Intellias Recruitment Privacy Notice

Typically, Intellias Global Limited is the company that is responsible for handling and processing your personal data  under this notice. However, if you apply for a job with another company within Intellias group, that specific company will oversee your data. You may find the list of such companies and their details here.

This company operates as a data controller. Occasionally, its role may vary, but in any case, it retains responsibility for the data processing carried out by Intellias and other authorised persons. The specifics of this role will be outlined and explained in a more detailed privacy notice or another relevant document that pertains to you

In the course of our recruitment processes, we collect your personal data through a variety of methods. You can provide it directly to us, including through our website contact forms or by email. Additionally, we may obtain your data from third parties or other external sources

For example, if you apply for a job vacancy posted on our website, you may send us your CV. We may also gather recruitment data from external sources like LinkedIn, JustjoinIT or similar platforms where you have made your data publicly available. Occasionally, we may receive your data from third parties, including those who recommend you for potential employment. When we receive data from third parties, we take appropriate measures to inform you about the information provided.

Usually, you provide us with your data voluntarily. However, if you choose not to provide certain data, we might not be able to assess your application, and you might be excluded from the recruitment process.

For recruitment purposes, we collect and use the following data:

• Basic data. This refers to essential information about your identity, such as your full name, gender, citizenship, date of birth, personal photo and other related details.
• Qualification data. This category covers information about your skills, education, work experience, areas of expertise, professional accomplishments, awards, certifications, previous employment history and other qualifications.
• Contact data. This category includes contact details that enable us to get in touch with you, including your phone number, email address, Skype ID, current city of residence and social media accounts like LinkedIn, JustjoinIT, or others.
• Your preferences. This category includes information regarding your preferences related to professional development, such as your desired position, salary expectations, career goals and other related data.
• Other data. This encompasses any additional information that you provide to us but is not covered in the above categories. It may include details, such as data from your CV, the results of CV assessment, your hobbies and interests, publications, information regarding your participation in Intellias corporate events, video and audio recordings of online meetings and interviews, CCTV footage and other related data, including that is required by applicable law for recruitment purposes.

Please note that we do not intentionally collect data concerning your health, racial or ethnic origin, political opinions, or religious and philosophical beliefs. Therefore, we ask you to not provide us with such data, as well as any other excessive data.

Whenever we collect and use your data, we try to ensure that such collection and use is performed exclusively for the legitimate purposes specified in this notice, and that the data is not used in a manner that is incompatible with such purposes.

The data outlined in this notice is only collected and processed for recruitment purposes. In addition, we may use your data for secondary purposes closely related to the mentioned above in circumstances where you would reasonably expect such use. To that extent, we may use such the data in the following ways:

• Responding to your applications, queries and requests related to your recruitment.
• Conducting interviews with potential candidates.
• Identifying and evaluating candidates for potential employment, as well as for future roles that may become available.
• Maintaining job application, recruitment and hiring records.
• Conducting background checks, where permitted or required by applicable law.
• Complying with internal and external audit requirements, as well as for information security purposes.
• Holding corporate events within Intellias, such as seminars, workshops, courses and others.
• Ensuring compliance with recruitment legal requirements.

Intellias operates video surveillance systems that may view or record individuals in its business premises. Usually, such video surveillance systems include CCTV (closed-circuit television) cameras or any similar technology. We use such systems exclusively for staff administration purposes, such as identifying persons in the office, providing access to special areas, enforcing health and safety policies, and prompt responding to urgent requests or certain incidents.

However, if you visit our offices, e.g. for an interview or participation in our corporate events, we may process your image captured on the video recordings. Usually, you may find our systems installed in the entry point, office reception or common places. The monitored areas are appropriately designated and the recordings are stored for the time necessary for operational purposes depending on local specifics.

There is always a clear and visible signage in place to make sure you are informed that CCTV or other surveillance technology is in use.

