AB “Žemaitijos pienas”

Personal Data Privacy Policy of Candidates to Vacancies

 

This Personal Data Privacy Policy of Candidates to Vacancies (hereinafter – the Policy) provides detailed information about the management of candidate personal data carried out by AB “ŽEMAITIJOS PIENAS” (hereinafter – the Company of We) and companies in its group (hereinafter – Group companies), about the data of candidates we collect and manage, use of the data, storage period of the data, etc. This information is important, so we hope that You will read it thoroughly.

We would like to inform You that we shall manage the persona data provided by you for the purpose of personnel selection, on the basis of Your agreement expressed by providing the data. Keep your personal information secure by not sending us any excess information when providing your data.

We would like to draw Your attention to the fact that the Policy may be amended, supplemented or updated. The most recent and relevant copy of the Privacy policy is always available at http://www.zpienas.lt/karjera.

1. What data we manage and why?

Personal data is any information which may be used to identify a person, as well as any information about the person already identified.

1.1. Carrying out selection to an open job position(s) and assessment of Your candidacy

We manage the following personal data when carrying out selection of employees to open job positions at AB “ŽEMAITIJOS PIENAS” or Group companies and assessing Your candidacy.

Data categories:

General information about the candidate: name, surname, date of birth, area of residence or address of the place of residence, email and/or telephone number, information about the work experience of the candidate (workplace, working period, position, responsibilities and/or achievements), information about the education of the candidate (educational institution, study period, education and/or qualification acquired), information on improvement of qualification (trainings, certificates), information about language proficiency, driving skills, other competencies, other information provided in your CV, cover letter or other candidacy documents.

References, employer feedback: person recommending the employee or providing the feedback, his/her contact information, the content of the reference or feedback.

Candidate assessment information: summary of the interview with the candidate, notes and opinion of the person carrying out selection, testing results of the candidate.

Data of persons from special categories*: – data about health condition, conviction still in effect for intentional criminal activity.

* data of persons from special categories is only collected and managed if, and only to the extent necessary for carrying out selection to a specific position and it is allowed according to governing legal acts. According to the provision of governing legal acts, we shall collect and manage data about your health in order to assess your working capacity, the suitability of the position for Your health condition and/or Your ability to work under occupational risk conditions. In all cases we shall only collect special category data in the final stages of selection.

Legal basis for management of data – Your consent (Annex No. 1).

Data management period:

Until we carry out selection to the job position(s) offered to You. Your personal data may be stored for longer, i.e. until it is necessary for fulfilment and protection of our legitimate interests, but no longer than permitted by law.

Data of persons from special categories is only collected and managed if, and only to the extent necessary for carrying out selection to a specific position and is allowed according to governing legal acts. According to the provision of governing legal acts we shall collect and manage data about your health in order to assess your working capacity, the suitability of the position for Your health condition and/or Your ability to work under occupational risk conditions. In all cases we shall only collect special category data in the final stages of selection.

We consider Your consent to manage the data provided in Your CV, candidate’s questionnaire and/or other candidacy documents (curriculum vitae, motivational letter, etc.) for the purpose established in the par. of the Policy to be received when you provide your CV, candidate’s questionnaire and/or other documents to us.

If information about Your candidacy and/or Your CV and/or other candidacy documents are received from the Labour Exchange of the Republic of Lithuania, employment agencies, online job search portals, carrier social networks (e.g. “Linkedin”), and/or other entities providing job search, selection and/or mediation services, we presume that you have received the necessary information about management of Your data and have provided Your consent to manage Your data to the corresponding entity providing such services, and such consent also covers the right to provide Your data to potential employers (including the Company and Associated Companies), enable such potential employers to manage Your data for carrying out selection to a job position(s) and assessment of your candidacy.

We would like to note that we may address other entities for recommendations or providing information about Your qualification, professional skills and business characteristics in order to assess Your candidacy. Your personal data is collected from other sources only after receiving a separate consent from You. For examples, we will check the references You provide or request feedback from Your employer if You grant us Your consent to contact the aforementioned employer and/or other person and to receive feedback about You.

