Privacy Policy for Recruitment Purposes
This Privacy Policy for Recruitment Purposes (hereinafter – Policy) describes how IPXO brand companies (including but not limited to IPXO LLC (United States), IPXO UK Limited (United Kingdom), IPXO, UAB (Lithuania), depending on which company you are applying to work for or which company collects and stores your personal data for future vacancies) processes data in the context of recruitment.
Purposes for which we process personal data and the legal bases on which we rely
We collect and process your personal data (including, where legally permissible, special categories of personal data) for the following purposes and relying on the following legal bases:
| Purpose | Legal basis |
|---|---|
| To assess your application to our open positions | Our legitimate interest, such as administration of the recruitment process and evaluation of the job applicants |
| To verify your information and carry out background checks (to the extent permitted by applicable laws) | Our legitimate interest, such as administration of the recruitment process and evaluation of the job applicants |
| To contact you via social media, such as LinkedIn and other professional networks | Our legitimate interest to reach out to you and offer you a job opportunity |
| To include you in the IPXO recruitment database for future vacancies | Your consent |
| To draft a contract with you (if relevant) | Our intention to enter into a contract with you |
| To comply with legal or regulatory requirements | Our legitimate interest to defend our rights and interests in case of a dispute and to ensure accountability |
| To deal with any legal disputes involving you | Our legitimate interest to defend our rights and interests in case of a dispute |
| To evaluate and improve IPXO recruitment and hiring processes | Our legitimate interest in IPXO’s efficient operating activities and compliance with laws and regulations |
Personal data processed by IPXO
IPXO processes the personal data you have provided to us by submitting your job application and personal data that are collected from third parties via social media, an online search, and other sources, which may include the following personal data categories:
- identification, picture, and contact information,
- education information,
- professional, experience and qualification information,
- carrier information,
- references and referrals,
- your expected employment terms and conditions,
- information about interaction and communication with us,
- information necessary to comply with legal and regulatory requirements (including citizenship, visa, and work permit information),
- other information you provide to us.
You should only submit personal data about yourself in your job application and relevant materials you choose to provide to us, to the extent such information is relevant for the specific position you are applying for. Please do not share with us information that is not necessary for IPXO’s recruitment process, especially – sensitive information.
Recipients of your personal data
We may disclose personal data about you to certain third-party recipients, such as intra-group companies or service providers, in relation to the recruitment process. Such parties will only process personal data about you on behalf of IPXO and in accordance with the instructions given by IPXO. Thus, these third-party recipients are not permitted to process your personal data for their own purposes. IPXO uses certain service providers (processors) that process your personal data on our behalf.
We may disclose personal data to courts, governmental or law enforcement authorities to establish or exercise our legal rights or defend against legal claims or other complaints. We can also respond to legal requests when we believe the response is required by law in that jurisdiction.
International data transfer
Since we operate as part of a global business, we may transfer, store, or process your personal data in a country different from where you reside. Your personal data may be processed in countries that are not subject to an adequacy decision by the European Commission or your local legislature or regulator and that may not provide for the same level of data protection as your jurisdiction. In these instances, we put in place appropriate safeguards (such as the Standard Contractual Clauses) to ensure that your personal data is adequately protected.
Storage of your personal data
IPXO will store personal data about the candidate throughout the recruitment and selection process for the particular position and for an additional 6 (six) months thereafter, unless extended retention is necessary to fulfill legal requirements or settle disputes. Hereafter, the personal data about the candidate will be deleted.
If you agree to be contacted with job offers in the future, your data will be kept for 3 (three) years following the receipt of your consent or until you withdraw your consent.
Your rights as a data subject
You have certain rights regarding your personal data, subject to applicable local laws. We apply the highest standard of privacy protection despite the jurisdiction you come from and recognize your following rights:
- to receive information about the source, recipients, and purposes of your personal data processed by us;
- to get a copy of your personal data processed by us;
- to request rectification or erasure of your personal data;
- to restrict or object to the processing of your personal data;
- to withdraw your consent if you have consented to data processing;
- to file a complaint.
If you wish to exercise any of the rights mentioned above or have any questions about this Policy, you are welcome to contact IPXO by sending an e-mail to [email protected].
Filing of complaint
If you wish to file a complaint regarding IPXO’s processing of your personal data, you may first contact IPXO by emailing [email protected].
Further, as a data subject, you have the right to lodge a complaint about IPXO’s processing of your personal data with your local Data Protection Authority (see: https://ec.europa.eu/justice/article-29/structure/data-protection-authorities/index_en.htm)
Changes to this Policy
This Policy may be updated occasionally and when necessary due to changes in applicable law. This Policy will always include information on the effective date of the most recent version. To the extent that the changes of the Policy are regarded as material and significant, you will be expressly informed hereof, for example, on IPXO’s website.
Effective date of the recent update of this Policy:
1 September 2023