Intellias collects and uses your personal data mentioned in this notice in compliance with applicable data protection laws and regulations. The collection and processing of your data are based on one or more of the following legal bases:

• Conclusion of a contract. When we reach an agreement regarding your potential employment, we need to establish a formal contract to define our relationship. Therefore, we process your data to conclude an employment or similar contract with you, as well as take the necessary steps at your request before finalising the contract.
• Legal obligation. Processing of your data may be necessary to comply with applicable laws and regulations, requests, decisions or queries from governmental or other competent bodies, as well as other legal obligations to which Intellias is subject. For example, this may involve verifying your eligibility to work in the specific jurisdiction before your employment starts or other “right to work” checks
• Legitimate interest. In certain cases, we may process your data based on our legitimate interests. We have a legitimate interest in processing your data throughout the recruitment process and keeping records of the process. This enables us to effectively manage the recruitment process, evaluate and verify your suitability for employment, and make decisions regarding job offers. This also involves detecting and resolving security issues or fraud, as well as responding to and defending against legal claims. Before proceeding with such processing, we conduct a legitimate interest assessment to make sure that our interests are not overridden by your interests or fundamental rights and freedoms.
• Your consent. If any of the listed legal bases does not apply to you, we may ask you to provide us with your consent which serves as a separate legal basis to process your data. For example, we may ask for your consent to share your data with specific third parties or certain categories of third parties. You can provide your consent in various forms, such as filling out registration forms on our website, sending an email or using any other means of communication.

There may be other legal bases for processing your data, as permitted by applicable law.

We disclose and share your data as described in this notice with specific categories of recipients, including third parties.

Such categories of recipients include:

• Our affiliates and subsidiaries. Intellias is an international group of companies, and therefore we may disclose and share your data with our affiliates and subsidiaries to optimise and facilitate our business activities, as well as structure our processing procedures to comply with applicable laws and regulations. Also, your data may be disclosed and transferred to relevant third parties in case of acquisition of our company or merger with another company. The list of our affiliates and subsidiaries is here.
• Our service providers and partners. Intellias collaborates with various service providers and partners worldwide to support and enhance our business operations. In particular, these entities assist us in recruitment and hiring processes, delivering services, hosting and security operations.
• Our personnel, independent contractors, agents and consultants. As a global business, Intellias requires the expertise of experienced specialists in different areas. These specialists may be engaged as part of our personnel, consultants, independent contractors or agents. We may delegate certain data processing operations to these specialists. Either way, such specialists act on our behalf and under our control regarding your data.
• Competent authorities and regulators. In certain situations, as required or permitted by applicable laws, we may disclose and share your data with competent authorities, courts, regulators and law enforcement agencies. This may be necessary to comply with legal proceedings, court orders, investigation procedures or other lawful processes. Such disclosure and sharing of data will always be carried out in accordance with the laws and regulations that govern Intellias’ operations.
• Our clients. Occasionally, our clients may receive your CV to assess your suitability for potential engagement in their projects. Whenever possible, we aim to first provide anonymised data from your CV. If the anonymisation is not possible, we will do our best to notify you in advance of such disclosure.
• Other recipients. We may also disclose and share your data with other recipients. However, we will ensure that there is a suitable legal basis for such disclosure or transfer. Where applicable, we will also notify you of, or obtain your consent for, such disclosure and transfer.

As part of our employee referral program, we may share specific information about the hiring process of potential candidates, such as the stages of your interview and the outcomes of hiring decisions, with the personnel who recommended you. This sharing of information is essential for the effective promotion and implementation of our referral program. Your data will be treated with the highest confidentiality and in accordance with our privacy practices as outlined in this notice

We collect and use your data in compliance with applicable laws and regulations, which grant you certain rights, such as:

• Right to withdraw your consent. If the processing of your data is based on your consent, you have the right to withdraw that consent at any time. You can withdraw your consent using the same or a similar method through which you provided it to us. For example, if you provided consent via email, you can withdraw it by contacting us through email. Anyway, it will be as easy to withdraw as to give your consent.
• Right of access. You have the right to obtain confirmation as to whether or not your data is being processed, and, where that is the case, access to your data and other related information. This includes details, such as the purposes of the processing, the categories of data involved, the source from which the data was collected, including whether it came from publicly accessible sources (if not provided by you), the duration for which your data will be stored, or the criteria used to determine this duration. You also have the right to receive other information depending on the applicable regulation.
• Right to rectification. You may request the correction of your inaccurate data. Taking into account the purposes of the processing, you have the right to have your incomplete data completed, including by providing a supplementary statement.
• Right to erasure. You have the right to ask us to delete or remove your data (right to be forgotten) where:
• The processing of such data is based on your consent and there’s no other legal ground for the processing for example, the performance of a contract).
• If the data is no longer necessary for the purposes for which it was initially processed.
• The data has been unlawfully processed.
• You object to the processing of your data and there are no overriding legitimate grounds for the processing, or you object to the processing of data for direct marketing purposes.
• The data needs to be erased for compliance with applicable laws and regulations.
• The data has been collected in relation to the offer of services directly to a child.