If Your candidacy is not chosen after selection to the respective job position ends and an employment agreement is not concluded with You, all Your person data collected for the purpose of selection shall be stored for 5 years (as established in par. 1.2 of this Policy), unless we receive a separate request from You to not include Your data in the Company’s database of candidates (the aforementioned request should to be sent to: atranka@zpienas.lt, or mailed to: AB “Žemaitijos pienas”, Sedos str. 35, LT-87101 Telšiai). After receiving the aforementioned request we shall safely delete all of Your personal data collected for selection purposes.

1.2. Administration of the candidate database

After including You in the candidate database we shall provide You with information about future recruitments and/or selections carried out by us or Group companies, and we shall manage Your following data in the candidate database.

 

Data categories

General information about the candidate: name, surname, date of birth, area of residence or address of the place of residence, email and/or telephone number, information about the work experience of the candidate (workplace, working period, position, responsibilities and/or achievements), information about the education of the candidate (educational institution, study period, education and/or qualification acquired), information on improvement of qualification (trainings, certificates), information about language proficiency, driving skills, other competencies, other information provided in your CV, cover letter or other candidacy documents.

References, employer feedback: person recommending the employee or providing the feedback, his/her contact information, the content of the reference or feedback.

Candidate assessment information: summary of the interview with the candidate, notes and opinion of the person carrying out selection, testing results of the candidate.

Legal basis for management of data – Your consent (Annex No. 1)

Data management period – 5 years after the end of the selection process.

You may freely object to including and further managing Your personal data in the candidate database, also you may freely object at any time and request removal of Your data from the candidate database by sending a request to atranka@zpienas.lt. Your request to be excluded from the candidate database or withdrawal of Your consent shall not prevent You from participation in selection to specific positions, to which you choose to apply to.

2. What sources do we collect Your personal data from?

Generally we receive Your data directly from you – when You reply to our job posting and/or provide Your CV, candidate’s questionnaire and/or other candidacy document (curriculum vitae, motivational letter, etc.) to us.

We may also receive information about Your candidacy, Your CV and/or other candidacy documents from entities providing job search, selection and/or mediation services, e.g. the Labour Exchange of the Republic of Lithuania, employment agencies, online job search portals, carrier social networks (e.g. “Linkedin”, etc.).

We may also receive certain information about You from third parties, e.g. persons recommending You, current or past employers. Although we shall only collect such information if You grant us Your consent to contact the aforementioned employer and/or other person and to receive Your reference of feedback about You.

3. Longer data storage period

After the period for collection and storage of Your personal data established in this Policy we shall safely delete Your data as soon as possible, within a reasonable period of time necessary to carry out such an action.

Storage of Your data for longer than specifically indicated in this Policy may only be carried out:

- in the event of reasonable suspicion of illegal activity for which an investigation is underway;

- if Your data is necessary for properly settling a dispute, claim;

- on other basis established by legal acts.

In any case, we may store the consent You provided or evidence about it for a longer period if it is necessary for our protection against claims or lawsuits.

4. In what cases and what third parties we disclose Your data to?

We may transfer Your data to third parties assisting us with selection of candidates or providing us with services associated with selection, assessment of candidates and internal administration. Such persons may be providers of personnel selection and/or assessment services, providers of database software, providers of database administration services, providers of data centres or IT services, etc. In any case we shall only provide necessary data to data managers for carrying out specific appointments or providing specific services. Our data managers may manage Your personal data only according to our directions and cannot use it for other purposes or transfer the data to other persons without our consent. Furthermore, they must ensure the security of your data according to the provisions of governing legal acts and written agreements concluded with us.

If you are participating a the selection process for a management position, we may provide Your candidacy and data to our managing companies, which are involved in the assessment of candidates and/or processes of making career decisions according to the procedures established in our group of companies.

We may also provide Your personal data contained in the candidate database to our Group companies, if, in our opinion, your candidacy may be suitable for a position in the aforementioned companies.

Data may also be provided to competent governmental or law enforcement institutions, e.g., the police, law enforcement or supervisory institutions, but only if such institutions request it and only when requested according to valid legal acts or in cases and according to the procedure established by legal acts in order to ensure our rights, the safety of our customers, employees and resources, to bring, present and defend legal claims.

