Last updated January 01, 2020

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About this policy

Welcome to our Privacy Policy. This policy should help you understand; who we are, how you can contact us, what personal data we collect from you, how and why we do it and also inform you of your privacy rights.

We do not knowingly collect data from or market to children under 18 years of age. If we learn that personal information from users less than 18 years old has been collected we will deactivate the account and take reasonable steps to promptly delete such data from our records.

If you choose to set your profile visibility to public, your profile will enter the JobFairy candidate pool. This will enable our customers (i.e. Employers who are registered users of JobFairy) to view your profile and give them the ability to send you an invitation to apply for an open role with their company. Please refer to the section ‘Job Fairy Candidate pool’ later in this document for more information. The employer will not be able to see the phone number on your profile unless you apply for a role with them.

By using JobFairy you acknowledge the collection of your personal data as outlined in this policy. This Privacy policy should be read in parallel with our Terms of Use. This version of the Privacy policy was last updated on 17 November 2021

If you have any questions about this privacy policy or wish to exercise your legal rights, email us at gdpr@jobfairy.co

About JobFairy

JobFairy exists to help candidates find jobs and for Employers to advertise these jobs and attract candidates for current and future vacancies.

Our company number is 706733 and we are located at Newtown, Rathcoole, Co. Dublin.

What personal data do we collect?

Personal information you disclose to us.

We collect and process personal information that you voluntarily provide to us when you create an account. We collect the following

• Profile data: Login ID and password marketing consent
• Personal Contact Data; email address, phone number, home address
• Identity Data; First name, Surname, Profile Photos, Profile Video (See Video Data below), Your level of education, Your chosen selection of skills.
• Employment Data: type of employment sought, desired work hours, notice periods, desired salary, willingness to travel and travel arrangements and other information related to compensation and benefits.
• Work history and other relevant experience including information contained in a CV, cover letter or job application form
• Education information: details of qualifications and certifications awarded, transcripts and other information provided in support of your job applications
• We may also collect some of this personal information through your CV or cover letter which you have chosen to attach or through data fields you have completed on JobFairy.
• Video Data - we may collect video if you participate in a video-based interview, video-based questionnaire, or when you upload an intro video introducing yourself as part of your profile. In addition to the video footage, we may also collect images and transcripts we derive from such video;
• Your profile status: you determine whether to make your profile public or private, If private only companies you have applied to or chosen to join their candidate pool will see your profile. If public, employers registered on the site will have the possibility to view your profile and ask you to apply directly for an open role. You make your profile public by checking the box to join the JobFairy candidate pool.

Information that is automatically collected.

We automatically collect certain technical data when you visit our site such as general location data, IP Address, operating system, device type, browser, location, cookies, websites visited, language settings, online identifiers.This information is used to maintain the security of the site and so that we can improve our website and improve your user experience. This information does not reveal your specific identity.

We also record the date of your most recent activity on JobFairy. We use this to give employers an insight into how recently you were active on JobFairy.

We use Hotjar in order to better understand our users’ needs and to optimize this service and experience. Hotjar is a technology service that helps us better understand our users’ experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behavior and their devices. This includes a device's IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf.

How do we collect Personal data?

We collect your data via the information you have chosen to provide via your JobFairy account registration or via the technical data that we automatically collect when you visit our site.

Further information is collected when you apply for a position such as cover notes you may write for a particular role and interview recordings.

How do we use your data?

JobFairy builds recruitment software to enable candidates to find work and employers find candidates.

Generally, we use personal data as processors, which means that we will use it on behalf of our Customer(The Employer) and in order to provide them with our Services. When we use personal data as processors, the processing of such data is also governed by the agreement we have with our Customers, partners, or investors. However, we use certain personal data, such as User Profile Information, Video Data and the Website Visitor, CRM & Prospect Data as a data controller, which means that we will use such personal data for our own purposes, such as improving and enhancing our platform and Services.

Course of business

In our course of business, we use your personal data for this purpose. We use your data

• To notify you of changes to our service, terms and conditions and privacy policy
• To ensure that the content we present to you is accurate, timely and relevant as possible
• To carry out our obligations arising from any contracts entered into between you and the Company
• To enable us to match candidates and employers with particular job roles, skills or sectors
• To process help requests you have have
• To assist us in modelling candidate data with the goal of providing better service to candidates and employers
• To (if your profile is set to public) enable Employers who you have not applied to, view your profile including your video so that may invite you to apply for an open role that they may have.

