your personal data.
After the above stated period has ended or the consent is withdrawn, Cosylab will efficiently delete or anonymise all the personal data so that it can no longer be linked to an individual.
Your rights in connection to personal data processing
In order to ensure fair and transparent processing you have the right to:
- Request access to your personal data. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data corrected.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
- Object to processing of your personal 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.
- Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal data to another party.
- Withdraw consent where the processing of your personal data by us is based on consent.
You may address any requirements relating to the exercise of rights in connection with the personal data processed by Cosylab in writing to dpo@cosylab.com.
If you believe that your rights or regulations on the protection of personal data have been violated you can appeal to the Information Commissioner of the Republic of Slovenia.
Contact us
If you have any questions about this Privacy Policy or you would like to communicate with Cosylab’s Data Protection Officer please send an e-mail to dpo@cosylab.com.
Changes to our Privacy Policy
Cosylab reserves the right to modify this policy. We will post any changes to the Privacy Policy on this page. Please check this page regularly to keep up-to-date.
This policy was last updated in August 2023.