5. What territories and jurisdictions we manage Your personal data in?

We only manage Your personal data in the territory of the European Union. We currently have no intention to transfer and we do not transfer Your personal data to data managers or recipients in third countries.

6. What rights are granted to You by data protection legal acts and how you may exercise them?

The right to familiarize with Your personal data managed by us: You have the right to receive our confirmation if we are managing your personal data, as well as the right to familiarize with Your personal data managed by us and information about the purposes of data management, categories of managed data, recipients of data, data management period, sources of the data.

The right to make corrections of personal data: In the event of changes of data provided to us in candidacy documents or if You believe that the information about You managed by us is inaccurate or incorrect, You have the right to request changes, specification or correction of such information.

The right to withdraw consent: You have the right to withdraw Your consent at any time and request to terminate further management of personal data carried out on the basis of the consent.

The right to present a claim: If You believe that we manage Your data in violation of the requirements of legal acts governing protection of data, we request you firstly contact us directly. If You are not satisfied with our solution, or, in Your opinion, we fail to take appropriate actions according to Your request, You have the right to present a claim to the a supervisory institution, which in the Republic of Lithuania is the State Data Protection Inspectorate (A. Juozapavičiaus str. 6, 09310 Vilnius; Tel: (8 5) 271 2804, 279 1445; Email: ada@ada.lt).

The right to delete data (right to be forgotten): In the event of certain circumstances established in legal acts governing management of data (when personal data is managed illegally, the basis for management of data disappears, etc.), You have the right to request deletion your personal data.

The right to limit management of data: In the event of certain circumstances established in legal acts governing management of data (when personal data is managed illegally, You dispute the accuracy of data, You present an objection to data management on the basis of our legitimate interest, etc.), You also have the right to limit management of Your data.

The right to transfer data: You have the right to transfer data that we manage by automated means (applicable only in the respect of Your data managed in the candidate database) to other data managers. We shall provide the data You wish to transfer in the common digital format used in our system, and on your request, if technical means are available, we shall send the data directly to Your indicated data manager.

7. Procedure of examining requests

In order to protect the data of all our candidates from illegal disclosure, upon receiving Your request to provide data or fulfil Your other rights, we shall be obligated to establish Your identity. For this purpose we may request You to provide a personal document as proof your identity.

After receiving Your request for fulfilment of any of Your rights and ascertaining Your identity, we undertake to present information about actions taken according to Your request without unreasonable delay, but no later than within one month from receiving Your request. Taking into account the complexity and number of requests, we have the right to extend the one-month period by additional two months by informing You before the end of the first month and indicating the reasons for such extension.

If Your request is presented via electronic means, we shall give You a response via electronic means as well, except cases when it is impossible (e.g. due to a very high volume of information) or if you requested the response to be provided otherwise.

We shall reject Your request with a motivated response if circumstances established in legal acts are identified, by informing You in writing about it.

8. How and where You can contact us?

You may contact us regarding all matters of data management via:

Email: atranka@zpienas.lt

Telephone: (8 444) 222 01.

Mailing address: Sedos str. 35, LT-87101 Telšiai.

The letter should be addressed to: AB “Žemaitijos pienas” Data Protection Officer.

Our details as a data manager:

AB “Žemaitijos pienas”

Legal entity number: 180240752

Office Address: Sedos str. 35, Telšiai, Republic of Lithuania

9. How secure is Your data?

We use various technologies and procedures in order to ensure security of Your personal information against illegal access, use or disclosure. Our providers are carefully selected; we require them to use appropriate means for protecting Your confidentiality and ensuring the safety of Your personal information. Although, safe transmission of information via telephone or Internet cannot be completely ensured; any transmission carried out via the aforementioned means is at Your own risk.

In any case, we request you to follow the following basic personal data protection requirements when sending data to us: do not indicate excess or unnecessary personal data in the title of the email or query, enclosed CV, motivational letter, other documents, such as: personal code, health or other special (sensitive) data, financial data, bank account number, data of family members, vehicle identification numbers, immovable property data, and only indicate remaining data to the extent necessary for the purpose, for which the message is sent.