Entrada

RECRUITMENT PRIVACY NOTICE

In this document, you will find information on the processing of your personal data collected in connection with your participation in the recruitment process organised by us.

Controller

The controller of your personal data, providing this Privacy Notice, is ENTRADA AI Sp. z o.o., with its registered office in Kraków at ul. Szlak 77 /222, 31- 153 Kraków, Poland, NIP: 6762704441, REGON: 542964400, hereinafter referred to as the “Controller”.

Purpose

We process your personal data in order to review your application and, at your request, take steps necessary before entering into a services agreement, including to assess your experience, skills, availability, financial expectations, conduct interviews and present an offer of cooperation.

Scope of processed data

The data we collect in connection with your participation in the recruitment process organised by us may include, in particular, the following information:

data specified in the Polish Labour Code, including identification and contact details, professional experience, education and professional qualifications, or data specified in other legal provisions, in order to comply with our legal obligations (Article 6(1)(c) GDPR);
other information, including information obtained in connection with the interview, such as your expected remuneration and availability to start work, in order to take steps at your request prior to entering into an agreement (Article 6(1)(b) GDPR);
information about recruitment meetings, in order to take steps at your request prior to entering into an agreement (Article 6(1)(b) GDPR);
contact details provided by you for the purpose of identifying you and exchanging correspondence, in order to comply with our legal obligations (Article 6(1)(c) GDPR);
data generated by us about you, such as an assessment of your skills, in order to take steps at your request prior to entering into an agreement (Article 6(1)(b) GDPR);
data relating to the verification of your statements included in your application and your skills, including data obtained as a result of competence tests, such as information about your knowledge and skills, collected by us in order to take steps at your request prior to entering into an agreement (Article 6(1)(b) GDPR);
other data provided by you voluntarily in your application, such as your photo or interests, based on your consent expressed by submitting your data to us in your recruitment application (Article 6(1)(a) GDPR);
data included in references from previous employers or obtained during our conversations with employers, such as data concerning your skills, based on your consent (Article 6(1)(a) GDPR).

As a general rule, we ask you not to provide us with any sensitive data during the recruitment process, as referred to in Article 9(1) GDPR, in particular data concerning health, disability, religious or political beliefs, racial or ethnic origin, sex life or sexual orientation. If, despite this, you provide us with such data on your own initiative, we will process it only to the extent necessary to handle the recruitment process and in accordance with the applicable legal basis. If there is no such legal basis, we will not use this data.

Voluntary provision of data

Providing the data marked as required in the application form is necessary to participate in the recruitment process and to have your application reviewed. Providing any other data is voluntary. If you apply for a role for which employment under an employment contract is possible, providing the data required under labour law may be necessary to conduct the recruitment process in that respect.

Recipients of data

Your personal data may be disclosed only to the extent necessary to carry out the recruitment process, assess your application, communicate with you, organise recruitment meetings, make a decision on possible cooperation, comply with legal obligations or protect against claims.

Access to your data may be granted to:

persons acting under the Controller’s authorisation and involved in the recruitment process, in particular recruiters, persons responsible for allocating candidate in projects, persons conducting technical interviews, persons assessing your experience, skills and fit for the role, as well as persons responsible for organising the recruitment process;
B2B collaborators and contractors of the Controller involved in the recruitment process, in particular recruiters, persons conducting technical interviews and persons supporting the assessment of candidates, provided that such persons act on the basis of appropriate agreements, confidentiality obligations and the Controller’s instructions;
companies affiliated with the Controller, in particular Entrada AI, Inc., where their participation is necessary to assess your application, match your profile to projects, conduct technical interviews, make a decision on cooperation or organise the recruitment process;
providers of systems and tools used in the recruitment process, in particular the provider of the Dover A TS system, providers of e-mail, calendar, document storage and sharing tools, spreadsheets, notes and internal communication tools, such as Google Workspace and Slack;
recruitment portals through which you access our job advertisement or start the application process, to the extent resulting from the functioning of a given portal;
legal advisors, consultants and other entities supporting the Controller, where access to data is necessary for legal support, pursuing or defending against claims or ensuring compliance of the recruitment process with legal requirements;
public authorities or other authorised entities, where the obligation to disclose data results from legal provisions.

We do not disclose the full scope of your data to each of the above entities. The scope of disclosure depends on the role of a given person or entity in the recruitment process and is limited to the data necessary to perform specific activities.

Transfers of data to third countries

In connection with the recruitment process, your personal data may be transferred to countries outside the European Economic Area, in particular to the United States. Such transfer may occur in particular in connection with:

the Controller’s use of the Dover A TS system, through which candidate applications are handled;
the use of IT tool providers used in the recruitment process, in particular Google Workspace and Slack, if candidate data is processed within these tools;
access to candidate data by a company affiliated with the Controller, i.e. Entrada AI Inc., with its registered office in the United States, to the extent necessary to participate in the recruitment process, assess candidates, conduct technical interviews, analyse the candidate’s fit for projects or organise cooperation.

Transfers of data to the United States are carried out only to the extent necessary to conduct the recruitment process and using mechanisms provided for under the GDPR.

Data processing period

Your personal data will be processed for the period necessary to carry out the recruitment process, i.e. until the process in which you participate is closed. By the end of the recruitment process, we mean the selection of a candidate, completion of communication with candidates and closure of the process by the Controller.

After the recruitment process has ended, we may store selected personal data to a limited extent for the purpose of establishing, pursuing or defending against potential claims related to the recruitment process for a period of 12 months from the end of the recruitment process, unless a longer storage period is necessary due to a claim raised, ongoing proceedings or an obligation resulting from legal provisions.

If you give separate consent to participate in future recruitment processes, we will also process your data for this purpose for a period of 24 months from the date of giving consent or until you withdraw your consent earlier.

Your rights

Depending on the situation, the GDPR grants you a number of rights related to the processing of your data. These include:

the right to access your data, including the right to obtain a copy of the data;
the right to request rectification of the data;
the right to erasure of the data;
the right to restriction of processing of your data;
the right to withdraw consent — to the extent that your data is processed on the basis of consent. Please remember that withdrawal of consent does not affect the lawfulness of processing carried out on the basis of consent before its withdrawal;
the right to data portability;
the right to object to the processing of your data.

In order to exercise your rights, you may send your request to: privacy (at) entrada.ai. Please remember that before fulfilling your request, we will need to properly identify you.

If you believe that our processing of your data violates the law, you may lodge a complaint with the President of the Personal Data Protection Office. More information on how to lodge a complaint is available at: UODO – information for citizens.

Automated decision-making

We do not make decisions in an automated manner, including through profiling.

Access to the Polish Language Version

This English version of the Recruitment Privacy Notice is provided for convenience and to make the information easily accessible to candidates participating in English-language recruitment processes. The Polish version is the original version of this document and prevails in case of any discrepancies.

The Polish version is available here: https://entrada.ai/klauzula-informacyjna-rekrutacja/