CANDIDATE PRIVACY NOTICE

Effective as of: November 14, 2024

INTRODUCTION

Thank you for your interest in joining Planner 5D team!

This Candidate Privacy Notice (“Notice” ) explains how UAB Planner 5D (“Planner 5D”, “we”, “us”, or “our”) processes your personal data collected from you or third parties about you when considering you for career opportunities with Planner 5D, such as when you apply for a position with us. For the purpose of this Notice the personal data shall mean the information that either in isolation or in combination with other information enables you to be directly or indirectly identified (“Personal Data”).

Planner 5D will act as a data controller for your Personal Data. This means that we are responsible for deciding how we hold and use your Personal Data.

Please read this Notice fully and carefully to understand our standard practices for handling your Personal Data, whether provided by you to us directly or collected by us via other sources, for recruiting and selection purposes.

This Notice does not cover your use of our Services. To learn more about Planner 5D’s privacy practices regarding your use of Planner 5D’s Services, please see our Privacy Policy.

WHAT PERSONAL DATA WE COLLECT

Planner 5D collects a range of information about you during the recruitment and selection process. We may collect this information directly from you or from third parties (such as recruiters, referrals, third-party service providers or public sources like LinkedIn and job portals).

Categories of information we may collect about you include:

Identifiers and Contact Information: your name, email address, residential address, phone number and other contact information and identification details.

Professional Information: your resume, cover letter, employment history, professional experience, recommendations and similar information.

Educational Background: your education, qualification, skills, trainings.

Compensation Information: your desired salary and benefits, vacations and time off preferences.

Work Permit/Visa Information: your citizenship, residency and work permit status.

Information obtained from publicly available resources: information from professional social media networks, such as LinkedIn or others.

Information collected or obtained by us during the recruitment process : interview notes, correspondence between us, outcomes of any recruiting exercises you may complete.

Information obtained from third parties: data we receive from third parties (such as recruiters or referrals), recommending you as a candidate for a specific or a potential opening.

Other information which you choose to provide us: any additional personal details that you voluntarily provide to us, including during the interviews.

HOW WE PROCESS YOUR PERSONAL DATA

When considering you for career opportunities, Planner 5D may process your Personal Data for the following purposes:

To facilitate recruitment, selection, evaluation, and appointment for the vacancy you have applied for, as well as for potential future professional opportunities within Planner 5D;
To proactively reach out to you in order to offer you career opportunities at Planner 5D if we have identified you as a potential candidate from publicly available information;
To communicate with you and inform you of the current status of your application and prospects;
To prepare and process a contract between you and Planner 5D in the event of a successful application;
To maintain and improve our recruiting processes and candidate experience, and to prepare internal reporting on recruitment metrics;
To comply with legal obligations under applicable laws, including responding to legal processes or government requests, such as search warrants, subpoenas, or court orders.

Please note that it is within our legitimate business interests to make the final decision regarding your appointment for the vacancy.

We collect relevant Personal Data, necessary for processing your application and/or establishing a pre-contractual relationship with us, depending on the vacancy. Without required Personal Data, we are not able to continue the application process or the selection procedure. If you fail to provide information we request, which is necessary for us to consider your application (such as evidence of qualifications or professional expertise), we will not be able to process your application properly and continue with the selection process.

LEGAL BASIS FOR PERSONAL DATA PROCESSING

We collect and process Personal Data only where we have legal bases for doing so under applicable laws. The legal basis for processing will depend on the type of Personal Data and the purpose we process it for.

We will process your Personal Data based on one or more of the following legal bases:

Your consent: you have given us your consent for a specific purpose.
Legitimate interest: processing of your Personal Data is necessary for our legitimate business interests, provided that this does not override any interests or rights that you have as an individual.
Legal obligation: processing of your Personal Data is necessary to comply with legal or regulatory obligations.
Contract: processing of your Personal Data is necessary to administer a contract between Planner 5D and you.

DATA ACCURACY AND VERIFICATION PROCESS

We rely on you to provide accurate and complete information throughout the recruitment process. As part of this process, we may contact references you have provided or, where relevant, your previous employers, to gather information about your prior roles, skills, and suitability for the position. By participating in the recruitment process, you understand and agree that, if necessary, we may request additional documentation or contact third parties to verify the accuracy of your Personal Data. All verification procedures are conducted in compliance with GDPR requirements, ensuring transparency and respect for your privacy.

AUTOMATED DECISION MAKING

You will not be subject to decisions that will have significant impact on you based solely on automated decision-making. While some assessments may be carried out with the help of automated tools, final hiring decisions are made by qualified personnel.

DATA SHARING WITH THIRD PARTIES

To facilitate and administrate the recruitment and selection process, Planner 5D may disclose your Personal Data outside of the company to third-party service providers (for example, to applicant tracking system service providers or to online test service providers where applicable). We may also share your Personal Data within our affiliated companies for the purpose of administrating, reviewing and facilitating your application.

