We are committed to protecting your personal data and this Privacy Notice explains how we handle the personal data that you provide to us via Keywork website. We may update this Privacy Notice from time to time and if we do so an updated version will be published and you can see when this Privacy Notice was last updated at the top of the page. We will obtain your consent to any material changes if required by Data Protection Laws.
Regarding applicants’ personal data that apply for a vacancy at Keywork Customers, the Data Controller will be processing the applicants’ personal data on behalf of those Customers as a ‘processor’ for the purpose of sourcing management. In these circumstances, Keywork Customers to whom applicants apply for a vacancy will be the controller of such applicants’ personal data and their Privacy Notice will apply rather than this Privacy Notice.
What personal data do we collect and process?
We may collect and process the following personal data:
We may also collect information about the use of Keywork through cookies and other similar technologies, such as, domain name, browser type and operating system, webpages viewed, links clicked, IP address, length time of using Keywork and the referring URL or the webpage that led to Keywork. Please consult our Cookies Notice for more information about the cookies we use.
We may collect and process certain special categories of personal data about our Customers’ applicants data introduced by the later in Keywork. It is the Customers responsibility to ensure that the collection and processing of such data is required and made under local laws to carry out their obligations in the field of employment, health and safety, social security and social obligations law.
For which purposes do we process personal data and under which legal basis?
We use the personal data for the following purposes:
The legal basis for the processing are the following:
To whom we may disclose personal data?
We do not sell or rent any personal data to any third party. However, personal data may be shared with or disclosed to the following recipients:
Where we engage a third-party processor to process personal data on our behalf, such as some of those listed above, we will delegate such processing in writing, will choose a processor that provides sufficient guarantees with respect to technical and organisational security measures governing the relevant processing, and will obligate the processor to act only on our behalf and under our instructions. In addition, we will impose in writing appropriate data protection and information security requirements on such third-party processors.
International transfers of personal data
Most of the recipients are located within the European Economic Area (EEA). However, if at any time we need to transfer personal data outside of the EEA, we will take steps to ensure that the information receives the same level of protection as if it remained within the EEA, including by entering into data transfer agreements, using the EU Commission approved Standard Contractual Clauses, or by relying on certification schemes such as the EU – US Privacy Shield.
If you have questions in relation to the transfer of Personal Data and the appropriate safeguards put in place by the Company, including to obtain a copy of the safeguards, please contact us using the contact details section below.
Security of personal data
We have implemented technical and organisational measures to protect personal information against unauthorised or unlawful processing of Personal Data and/or against accidental loss, alteration, disclosure or access, or accidental or unlawful destruction of or damage. Please keep in mind that no internet or Wi-Fi transmission is 100% secure, so please exercise caution when uploading personal information of your applicants to Keywork.
You are responsible for protecting against unauthorized access to your Keywork account. We recommend securing access to your Keywork account, by always logging out, choosing a robust password that nobody else knows or can easily guess, and keeping your account information and password private. Affinity is not responsible for any lost, stolen or compromised passwords or for any activity on your Keywork account from unauthorized users where caused by you. If you think your account has been compromised, please contact us as soon as you are able using the contact details section below.
Where is the personal data stored?
The personal data transmitted to Keywork will be stored in the cloud on secure regional servers of Microsoft (Microsoft Azure).
For how long do we retain personal data?
We will retain personal data while the contract is in force and in accordance with the Keywork Terms and Conditions. However, in some circumstances, we may retain personal data for longer periods of time, for instance where we are required to do so in accordance with legal, tax and accounting requirements. In specific circumstances, we may also retain personal data for longer periods of time so that we have an accurate record of your dealings with us in the event of any complaints or challenges.
When we have no ongoing legitimate business need to process personal data, we will either delete or anonymise it or, if this is not possible (for example, because personal data has been stored in backup archives), then we will securely store personal data and isolate it from any further processing until deletion is possible.
Who is the Data Controller of your personal data?
The Data Controller of the personal data of users of Keywork, including clients or prospects, is:
Name: Affinity, S.A.
Address: Av. António Augusto Aguiar, 130, 1.º e 2.º Piso, 1050-020 Lisboa
Under the terms and subject to the exceptions foreseen in the applicable law you are entitled to:
Your applicants may also have the right in relation to the personal data held about them through Keywork. Affinity will provide reasonable assistance and cooperation in assisting you to respond to any request by your applicants to exercise their rights.
The rights above can be exercised by using the contact details section below.
Our Contact details
If you have any questions about this Notice or any queries or complaints about how your personal information is used, or if you wish to exercise any of your information rights, please contact us by email at firstname.lastname@example.org.
Last update: July 2018