When you use our services, you trust us to manage your information appropriately. We understand that this is a great responsibility and work very hard to keep your information safe and under your control. The purpose of a data protection policy is to help you understand what kind of data is collected and why and how you can update, manage, transfer and delete data.
This Data Protection Policy is applicable to the user directory and marketing register of Eilakaisla Oy’s (”Eilakaisla” or ”we”) Weople service and website (”Services”) Developed and maintained by Weople Oy, a part of the Eilakaisla Group, Weople is a recruitment application used by Weople’s corporate clients (”Client”) to publish their recruitment postings and recruit suitable candidates.
Our data protection policy describes how we collect and manage the personal information of job applicants who use our services (”Users”).
We reserve the right to update this policy when necessitated by changes in processing methods or other reasons. A current and updated version can always be found at https://www.weople.hr/en/privacy. We will not make significant changes to this Data Protection Policy or limit the rights of Users described in this Data Protection Policy without notice.
Please note that this Data Protection Policy applies to the processing of personal information that is performed by Eilakaisla as data controller. If, in the course of offering Services to Clients, Eilakaisla processes certain personal information on behalf of the User, the client in question is deemed to be the data controller. In such an event such processing of information is covered by the User’s data protection policy or other documentation that is used to inform the registered users about the processing of information by the data controller.
Data controller contact information
Types and sources of collected personal information
We collect two types of data from our Users: (i) User Data; and(ii) Analytical Data.
User Data is personal information that Eilakaisla collects directly from you. Eilakaisla collects and processes the following User Data: (i) name, date of birth and contact details (incl. user names); (ii) photograph of applicant (iii) information about education, work experience and skills; (iv) phone number; (v) email address; (vi) contacts; (viii) job application data (ix) possible personal credit report when permissible or required by law; (x) other information specified in the application process.
User information is obtained directly from the User during the sign-up process or while using the Service.
While we do not normally use Analytical Data for identification purposes, there may be times when they can lead to an individual being identified either directly or when connected to or combined with User Data. In such instances Analytical Data is considered personal information in a legal sense and we process the connected data as personal information.
Analytical Data that we may collect automatically when you visit or use Eilakaisla Services include:
You can disable cookies or set up a cookie warning in your browser’s settings. Below are some links to information about how to change your cookie preferences in the most popular browsers.
Please note that some parts of our Service may not work correctly if cookies are disabled.
Web analytics services
We use Google Analytics and other web analytics services to generate Analytical Data and reports about user behavior on our Service website to continue improving our Services. For more information about Google Analyticsis, visit the Google Analytics website. To opt out of Google Analytics data collection, install the following add-on to your browser: Google Analytics opt-out add-on.
Purpose and grounds for data collection
Eilakaisla processes personal information for the following purposes:
To offer our Services and to meet our contractual obligations.
We process your personal information to forward your job application to a Corporate Client. We process your personal information to offer you Eilakaisla’s Services and to meet our contractual obligation towards you or to execute a contract you are a party to or to carry out procedures prior to the execution of a contract. Additionally, we process personal information in order to operate, maintain and develop our business.
We process personal information, for example, when required for the performance of tasks relating to aptitude assessment, data processing or other similar tasks commissioned by the data controller, and to provide information about job applicants to potential employers. We process your personal information to maintain the key functionalities of our Service and to provide access to the Services.
User communication and marketing
We may process personal information to contact Users about matters relating to our Services and to notify them about changes to our Services and for marketing purposes.
Quality enhancement and trend analysis
We may process information relating the use of our Services to enhance the quality of our Services through, for example, the analysis of different trends related to the use of Services. Whenever possible, we use composite information that makes it impossible to identify individuals.
Grounds for processing
We process personal information to meet contractual obligations towards our Users and legal obligations. Additionally, we process personal information on the grounds of a legitimate interest to operate, maintain and develop our business and to build and maintain customer relations. When we process your information on the grounds of a legitimate interest, we weigh our legitimate interests against your right to privacy.
In some parts of the Services, we may ask the Users to consent to the processing of personal information. In such instances the User may withdraw their consent at any time.
Transferring to countries outside Europe
Your personal information is stored within the EEC and we never disclose or transfer your personal information to locations outside the EEC.
Recipients of personal information
We do not disclose personal information to third parties outside the Eilakaisla organization unless one of the following conditions are met:
Disclosure is necessary for uses described in this Data Protection Policy.
Insofar as the needs of third parties to access personal information in order to perform Services are concerned, Eilakaisla has put up appropriate contractual and organizational measures to ensure that personal information is processed only for the purposes described in this Data Protection Policy and is done in full compliance with relevant legislation and regulation.
