Candidate Privacy Notice
Detailed information on the processing of personal data during the recruitment process
Data Controller
The controller of your personal data within the meaning of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (General Data Protection Regulation, "GDPR") is Digital New Agency Poland sp. z o.o., with its registered office at Dr. Stefana Kopcińskiego 62, 90-032 Łódź, Poland (hereinafter referred to as "we" or the "Controller").
You may contact the Controller as follows:
📧 ado-poland@digitalnewagency.com
Purposes and Legal Bases of Processing
We will process your personal data for the following purposes:
Conducting the recruitment process, you have applied for
Legal basis:
Compliance with a legal obligation, i.e., Article 6(1)(c) GDPR, for the processing of personal data required by law, applicable in case of employment under an employment contract or when specific regulations impose obligations (e.g., criminal record verification).
Necessary for entering into or performing a contract, i.e., Article 6(1)(b) GDPR – applicable to employment under civil law contracts.
Voluntary consent, i.e., Article 6(1)(a) GDPR, for additional data provided voluntarily by the candidate.
Participation in future recruitment processes
Legal basis: Voluntary consent provided to the Controller, i.e., Article 6(1)(a) GDPR.
Non-consent will not result in any negative consequences; however, your data will not be used for future recruitment processes.
Ensuring the security of people, property, and information
For example, through access control or CCTV monitoring. Legal basis: Legitimate interests of the Controller (Article 6(1)(f) GDPR).
Establishing, pursuing, or defending against legal claims
If necessary, your data may also be processed for the establishment, exercise, or defense of legal claims. Legal basis: Legitimate interests of the Controller (Article 6(1)(f) GDPR).
Source of Personal Data
If you did not provide your personal data directly, the Controller may have obtained your personal data from third parties, such as recruitment agencies or online platforms advertising the job offer.
Categories of Personal Data Processed
The Controller will process, among others, the following categories of personal data:
First name(s) and surname;
Date of birth;
Contact details;
Education;
Professional qualifications;
Employment history.
The Controller may also process other personal data that you voluntarily provide during the recruitment process.
Data Retention Period
If you are not hired, your personal data will be deleted after the end of the recruitment process, no later than 6 months after your application.
If you have consented to the processing of your data for future recruitment processes, we will process it for no longer than 3 years from the end of the calendar year in which the consent was given.
In exceptional cases, your data may be stored until the limitation period for any claims related to the recruitment process expires.
Data collected via CCTV will be retained for no longer than 3 months from the date of recording unless the footage constitutes or may constitute evidence in proceedings, in which case, it will be stored until the final conclusion of the proceedings.
Recipients of Personal Data
Your personal data may be shared with:
Entities within the Controller’s corporate group;
Third parties providing services to the Controller, in particular recruitment agencies, IT service providers, couriers, postal operators, and law firms;
The Controller’s clients directly related to the given recruitment process.
Data Transfers Outside the EEA
Due to the use of IT systems provided by external suppliers, your personal data may be transferred outside the European Economic Area (EEA) or to international organizations.
In such cases, the Controller will take all necessary steps to ensure data protection compliance, particularly by concluding Standard Contractual Clauses (SCCs) pursuant to the European Commission Implementing Decision (EU) 2021/914, unless an adequacy decision under Article 45 GDPR has been issued for the recipient country.
Use of AI Tools in the Recruitment Process
During the recruitment process, we use AI-based tools to:
Analyze applications and candidate profiles;
Contact candidates regarding the recruitment process;
Consider candidates for future recruitment processes (with prior consent).
In these contexts, AI tools may:
Generate summaries of received applications;
Create draft messages to candidates (e.g., in case of rejection);
Transcribe and summarize video recruitment interviews (where transcripts are available);
Auto-complete selected preset questions based on interview transcripts.
Additionally, AI may support matching candidates to suitable roles within our candidate database and the Teamtailor Group (with consent for future recruitment).
Information About AI Use
AI tools assist our recruitment processes but do not make binding decisions regarding candidates.
All important decisions regarding candidate progression are reviewed and made by a human.
We only use service providers who act as data processors based on data processing agreements and who do not use your personal data for their own purposes, including training AI models.
Automated processing, including profiling based on location, resume content, or questionnaire responses, may occur.
You have the right to object to such profiling and request information about its logic.
If our AI tools are classified as "high-risk systems" under the AI Act (pending legislative finalization), we ensure compliance with applicable obligations, including human oversight, transparency, and technical documentation.
Your Rights Regarding Personal Data Processing
You have the following rights:
The right to access your personal data, rectify, erase, or restrict its processing;
The right to object to processing (where the legal basis is the legitimate interest of the Controller);
The right to withdraw consent at any time (without affecting the lawfulness of processing based on consent before its withdrawal);
The right to data portability (in cases where processing is based on consent or necessary for the performance of a contract).
To exercise your rights, please contact us (contact details in the "Data Controller" section).
Complaint to a Supervisory Authority
You also have the right to lodge a complaint with the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych) at ul. Stawki 2, 00-193 Warsaw, Poland.
Voluntary Nature of Providing Data
Providing personal data is voluntary; however, failure to provide data may prevent you from participating in the recruitment process.
Automated Decision-Making
You will not be subject to decisions based solely on fully automated processing of your personal data.
Consent Form for Processing Data for Future Recruitment
I consent to the processing of my personal data shared during the current recruitment process by Digital New Agency Poland sp. z o.o., with its registered office at Dr. Stefana Kopcińskiego 62, 90-032 Łódź, Poland, for the purposes of future recruitment processes, under the terms specified in the above Privacy Notice.
Providing this consent is fully voluntary; however, without it, your personal data will not be used for future recruitment purposes.
…………………………………….. ……………………………………
Signature and date