We make sure to share your Personal Data only with those parties that need to know this information to perform their services pertaining to processing of your application.

When using third-party service providers, we make sure they protect our candidates’ Personal Data in accordance with the applicable legal requirements.

There may be situations when we are required to disclose your Personal Data to regulatory authorities to comply with applicable law, court orders, mandatory decisions of authorities. When we disclose your Personal Data in order to comply with applicable law or follow mandatory legal procedures, we take reasonable steps to ensure that we only disclose the minimum personal data necessary for the specific purpose and circumstances.

INTERNATIONAL DATA TRANSFERS

We may transfer your Personal Data to the recipients located outside of the European Economic Area, Switzerland or the United Kingdom. If we share your Personal Data with third parties located outside the European Economic Area, Switzerland or the United Kingdom, we take steps to ensure that appropriate safeguards are in place to guarantee the continued protection of your Personal Data, such as relying on the European Commission’s adequacy decisions for certain countries, or by entering into the Standard Contractual Clauses adopted by the European Commission (article 46(2)(c) GDPR), which are available here.

DATA RETENTION

Planner5D will retain your Personal Data for a period of the recruitment process duration and for the length of any applicable limitation period for claims which might be brought against us later. In certain circumstances, we will retain your Personal Data for a longer period to consider you for further career opportunities that become available at Planner 5D; however, we will only do so where we have obtained your consent which you may withdraw at any time by contacting us. If you are successful in applying for a position, your Personal Data will be retained for a further period and processed in accordance with Planner 5D internal data processing rules.

DATA SUBJECT RIGHTS

You have the following rights in relation to Planner 5D’s processing of your Personal Data, which you can exercise at any time:

Right to access your information: you have the right to inquire if we are processing your Personal Data. If we are, you may request access to this data along with the information on how it is used and stored. Additionally, you are entitled to obtain a copy of your Personal Data we hold about you.

Right to correct your information: you have the right to request us to correct or complete any Personal Data we hold about you that you believe to be inaccurate.

Right to erase your information (right to be forgotten): you have the right to ask us to delete your Personal Data in certain circumstances (for example, if personal data is no longer necessary in relation to the purposes for which it was collected or if you withdraw your consent on which the processing is based). However, please be aware that there are certain exceptions where we may deny your request for erasure, for example, when the processing is required to comply with legal obligations, or to establish, exercise, or defend legal claims.

Right to restrict processing of your information: you have the right to request us to suspend processing of your Personal Data in certain circumstances (for example, if you think that your personal information is not accurate or incomplete). There are, however, some exclusions when we can refuse your request to restrict processing, such as the case when processing of your Personal Data is necessary to comply with legal requirements or obligations, or for the establishment, exercise or defense of legal claims.

Right to data portability: you have the right to request us to provide your Personal Data to you to or to another controller of your choice in a structured, commonly used and machine-readable format, under certain conditions.

Right to object: you have the right to object in cases when we process your Personal Data based on our legitimate interests or public interest; once you object, we will no longer process your Personal Data, unless we demonstrate compelling legitimate grounds for such processing, which override your interests, rights and freedoms, or for establishment, exercise or defense of legal claims.

Rights relating to automated decision-making and profiling: you have the right to object any decisions made based solely on automated processing of your Personal Data where such decisions have legal effect concerning you or similarly significantly affect you; you can always ask for such automated decisions to be reconsidered.

Right to withdraw your consent: in cases when we process your Personal Data based on your consent, you have the right to withdraw it; withdrawal will not affect the lawfulness of processing before the withdrawal.

You can exercise any of your rights by submitting a request via email to privacy@planner5d.com. When you exercise the rights above, we may request you to provide additional information necessary to confirm your identity.

We hope that we are able to address any questions or concerns you may have. If you have any unresolved data privacy complaints with us, you have a right to lodge a complaint with a data protection supervisory authority in particular Member State of European Union where you reside, where we are based, or where the alleged infringement of data protection legislation took place.

SAFETY OF YOUR PERSONAL DATA

At Planner5D, we have a responsibility to keep your Personal Data safe and secure. For this purpose, we limit those who have access to your information to those who have a legitimate business reason for using it. Depending upon the type and form of your Personal Data received by us, we manage it according to applicable requirements to help ensure it is transferred, processed and stored with the proper safeguards in place.

CHANGES TO THIS NOTICE

It is important to us to be transparent about any changes in our privacy practices and standards, therefore, we will update this Notice on as-needed basis. If we make any changes that materially affect your privacy rights, we will make a prominent note at the top of this Notice, so you know when it was most recently updated. We encourage you to check back periodically to ensure you have seen the most up-to-date version of this Notice.

HOW TO CONTACT US

If you have any questions, concerns or suggestions about your privacy rights or in relation to your Personal Data processing under or in connection with this Notice, please contact us via e-mail at privacy@planner5d.com or by post at Antakalnio St. 17, Vilnius, Lithuania, LT-10312.