Please note that the right to erasure is subject to limitations set out by applicable law.

• Right to restriction of processing. You may request to restrict the processing of your data if you contest its accuracy, or the data is used unlawfully, you need it for legal reasons, provided we no longer need it for the purposes of the processing, or you object to processing.
• Right to data portability. Where the processing is based on your consent or carried out by automated means, you may receive your data provided to us in a structured, commonly used, and machinereadable format, as well as transmit that data to another controller. However, you may not exercise this right when the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us, if any.
• Right not to be subject to a decision based solely on automated processing. You have the right to avoid being subjected to a decision that is made solely based on automated processing, including profiling unless it is necessary for entering into or performance of a contract between you and Intellias, or it is based on your explicit consent, or if it is required or allowed by applicable law
• Right to lodge a complaint. You may lodge a complaint with a competent supervisory authority, including the UK Information Commissioner’s Office, Office of the Information and Data Protection Commissioner, other
  competent supervisory authority in the EEA member state or any other competent supervisory authority, depending on applicable law
• Right to object. You have the right to object, based on your specific circumstances, at any time to the processing of your personal data which is based on data processing in the public interest or exercising official authority vested in us, if any, or data processing based on a balance of interests, including profiling. You also have the right to object at any time to the processing of your data for direct marketing purposes, which includes profiling to the extent that it is related to such direct marketing.

Please note that these rights are not absolute and may be subject to conditions.

While our headquarters is in Malta, it is important to note that our affiliates, service providers, partners, clients and personnel may be situated in various locations beyond Malta, such as other EEA member states, the United States, UK or Ukraine. That’s why when we share or transfer your data outside Malta, EEA, UK or United States, including to the countries concerning which there is no adequacy decision or adequacy regulations, we ensure that appropriate safeguards, including standard data protection clauses or standard contractual clauses, are in place. Please note that such countries potentially may have less strict data protection regulations than those in the EEA, UK or United States, however, we take all necessary measures to ensure the security of your data in such countries.

Intellias will only retain your data for as long as required to fulfil the purposes for which it was collected, as well as to comply with legal, regulatory or reporting obligations.

Generally, data collected during the recruitment process is retained for up to 2 years, unless applicable laws and regulations specify different retention periods. For example, certain jurisdictions may require data controllers to retain your data for a shorter period unless you provide explicit consent for a longer retention period. Conversely, if applicable laws mandate a longer retention period, we will ensure compliance with those requirements.

If your application for employment is successful, the data gathered during the recruitment process will be retained for the duration of your employment and beyond. In this case, the specific retention periods will be communicated to you in a new privacy notice.

To get more details on our retention policies, please click here.

We do not hire underage persons. Therefore, we never knowingly collect or otherwise process children’s data during  our recruitment processes.

On our website and other platforms under our control, we provide links to external websites and social media platforms.  It’s worth mentioning that we do not have control over the data processing practices of those websites or platforms. Therefore, we cannot take responsibility for how your data is collected and processed on those sites.

We encourage you to review the privacy policies of the respective websites and social media platforms for more detailed information on their data processing practices.

Should you have any questions, requests, concerns, or complaints regarding the processing of your data, or if you would like to request the deletion of your data from our databases, report a personal data breach, or discuss any other matter, please feel free to contact us using any of the contact methods listed below:

Intellias Global Limited

Address 204A, Tower Road, Sliema, SLM 1602, Malta

Email [email protected]

If you are based in the UK or wish to contact our UK representative, you can reach them using the following contact  details:

Digitally Inspired Ltd

Address 2 Bell Court, Leapale Lane, Guildford, England, GU1 4LY

Email [email protected]

Should you feel unsatisfied with our handling of your data, or about any complaint that you have made to us about processing of your data, you may escalate your complaint to a relevant supervisory authority depending on applicable jurisdiction or your location.