At recruitis.io s.r.o., we are committed to protecting the privacy and security of the personal data of visitors to our website www.onboardee.io, on which we operate the Onboardee service, of customers of this service, as well as their representatives and contact persons. We process your personal data provided to us or otherwise held by us in the manner and for the purposes set out in this Privacy Notice.
This Privacy Notice aims to provide you, in particular, with information about the scope and nature of the processing of personal data in connection with our services, the extent of your rights and the manner in which you can exercise them.
The controller of your personal data is recruitis.io s.r.o., with its registered office at Chmelova 357/2, Postal Code 500 03, Hradec Králové, Czech Republic, European Union, corporate ID No.: 275 08 391, registered in the Commercial Register maintained by the Regional Court in Hradec Králové, file No. C 23184 (hereinafter referred to as “we”), operating the website www.onboardee.io (including all sub-sites and sub-domains) and the Onboardee service for human resources management (hereinafter referred to as the “Service”).
In case of any requests relating to the processing of your personal data or in case of exercising your rights set out in Clause 6 below, please send us an e-mail at firstname.lastname@example.org.
We only process your personal data to the extent that is determined by the specific services we provide to you, or other processing purposes (for example, direct marketing or legal claims management) as set out below.
If you become our customer and purchase a subscription to our Service or order a trial version of our Service, we need to process the personal data of your representative(s) or other contact persons to the extent necessary for the purposes of entering into and performance of the service agreement and registration for our Service in the following scope: company name, identification number (IČO) and tax identification number (DIČ) and address of the customer’s registered office, name of the customer’s representative, telephone number, e-mail and content of the agreement, password, type of subscription or trial version, communication with the representative, payment details.
The legal basis for such processing is our legitimate interest in managing the business relationship and communication with the designated representative of the customer in connection with the concluded service agreement. The personal data provided will be processed for the duration of the contractual relationship with the customer.
We are also obliged to process invoicing data, including the company name, taxpayer identification number and other information required to be included on the tax document, for the purposes arising out of accounting legislation and other applicable legislation governing our business activities. The legal basis is compliance with legal obligations to which we are subject and the data will be retained for the period specified in the relevant legislation.
Customers who have purchased our Service or ordered a trial version of it may authorise us to process the personal data of their potential employees, employees, former employees, potential contractors, contractors, and former contractors. Customers are also authorised to create sub-accounts within the Service for potential employees, employees, former employees, potential contractors, contractors, and former contractors, and provide us with the personal data of those individuals whilst creating the sub-accounts.
In relation to such processing of personal data, we are in the position of a processor, and we process personal data of employees, potential and former employees, contractors, potential and former contractors of our customers to the extent in which it is provided to us. The personal data provided will be processed for the duration of the contractual relationship with the customer, but no longer than necessary (in each individual case) to achieve the purpose of the processing.
You may also sign into the Service through a third-party single sign-on (“SSO”), specifically through Google SSO and Microsoft Azure SSO. Please note that the processing of your personal data by Google and Microsoft and its disclosure to third parties by them is governed by the privacy notices adopted by those entities and is not covered by this Privacy Notice.
In the case of our customers, we may process the e-mail address of the customer’s representative (contact person) provided when ordering a subscription to our Service or a trial version of it, or during the course of the business relationship with the customer for the purpose of promoting our products and services. You may unsubscribe from receiving these commercial communications at any time by contacting us at email@example.com. You may also unsubscribe from receiving commercial communication: (i) when you order a subscription to our Service or a trial version of it, or (ii) through the unsubscribe link in each e-mail containing commercial communication you receive from us.
In this case, the legal basis for such processing of personal data is our legitimate interest in direct marketing. We will process the e-mail address for the purpose of business communication for the duration of our contractual relationship with the customer or until you unsubscribe.
To ensure the functionality and security of our website and to provide you with the best user experience, we may also process technical data relating to your use of our website, such as IP addresses, logs or traffic data.
The legal basis for such processing is our legitimate interest, as we need to protect our networks and ensure their proper operation. Your personal data will be processed for a period necessary to fulfil this purpose, but for no longer than 12 months.
We use temporary (so called session), strictly necessary cookies that enable you to move around our website and use its basic functions. These cookies are only set in response to actions made by you. These cookies are indispensable for the use of our website and expire after you close your web browser or within 24 hours.
We use analytical and performance cookies, specifically Google Analytics. These cookies allow us to recognise and count the number of users of our website and to gather information about how our website is used (e.g., which sections of our website are most frequently accessed by users and whether they receive error messages). This helps us to improve how our website works, for example by ensuring that you can easily find what users are most often looking for. The expiration period of these cookies is no more than 24 hours.
