Privacy Policy

Welcome to https://ponticasolutions.com.

We, Pontica Solutions AD, a joint-stock company registered under the laws of Bulgaria with UIC 206624948, having its seat and registered address at: Sofia 1407, 51 Cherni Vrah Blvd., Office X, Building 1, Floor 3, Republic of Bulgaria (“the Company”, “we”, “our” or “us”), are committed to ensure our users’ personal data are lawfully processed and protected.

The processing of your personal information will be performed from the Company on its behalf of Controller in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 or General Data Protection Regulation (the “Regulation”), the Bulgarian Personal Data Protection Act and all the applicable data protection legislation.

Please, read our Privacy Policy carefully. When using our Website you may be required to provide personal information and confirm that you have read this Privacy Policy.

We may update this Privacy Policy from time to time without notice. If we do, the most current version will always be available on the Website.

What Information Do We Collect About You? How We Collect It?

For Job Applicants

When submitting a job application to the Website, you will be asked to provide certain information which contains personal data – name, email, location and CV.

The content of information provided from your side with the job application – CV, cover letter, are provided on your discretion. However, certain personal information may be necessary to complete an evaluation of your application and if it is not provided, our ability to consider you as a candidate may be limited. Examples of that type of personal information:

personal data to identify and connect with the job applicant: name, city and country of residence, email address and telephone number, CV;
personal data you specify in the enclosed CV that allow the evaluation of your skills and qualities with the criteria, listed in the vacancy notices: educational and employment background, including information for previous employers, type and period of previous employment; main responsibilities; job qualifications; language skills and qualifications;
additional supporting documentation (portfolio, projects description, related pictures, etc.) you elect to provide.

You may also decide to share other information that you may consider important and relevant to the evaluation process, namely:

information about other skills, competences and qualifications;
references from your previous employers, teachers, tutors and others;
information about hobbies, interests, activities.

In some cases, job applicants may decide to share categories of personal data, which are “sensitive” under the meaning of applicable legislation, for example: personal data revealing racial or ethnic origin, political opinions, religion or philosophical beliefs, trade union or organization membership, organizations with religious, philosophical, political or trade union purposes; information regarding health and sex life of the job applicant. In other cases, job applicants may decide to share their identity document information (like number, expiry date) or personal identification number. As far as these data are not relevant to the evaluation process and are not necessary to the Company, we recommend that you do not include them in your CVs and other documents you share, applying for a particular or future position with us. In case that despite our recommendations, you have provided us with such personal data, we believe that this has been done voluntarily, on your own initiative and with your consent, and we will store and process these data with due care and in compliance with all the requirements of the applicable legislation.

In addition, we may carry out checks of the social media account links you have provided with the application from your side, for example LinkedIN.

How We Use Your Personal Information?

We use your personal information for the purposes of the recruitment process, for assessing your suitability for the position, to provide information of current and future career opportunities with the Company, to communicate with you and to carry out reference checks. We will also use your information to comply with legal and regulatory requirements under the Bulgarian labour legislation.

We will use the information collected from you because: (1) it is necessary for us to do so before entering into a contract with you; (2) we need to process your information in order to comply with a legal or regulatory obligation; or (3) because we have a legitimate interest to: (a) ensure the effective administration and management of the recruitment process; (b) ensure we hire a suitable individual for the specific position; (c) deal with disputes and accidents and take legal or other professional advice; and (d) ascertain your fitness to work.

We will process your health data and other sensitive data if required to do so under the applicable law and (1) to consider whether we need to provide appropriate adjustments during the recruitment process and to ascertain your fitness to work; (2) to comply with any legal or regulatory obligation.

Information That We Share

Arising out of the type of services the Company provides – outsourcing of business service, information on job applications may be shared with clients, whom we provide services to. Such information may contain personal data you have provided with the CV or collected through the recruitment process. This is necessary since the job functions are directly connected to the servicing of our clients and the Company should comply with specific requirements set out by the client.

Information from your job application can be shared only to a client with which the position you are applying for is connected to and to the extend this is required by the client and necessary for the evaluation of the application.

In addition, for the purposes of administration of the recruitment process, human resources administration activities, implementing a contract, incl. for improvement and optimization of our Website, we can share personal information to third parties and suppliers who provide services to the Company such as development and maintenance of IT systems, software and hardware, used when processing of personal data and external advisors acting as controllers (e.g., lawyers, accountants, auditors etc.) based on Art. 6 (1) (f) GDPR.

All data recipients are legally or contractually obliged to protect the confidentiality and security of your personal information and data.

We have the right to disclose your personal data and information to the competent authorities in the cases and under the conditions set forth in the applicable laws.

