Recruitment Privacy Notice

1. Introduction

This Recruitment Privacy Notice helps you to understand why and how the affiliate companies of Estateguru Holding OÜ (collectively, “Estateguru” or “we”) process your data when we are recruiting our employees.

It only applies to the personal data of job applicants and potential candidates for employment (“you”).

Data processing purposes and legal grounds

We process your personal data only for the purposes of finding the most suitable employee for Estateguru and making the necessary preparations for concluding an employment agreement.
This includes the following purposes and legal grounds.

• Taking pre-contractual measures for an employment contract and processing your data on the basis of our legitimate interest – we need to process information about your qualifications, previous experience, skills and competences, to evaluate your suitability for the position you are applying for. We will only ask for information that is necessary in the relevant phase of the recruitment process and based on the requirements of the position to be filled.
• Processing based on the consent of the data subject – if you are not selected to the position you initially applied for, we may ask for your consent to retain your personal data for up to 12 months, to invite you to apply again in case of job openings which might be suitable for you.

Data categories

The personal data we process during recruitment typically includes your name, contact information, work experience and education, achievements, test results and salary expectations. During the recruitment process we might ask you to complete tests or occupational personality profile questionnaires, submit homework or attend interviews. Thereby information related to you will be generated and recorded. For example, you might complete a written test, or we might take notes on your interview.
For successful candidates we may further require identity documents and conduct a background check prior to making a job offer, including collecting data related to criminal offenses and proceedings, to the extent permitted by applicable law.

¹ The following legal entities in respective countries are processing personal data as controllers:
Estateguru OÜ – Estonia
Estateguru Lietuva UAB – Lithuania
Estateguru Latvia SIA – Latvia

Data sources

We mostly collect personal data directly from you when you apply for a job at Estateguru.
We may also receive personal information about you from other sources, including from the persons you indicate as your referees and your prior employers when making inquiries in connection with employment checks. Please note that in case you provide any references, we presume you have an appropriate legal basis (like consent) for providing us personal information about your references.
We may also use information that has been made publicly available on your profile on professional social media websites (such as LinkedIn and MeetFrank).
We do not use any automated decision-making in the recruitment process, all the decisions throughout the process are made by our employees.

Access to data

To support our recruitment processes, we may engage data processors who have a right to use or access your personal data only for the purpose of performing their contract with Estateguru. This includes recruitment agencies and third parties providing tools for managing our recruitment process.
Within Estateguru, we strictly limit access to your data – only direct managers and the employees of our People&Culture team have access to your personal data; if necessary, also other relevant stakeholders and management team members.
We do not disclose any information about your application to any other third parties, unless we have a legal obligation to do so or we have your consent.

Your Rights

You as a data subject have several rights concerning your personal data, including:

• You have the right to receive information what data we process about you and receive a copy of the personal data we hold about you
• You have the right to request the deletion of your personal data. Please keep in mind that we cannot delete any data that we process to fulfill contractual or legal obligation.
• You have right to data portability which means you that if technologically possible we can forward your data in a digital format or other similar service
• You have right to object or restrict the processing of your personal data.

We always make sure that a person requesting information about themselves or submitting any other data subject request is identified and is entitled to exercise the above mentioned data subject rights. For this reason, you may have to prove you identity or right to make the request.

If you have any requests regarding your personal data, please contact us at: dpo@estateguru.co.

Data retention

Estateguru retains personal data of unsuccessful applicants for 12 months for the sole purpose of defense of potential legal claims. After this period, your personal data will be deleted.

Complaints

If you wish to submit a complaint to Estateguru regarding the use of your personal data, please send a relevant e-mail to dpo@estateguru.co. In addition, you always have the right to file a complaint with the Estonian Data Protection Inspectorate or to apply to a court.

Contact Data

If you want to know more about how and why we process personal information, please contact us:
Address: Tartu mnt 2, Tallinn 10145, Estonia
E-mail: dpo@estateguru.co

Estateguru reserves the right to modify this Recruitment Privacy Notice, any updated versions will be posted on this page.