We may disclose personal information to third parties outside the Eilakaisla organization, if accessing and exploiting personal information is deemed necessary within reason to (i) comply with any applicable legislation, regulation and/or court order; (ii) detect, prevent and handle fraud or information security or technical issues and/or (iii) secure the interests or property or ensure the safety of Eilakaisla or our Users or safeguard public interest in accordance with legislation. Whenever possible, we notify Users about such disclosure and processing.
To authorized service providers
We may disclose personal information to authorized service providers who provide services for us (including subcontractors who provide data storage, sales, marketing and customer support services). According to the obligations defined in our contracts with our service providers, they agree to comply with, or exceed, the privacy and data security standards defined in this Data Protection Policy. Please remember that when you hand over personal information directly to a third party, for example over a link on our website, the processing of personal information is usually performed according to that third party’s own documentation and standards.
For other justifiable reasons
In the event that Eilakaisla becomes a party to a merger, a divestiture or an acquisition, we may disclose personal information to a third party involved in the transaction. We will, however, ensure the confidentiality of all personal information. As soon as we are reasonably able to, we will notify those Users whose information is affected by the transaction or is covered by a different data protection policy.
By express consent
We may disclose personal information to third parties outside the Eilakaisla organization for reasons other than those listed above when we have the User’s express consent to do so. We may, for example, disclose personal information, relevant to the performance of tasks, to an Eilakaisla Oy client company considering hiring the job applicant. The User has the right to withdraw their consent at any time.
Eilakaisla does not retain personal information longer than is legally permissible and only as long as is necessary to provide Services or parts thereof. The retention period is dependent on the nature of the information and the purpose of processing. As such, the maximum period of retention can vary by case.
As a rule, User information pertaining to your use of the Services is wiped out within 12 months after you have stopped using our Services. We retain User information for as long as the User is registered in our Services as a user or as long as we are legally obligated to do so or there is a legal reason for retaining the information, such as the handling of claims, internal reporting, marketing or accountability.
We retain Analytical Data for 12–26 months. After which time Analytical Data is anonymized.
Rights of user
Right to access information
You have the right to access personal information pertaining to you that we process. The User can contact us and we will disclose to the User what personal information pertaining to the User we have collected.
Right to withdraw consent
If processing is based on User consent, the User may withdraw said consent at any point. Withdrawal of consent may limit User’s ability to use our Services. Withdrawal of consent does not affect the legality of personal information processing performed prior to withdrawal.
Right to request rectification of information
The User has the right to contact us to request us to rectify or supplement faulty or outdated personal information retained by us.
Right to request deletion of information
The User can ask us to delete their personal information from our systems. We perform the requested actions, provided we do not have a justifiable reason to not delete the information.
Right to object
The User can object to the processing of their personal information, if the information is used for purposes not related to offering our Services or meeting a legal obligation. If we do not have a justifiable reason to continue processing the information, we will stop processing it after you have objected to it.
Right to restrict the processing of information
The User can request us to restrict the processing of their information when, for example, your deletion or rectification request or objection is being processed and/or we do not have a justifiable reason to process your information. The restriction request may limit your ability to use our Services.
Right to transfer data from one system to another
The User is entitled to receive their personal information in a structured and commonly used format and to independently transfer the information to a third party.
The User can exercise the rights mentioned above by sending a letter or email to one of the addresses listed above with the following information: User’s full name, company name, address, email address and telephone number. We may ask for additional information that is relevant for identification purposes. We may reject requests that are repeated at unreasonable intervals, are excessive or are clearly unfounded.
Regardless of whether the User has in advance consented to direct marketing, the User has the right to prohibit us from using the User’s personal information for direct marketing, market research and profiling for direct marketing purposes by contacting us using the contact information listed above or by using the functionalities of the Service or the unsubscribe option provided in direct marketing messages.
Filing a complaint
If you perceive that we process personal information in a way that is not in compliance with applicable data protection legislation, you can file a complaint with local authorities.
We use administrative, organizational, technical and physical security measures to protect the personal data we collect and process. These include data encryption, passwords, firewalls, protected facilities and systems protected by limited access rights. Our security measures are designed to maintain appropriate levels of security to ensure the confidentiality, integrity, usability, retrievability and survivability of the information We regularly test our Service, systems and other equipment for vulnerabilities.
If, regardless of our security measures, a data security breach occurs that is likely to adversely affect the privacy of Users, we will notify the affected Users and other affected parties in a manner defined by relevant legislation, and the authorities, if required by relevant data protection legislation, of the breach as soon as possible.