Non-essential cookies will be set only with your consent. You can change your preferences at any time here.
Our website may include social media features, such as YouTube, Instagram a LinkedIn plug-ins. These features may collect information about you, such as IP address, websites you are visiting and may set a cookie to enable the feature to function properly. The processing of data through the interactions with these features is governed by the policies of the social media providers that are available at:
· YouTube: https://policies.google.com/?hl=cs;
· Instagram: https://help.instagram.com/;
· LinkedIn: https://www.linkedin.com/legal/cookie-policy.
You may contact us using the contact form available on our website www.onboardee.io and ask us to show you how the Service works and answer any questions you may have. You may also contact us for this purpose via the customer support, telephone and e-mail address listed on our website.
In this case, we process your personal data in order to contact you, introduce our Service or answer your enquiry. The legal basis for the processing of the personal data is our legitimate interest in responding to your request to introduce the Service or to your enquiry. The personal data provided will be processed for the duration of the contract negotiations or for the duration of our contractual relationship, or for as long as necessary to resolve your enquiry.
For this purpose, we may process your personal data to the extent that you have provided it to us via the contact form, specifically we will process your e-mail address, telephone number, name and surname, company name, company website and where you heard about us (if applicable). Providing your e-mail address and telephone number via the contact form is necessary for the purpose stated, other data is optional.
If you contact us via the customer support, telephone or e-mail address listed on our website, we may process the personal data that you have provided to us, namely your e-mail address, telephone number, first and last name, company name (if applicable) and the content of our communication.
We may also need to process and store the personal data you have provided to us (see above for the scope of the data processed) for the purposes of potential legal claims. This processing is based on our legitimate interest as we may need to keep evidence for any potential dispute that may arise. Your personal data will be processed for the period necessary to fulfil this purpose, but for no longer than the period corresponding to the general statutory limitation period in each individual case.
Your personal data may be disclosed to reliable third parties that provide us with administrative or technical support, marketing services and process your subscription payments, provide payment services and payment gateway services.
We may also share your personal data with government authorities or law enforcement bodies if required by law, with external advisors and with other personnel who are subject to a confidentiality obligation.
In some cases, it may be necessary to transfer your personal data to third countries, for example when we use an IT service provider or server storage in those countries.
Under the GDPR, we may transfer your personal data within the European Union or the European Economic Area without further restrictions.
If the customers who have purchased our Service or ordered a trial version of it have their registered office or business premises, in connection with whose activities the processing of personal data occurs, in the European Economic Area, the transfer of personal data to third countries, i.e., outside the European Economic Area, does not occur.
If the customers who have purchased our Service or ordered a trial version of it have their registered office or business premises, in connection with whose activities the processing of personal data occurs, in a third country, the transfer of personal data to such third country occurs. The transfer of personal data may take place on the basis of a decision by the European Commission that the third country in question ensures an adequate level of protection. When transferring personal data to a third country for which the European Commission has not issued an adequacy decision, we enter, in particular, into standard contractual clauses and take other appropriate safeguards to ensure the protection of such data. You have the right to ask us for a copy of the standard contractual clauses we have entered into.
We retain your personal data for no longer than it is necessary to fulfil the purpose of the processing in question, i.e., typically for the duration of the contractual relationship or for the period required by the legislation. Where we process your personal data based on your consent, such personal data will only be processed for the duration of the consent which you may withdraw or restrict at any time. If you do so, we will stop processing the relevant personal data for the purposes for which your consent has been withdrawn.
Specific information about the retention of your personal data is set out in Clause 2 above.
If you grant us your consent to the processing of your personal data, you do so entirely voluntarily and, therefore, you have the right to withdraw or restrict the consent at any time.
In some circumstances, you have the right to object to the processing of your data by us, in particular where your personal data is processed on the basis of a legitimate interest; in such case we will assess your objection and inform you about the result.
You also have the right to access your personal data and to request a copy of it. You also have the right to ask us to rectify, update or erase your personal data, restrict the processing of your personal data and to transfer your personal data (i.e., to ask us to provide it to you in a structured, commonly used and machine-readable format or to transmit it directly to another organisation).
However, there are exceptions to these rights. For example, it is not possible for us to delete your data if we are required by law to keep it. Similarly, access to your data may be denied if disclosure of the data would reveal another person’s personal data or if we are legally prevented from disclosing that data.
In addition, you have the right to lodge a complaint with the relevant data protection authority (a list of which is available here) or seek redress through the courts if you believe your rights have been violated.
Our Privacy Notice may change from time to time. We will notify you of any material changes to this notice by e-mail and the most current version of the Privacy Notice will always be published on our website at www.onboardee.io.
Last update: 01. 07. 2022