Purpose
This policy sets out how Evervault Limited ("we", "us", "our") seeks to protect the personal data of our applicants ("you", "your"). We are the "data controller" of your personal data in relation to your job application.
Information we may collect about you
We may hold certain personal details about you on file, including your name and contact details; information you have provided to us as part of your application such as your accomplishments and background, what you like to work on and why you would be excited to join Evervault; your response to challenges we have set as part of the application process; links to your social media profiles that you have shared with us; interview notes; references; offer of employment; and information within and/or attached to internal emails and documentation.
Where do we get the personal data from?
Evervault obtains personal information about you from a number of sources including:
- from you, when you provide us with your personal data, for example when you fill out forms, submit an application, respond to challenges we have set as part of the application process, send us links to your social media profiles, and communicate with us by email;
- through creating interview notes and other records relating to your application; and
- from third parties, where they provide us with references, provide us with your job application, or provide us with other information relating to your application and social media platforms you use (as shared with us by you).
Reasons we use your personal data
We process your personal information to pursue our legitimate interests to carry out our job application process and recruit you, to decide whether to enter into a contract of employment with you, and in order to discharge our legal obligations,. The situations in which we will use your personal data are listed below:
- assessing your skills, qualifications, and suitability for the role;
- making a decision about your recruitment;
- communicating with you about the recruitment process;
- determining the terms on which you work for us;
- keeping records related to our hiring processes; and
- complying with legal or regulatory requirements.
A failure to provide the relevant personal data for the purposes set out above, may significantly hinder our ability to process your job application.
Evervault will ensure, so far as is possible, that the information held about you is accurate and, where necessary, kept up to date. However, it is your responsibility to ensure that any changes to your information held by us are notified to us as soon as possible.
How long do we keep your personal data?
Evervault will retain your personal information for a period of 12 months after we have communicated to you our decision about whether to appoint you to the role for which you have applied. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with applicable laws and regulations.
Who do we share your information with?
Evervault may transfer your personal data to other parties, including our recruitment software provider and Evervault Inc.
These parties are based outside of the European Economic Area (EEA). Where your information is transferred to any other party we will ensure an agreement is in place between Evervault and such other party on terms which protect your personal data. Where they are based outside of the EEA, we will include extra terms in our agreement to allow the data to be shared (and adequately protected) outside of the EEA.
Security
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
What rights do you have?
Individuals have a number of rights (subject to certain exceptions) under data protection laws in relation to the way we process your personal data. These are set out below. If you would like to exercise your data protection rights in relation to personal data we process about you, please email compliance-request@evervault.com.
Your request will be dealt with promptly and no later than one month (except in extenuating circumstances) from when we receive your request, subject to the requirements and exemptions of the data protection laws. If such extenuating circumstances mean we are unable to comply with your request within one month, we will tell you as soon as possible about this delay.
Data Protection Rights
- A right to access personal information held by us about you.
- A right to require us to rectify any inaccurate personal information held by us about you.
- A right to require us to erase personal information held by us about you. This right will only apply where, for example, we no longer need to use the personal information to achieve the purpose we collected it for; or where you withdraw your consent if we are using your personal information based on your consent; or where you object to the way we process your information (in line with 6 below).
- In certain circumstances, a right to restrict our processing of personal information held by us about you. This right will only apply where, for example, you dispute the accuracy of the personal information held by us; or where you would have the right to require us to erase the personal information but would prefer that our processing is restricted instead; or where we no longer need to use the personal information to achieve the purpose we collected it for, but you require the information for the purposes of dealing with legal claims.
- In certain circumstances, a right to receive personal information, which you have provided to us, in a structured, commonly used and machine-readable format. You also have the right to require us to transfer this personal information to another organisation, at your request.
- A right to object to our processing of personal information held by us about you.
- A right to withdraw your consent, if we are relying on it to use your personal information.
If you have any concerns regarding our processing of your personal information or are not satisfied with our handling of any request by you in relation to your rights, you also have the right to make a complaint to the Data Protection Commissioner in Ireland.
Where do I address questions, concerns or complaints?
If you need to contact us for any reason, including for any questions, comments or requests regarding this notice or relating to the collection and / or use of your personal data, please email us at compliance-request@evervault.com.
Changes to this policy
Any changes to this policy in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to this policy.