”Client” refers to an organization or company that uses Weople Oy’s recruitment app and that a Job Applicant sends his/her application to.
”Eilakaisla” refers to Eilakaisla Oy (business ID 0105926-6).
”Immaterial Rights” refer to copyright, neighbouring rights (including database, directory and image rights), patents, utility models, design rights, trademarks, trade names, trade secrets, know-how and other registered or unregistered immaterial rights.
”Party” refers to a Job Applicant or Eilakaisla (together ”Parties”).
”Service” refers to Weople, Eilakaisla’s digital recruitment service that a Job Applicant can use to give and receive information related to his/her job search.
”Job Applicant” refers to an individual, whose information has been uploaded to the Service for the purpose of using the Service.
”Applicant Data” refers to material or information that the Job Applicant provides to Eilakaisla to be uploaded to the Service.
2. Eilakaisla’s Service
2.1. Job Applicant can use the Service to receive job postings from Eilakaisla and to give and receive information relating to them.
2.2. The Job Applicant is expected to provide to Eilakaisla all the information necessary for Eilakaisla to effectively assist the Job Applicant in finding suitable job opportunities.
2.3. Eilakaisla does not enter into an employment contract with the Job Applicant. Any employment contracts will be between the Job Applicant and the Client.
3. Right to use the Service
3.3. The Applicant may not:
a) copy, edit, distribute, make available to the public, sell, rent, sub-license the Service or parts thereof or in other ways give third parties access to the Service;
b) circumvent or attempt to circumvent the Service’s copy protection;
c) reverse engineer the Service, unless permitted by mandatory legislation;
d) use the Service for unlawful purposes;
e) use the Service to infringe or violate the Immaterial Rights or other rights of third parties; or
f) use the Service for the distribution of viruses or other malware.
3.4. Eilakaisla owns the Immaterial Rights to the Service and the usage analytics of the Service.
3.5. The Applicant is responsible for ensuring that he/she has the IT equipment, software and connections to use the Service.
3.6. In order for Eilakaisla to contact the Applicant and forward information about relevant job openings, the Applicant must supply to Eilakaisla current and accurate contact and personal information. The Applicant must immediately notify Eilakaisla of any changes to this information.
4. Applicant Data
4.1. The Immaterial Rights to Applicant Data are owned by the Applicant. Eilakaisla has the right to use Applicant Data in order to offer Services to the Applicant. The Applicant is responsible for the ensuring that the Applicant Data can lawfully be used for purposes of the Service.
5. Personal Information
5.1. Eilakaisla collects personal information concerning the Applicant’s job application and Service usage in order to offer the Applicant Services and for other purposes consistent with Eilakaisla’s data protection policy. Such information includes names, contact details and other information relevant to the job search. Commensurate with its data protection policy, Eilakaisla processes this information in its role as data controller. Eilakaisla’s data protection policies can be found at https://www.weople.hr/en/privacy.
6. Suspending and changing the Service
6.1. Eilakaisla retains the right to suspend the Service for maintenance.
6.2. In its effort to continuously develop the Service, Eilakaisla may change or remove features and functions of the Service without prior notice.
6.3. Eilakaisla retains the right to prevent the Applicant from using the Service without prior notice if Eilakaisla has reason to suspect the Applicant has violated these terms.
7.2. Confidential material does not include material that (i) is public knowledge at time of delivery or becomes public knowledge after time delivery by means other than the violation of this obligation, (ii) was demonstrably developed by the recipient without using confidential materials, (iii) was lawfully obtained as non-confidential from a third party, provided that said third party was not and has not been under obligation to keep the material confidential.
7.3. A Party must immediately cease the use of any confidential material and information obtained from the other Party and, if requested, return or destroy said material and information directly upon terminating the use of the Service or, if requested, sooner, if the Party no longer requires said material or information for purposes consistent with the Term of Use.
7.4. This obligation of secrecy ends, when five (5) years have elapsed from the termination of the Service, unless a longer obligation to secrecy is required by the law.
8. Limited liability
8.1. The Service is provided as is. The Parties are not responsible for direct or indirect damages to the other party. Limited liability is not applicable to damages caused deliberately or by gross negligence.
9. Terminating use of the Service
9.1. The Applicant may terminate the use of the Service at any time. Upon receiving a termination request, Eilakaisla will email the Applicant a link that the Applicant can use to remove his/her information from the Service.
11. Transferring the contract
12.1. Eilakaisla has the right to use subcontractors in order to provide the Service.
13. Applicable legislation and resolution of disputes