June 30, 2022
This Privacy Policy informs you about the processing of your personal data when you apply for a position at ProcureAi Ltd or its affiliate/subsidiary companies by any means, such as letter, e-mail, through referral program or online application tool on our website (referred to below as the “Application Process”).
This Privacy Policy applies directly to applicants/candidates in European Union countries in accordance with the EU General Data Protection Regulation (GDPR). The general principles in this Privacy Police apply to applicants/candidates in other countries also but it is the applicable country, state, province or local law that with which we ensure compliance. Outside the EU, there may be different or additional processes and purposes in place, in accordance with applicable law.
Please read through this Privacy Policy before applying for a job at Procure Ai.
In European Union countries, ProcureAi Ltd and the affiliate/subsidiary company to which you are applying for a position are jointly responsible for the Application Process under applicable data protection laws.
ProcureAi Ltd, a legal entity organised under the laws of theUnited Kingdom and is registered at 31-5 Brechin Place, SW7 4QD London, UnitedKingdom. The External Data Privacy Consultant of ProcureAi Ltd is Krupna Legal. For contact information about the Procure Ai affiliate/subsidiary companies please contact: hello@procure.ai. All Procure Ai entities are collectively referred to as “Procure Ai” below.
You may send privacy-related questions or comments to dataprotection@procure.ai or hello@procure.ai.
Procure Ai processes personal data to conduct theApplication Process and to consider applications for job opportunities at ProcureAi, including candidate screening, interview, and management scheduling, lawful background checks (in some countries and for some roles), communication of application status, conducting interviews, having applicants in certain roles take tests, evaluating, and assessing the results thereto and/or to manage an offer of employment with Procure Ai.
Procure Ai may also process personal data for other purposes, such as analytics and reporting (preferably as aggregate information, without identifying information), to keep track of referrals - if applicable (as described further down in this Privacy Policy), or to comply with applicable laws or other legal requirements.
In order to process your application, Procure Ai requires your full name, contact information (e.g. e-mail address, telephone number), curriculum vitae (esp. information on your education, course of studies, degrees, previous employers, and current employer if applicable), and may require other professional and/or academic information, such as suitable proof of qualification (e.g. certificates, reference letters).
You may voluntarily provide Procure Ai with additional information, e.g. in your cover letter. We do not request special categories of personal data, such as racial or ethnic origin, political opinions, religious or philosophical beliefs, or sexual orientation unless required by law. If we receive any personal data that is considered a special category of personal data under applicable data protection laws, this personal data will be deleted or restricted immediately. All the personal data is referred to together as “Application Data” below.
When you apply for a position at Procure Ai, you may send your Application Data including by e-mail, by post, via the online application tool on our website https://www.procure.ai/company, or via a referral link. If you file your application via e-mail, by post, or through recruiters, your Application Data may be entered manually in the online application tool. This is necessary to enable the handling of these applications within the standard Application Process.
The legal basis for the processing of your ApplicationData is the necessity to take action upon your request prior to entering into a contract; Art. 6 Para. 1 lit. (b) GDPR; for applicants of job positions of a ProcureAi’s entity located in Germany Art. 88 Para. 1 GDPR in conjunction with § 26 Para. 1 BDSG.
In order to perform reference checks, if applicable, we will send you an e-mail asking you for contact information (i.e. name, email, telephone number) of your references. Subsequently, each reference will receive an e-mail from us to schedule a reference call. During a reference call and the reference is asked to answer a questionnaire which has been prepared by us. These questions contain various topics (e.g. competencies) regarding your personal fit to the respective position (“Reference Check”).
We will only process your Application Data for the Reference Check if you provide consent; Art. 6 Para. 1 lit. (a) GDPR. You have the right to withdraw such consent any time by writing to hello@procure.ai.As a matter of course, the withdrawal of consent shall not affect the lawfulness of the processing carried out on the basis of the consent prior to its withdrawal.
The processing of the referees’ personal data is based on legitimate interest; Art. 6 Para. 1 lit. (f) GDPR. You have the right to object to the processing of your data at any time by writing to hello@procure.ai.