Data transfer

The Company may transfer data to its partners, contractors, service providers established within and outside the EAA. In cases of transfer outside of the EAA, the Company will ensure that personal data are adequately protected by data recipients in these countries. Adequate protection usually means imposing on the receiving party contractual obligations that ensure that this party maintains the same high level of privacy and data protection that is maintained by the Company.

Retention of Your Information

We will retain your personal information for the duration of the recruitment process or longer if permissible under the applicable data protection laws

If we conclude an employment contract with you, the submitted data will be stored for the purpose of processing the employment relationship in compliance with legal requirements.

If no employment contract is concluded with you as job applicant, we will collect the personal information as follows:

6 months as of completion of the recruitment process for information provided by you in your CV, application form, covering letter and during the interview process including: your name, date of birth, age, gender, home address, personal email address, education, qualification and work experience details, references.
3 years as of completion of the recruitment process for information collected or created by us during the recruitment process including: interview notes, test scores, correspondence between us.

As an exception and on voluntary basis, we can retain your personal information for a longer period of of 3 years. During this period the Company can use the personal information for the purposes of contacting you regarding new open positions matching your profile and for statistics purposes.

This retention term is applicable upon your explicit consent upon applying for a position with Company though our website or upon completion of the recruitment process with rejection from the Company’s side. The 3-year retention term starts as of the date of completion of the recruitment period.

A specific button is designated in the application form, where you can provide your consent on collection of personal data for 3 years. If you haven’t provided consent at this stage, upon completion of the recruitment process, we will provide a second opportunity with our official email on rejection of your application.

If you do not provide consent for collection of personal data for 3-years, the Company would not be able to contact you for open positions after expiration of the standard term of 6 months.

Security of Processing

We guarantee the complete confidentiality of personal data. The personal information of any of the job applicants and current or former employees will not be published anywhere unless they have explicitly has asked for it. As a Controller of personal data, the Company has implemented technical and organizational measures to ensure personal data processed remains secure. However, absolute security cannot be guaranteed, but we maintain security and incident response plans in the event of a physical or technical incident to handle this in a timely manner and limit any negative effect of such incident.

Cookies

For all users of the Website, regardless of whether a job application is submitted or not, we use cookies, which are tiny files that are downloaded to your computer, to improve your experience. Cookies are necessary for the functionality and performance of the Website but also helps us understand better the preferences of our users and thus improve the experience on the Website.

More information on the type of cookies and how we manage them is available in our Cookies Policy.

Your rights on processing of personal data

Right to access your personal data: you have the right to obtain confirmation from us as to whether or not personal data concerning you are being processed, and, where that is the case, access to the personal data and information.

Right to rectification of personal data: if you find that personal data that we process about you is inaccurate, you have the right to have us correct such personal data without undue delay;

Right to withdraw your consent for processing of personal data: you have the right to withdraw or decline your consent at any time in case the processing of your personal data is based on your consent. In deciding whether to provide your consent, you should note that, for example, we may not be able to proceed with your application, if you do not provide your consent. For example should you wish for us to process your personal data for the 3-year term suggested above and contact you on open positions at the Company, you need to provide your consent, but you can also withdraw it at any time. Please note that this does not affect the lawfulness of the processing based on consent before its withdrawal.

Right to erasure of personal data (right to be forgotten): under certain circumstances, such as if your personal data has been unlawfully processed or you have withdrawn your consent (if the processing of your personal data is based on consent), you have the right to request and obtain erasure of your personal data from us.

Right to restriction of processing: under certain circumstances, such as if you question the accuracy of your personal data or you have objected to our legitimate purpose to process your personal data, you have the right to request that we restrict the processing of your personal data until a solution has been found.

Right to object to processing: under certain circumstances, such as if you question our legitimate interest to process your personal data, you have the right to object, on grounds relating to your particular situation, to such processing.

Right to data portability: if your personal data is processed by automated means based on your consent or for the fulfilment of our contractual relationship, you have the right to request that we provide you with personal data on a machine-readable format for transmission to another data controller.

Right to lodge a complaint with the Commission for Personal Data Protection: If you believe that we are violating your rights or the applicable legal framework, please contact us to clarify the matter. In any case, you have the right to lodge a complaint with the Commission for Personal Data Protection through the means of correspondence set out in Section 8 of this Notice. Alternatively you can use the following link to find the competent supervising authority in the EU country of your habitual residence, place of work or place of suspected infringement: http://ec.europa.eu/justice/article-29/structure/data-protectionauthorities/index_en.htm. In any case, it is advisable that you first address your complaint and/or request to us to resolve any issues as quickly as possible, before referring the matter to the competent authorities.

To exercise your rights, please send your request to the following contact details: security@ponticasolutions.com