If you consent with the inclusion of your Application Data in our Pool (as described below), your Application Data disclosed in the course of the Application Process shall be stored by Procure Ai beyond the end of the application procedure at issue in a separate database, so-called “Pool”. In this case all Procure Ai companies can jointly use this data in order to contact you subsequently to discuss with you whether you would want to be considered for another position. For these purposes the Application Data stated in the preceding sections submitted by you in the course of the Application Process shall be processed by Procure Ai.
We will only process your Application Data for the Pool if you provide consent; Art. 6 Para. 1 lit. (a) GDPR. You have the right to withdraw such consent any time by writing to hello@procure.ai.As a matter of course, the withdrawal of consent shall not affect the lawfulness of the processing carried out on the basis of the consent prior to its withdrawal.
If you apply for a job opportunity at Procure Ai via a referral link (“Referral Program”), your Application Data will be processed as described above. Additionally, some of your Application Data (e.g. name and applied job position) as well as the stage of your Application Process will be shared with the Procure Ai’s employee that referred the job opportunity to you.We will only share such personal data with the Procure Ai’s employee, that is necessary for the purposes of the Referral Program.
We will only process your Application Data for theReferral Program if you provide consent; Art. 6 Para. 1 lit. (a) GDPR. You have the right to withdraw such consent any time by writing to hello@procure.ai. As a matter of course, the withdrawal of consent shall not affect the lawfulness of the processing carried out on the basis of the consent prior to its withdrawal.
The processing of the Procure Ai employee’s personal data who is referring to a candidate is based on legitimate interest; Art. 6 Para. 1lit. (f) GDPR.
We may process your Application Data for analysing and reporting our Talent Acquisition efforts to have a better understanding of our Talent Acquisition procedure and how to improve our Application Process. Whenever possible your Application Data will be analysed in an anonymised and aggregated manner, without identifying you.
The processing of your Application Data for the purposes of analytics and reporting is based on legitimate interest; Art. 6 Para. 1 lit.(f) GDPR. You have the right to object to the processing of your personal data at any time by writing to hello@procure.ai.
Procure Ai stores your Application Data as allowed by applicable law. If you have submitted a separate statement of consent to be kept in the Pool, Procure Ai will store your Application Data for twenty-four(24) months.
Procure Ai will only disclose your Application Data to those people who are involved in the Application Process, including the decision on filling the position, and potentially in the hiring process.
Procure Ai contracts several service providers, including recruitment agencies and third-party recruiters (so-called processors) for support in conducting the Application Process, such as:
* Workable Software Limited (Company No.08125469) of 5 Golden Square, 5th Floor, London, W1F 9BS, for providing the online application tool. Further information on the processing by Workable Software can be found at: https://www.workable.com/privacy
The processors are carefully selected and liable under a contract with Procure Ai; with respect to software/platforms, in most cases, the processor company only has access when strictly necessary and to the extent necessary to support the Application Process.
Your Application Data may be transferred to, and processed in, countries other than the country in which you are resident. These countries may have data protection laws that are different to the laws of your country(and, in some cases, may not be as protective). In the event that the country to which your Application Data is being transferred is not deemed to have adequate data protection standards, we have taken appropriate safeguards to require that your Application Data remain protected in accordance with this Privacy Policy, including signing Standard Contractual Clauses with the Procure Ai entity or processor located in the third country. You can obtain a copy of our safeguards by writing to dataprotection@procure.ai.
Procure Ai does not carry out any automated decision-making pursuant to Art. 22 Para. (1) and (4) GDPR.
Procure Ai will inform you upon request whether and what Application Data is stored about you. If the applicable legal requirements are met, you have the right to have this data corrected, blocked or deleted, and you have the right to receive the data that you have provided to us in a structured, common and machine-readable format; you may request to have this data transmitted to other recipients. You also have the right to lodge a complaint with a supervisory authority.
To the extent that Procure Ai processes the data concerning you on the basis of legitimate interest, you have the right to object, in accordance with the statutory requirements, at any time to such processing.
Please note that the exercise of these rights must not prejudice and/or infringe the rights and freedoms of others or violate any applicable legal requirements.
You may exercise these rights at any time by writing an e-mail to dataprotection@procure.ai.
It is agreed that any communications and any action subsequent to your exercise of rights will be provided free of charge. But, in case your requests are manifestly unfounded or excessive, in particular, because of their repetitive character, you will be charged a reasonable fee, taking into account the administrative costs of providing the information or communication or taking the action requested.
This Privacy Policy is subject to change.