Legitimate interest

We may process personal data on the lawful ground of legitimate interest in the following circumstances but only in circumstances where such interests are not overridden by the rights and freedoms of users:

• to ensure that our networks and user data are secured;
• to administer and generally conduct business within the Company and within our group of subsidiaries;
• to defend and protect the Company’s rights/interests and rights of others;
• to respond to your requests i.e. subject access request, erasure, changes, data portability;
• to keep a record of:
  • user requests;
  • user withdrawal of consent;
  • deletion of user account;
  • user erasure of personal data; and
  • removal of user personal information when the retention period expires.

As a user of the Recruitment Platform you have the right to oppose a processing activity conducted by the Company on the basis of legitimate interest.

Note: A restriction of the processing activity may not be possible in all circumstances.

How do we share your data?

In the course of our business to help you search for and get a job, JobFairy may make Personal Information available to third parties such as

• Prospective employers; Customers(Employers) to whom you submit job applications via the Website; if you make your profile public, we will enable registered Customers (Employers) to view your profile through the Jobfairy candidate pool to allow them to invite you to apply for Open roles.
• Service Providers; We may outsource certain processing activities to trusted third parties to perform and provide services.
• Public authorities and other third parties; the Revenue Commissioners in Ireland (or similar in other jurisdictions), supervisory authorities, regulators and other authorities acting as processors or joint controllers based in Ireland who require reporting of processing activities in certain circumstances
• Professional advisers; professional advisers acting as processors including lawyers, bankers, auditors and insurers based in the EEA who provide consultancy, banking, legal, insurance and accounting services
• Corporate Transactions; third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets; alternatively, we may seek to acquire other businesses or merge with them; if a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.
• Background vetting specialists

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our Service Providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. Unless prevented by applicable law, we will notify you when your personal data may be provided to third parties in ways other than explained above, and you may have the option to prevent such sharing at the time that we notify you.

Do we transfer your data internationally?

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• for certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in the European Union;
• For certain service providers based in the US, we may transfer data to them under the Privacy Shield regime (if they are part of it) which requires them to provide similar protection to personal data shared between the Europe and the US.

How long do we keep your information?

We will only keep your personal data for as long as it is necessary for the purposes set out in this privacy policy, unless a longer period is required or permitted by law. The personal information provided by the user at the registration stage and on completion of the user’s personal profile will be automatically saved and retained for as long as the account remains active. The user has complete control over the personal information contained in the user profile. The latter can be updated, and/or removed at any time. For that reason, we trust that user information provided is accurate and up-to-date.

If your account has been inactive for a period of twenty four months and there has been no engagement with you, we will contact you. If you do not respond or confirm that you want to have your account removed, we will delete your account.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible we will securely store your personal information and isolate it from any further processing until deletion is possible.

How you can review, update or delete the data we collect.

You can log in at any stage to your account and amend, update or delete your data. Your profile is a live profile, so any update you make to it will be shared with employers you have applied to or whose candidate pool you have joined. You are responsible for keeping your account up to date. If you have difficulty with any of this please contact us at gdpr@jobfairy.co.

The JobFairy candidate pool

JobFairy continually builds its own candidate pool which is made up of all candidates who choose to make their profile status public. If you do not wish to be in this pool, please change your profile status to private.

If you are in the JobFairy candidate pool, registered customers of ours (Employers) can invite you to apply for Open roles in their companies. They will be able to search our pool by various filters and thus may view your profile and invite you to apply.

Customer usage and control your personal data

When you apply for a role or join a Customer’s candidate pool, JobFairy and the Customer will control the use of your personal data. We have arrangements in place to ensure that your personal data is only used by Customers in accordance with this Privacy policy.

If a customer downloads your personal data, JobFairy will no longer control this data. If you wish to understand the Customers own policy for data protection, please contact them directly.

Third Party Websites, IP Addresses and Cookies

You may access JobFairy via a link from another third party website. Please note and be aware that these websites will have their own privacy policies. We do not accept any responsibility for these third party websites.

As referred to in the ‘What personal data we collect’ we may collect your IP address to enable us to provide a better service. We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how much we use such technologies and how we can refuse certain cookies is set out in our Cookie Notice.

Data Security

We are committed to protecting your personal data. We have appropriate safeguards and management systems in place to protect the personal data we collect.

You must keep your JobFairy password confidential, this is your responsibility.

While JobFairy makes all reasonable efforts to protect your data, no transfer over the Internet can be guaranteed to be 100% secure. Thus we cannot guarantee the security of the personal data you transmit to us, you do so at your own risk.

What are your privacy rights?

With respect to your data you the have the right to:

• Request access
• Request correction
• Request erasure
• Object to the processing of your personal data
• Request restriction of processing your personal data
• Request transfer of you personal data to a third party
• Withdraw consent at any time

Regarding your right to have your personal data erased, you can delete your user account with JobFairy at any time. Deleting your user account deletes records of job applications sent, CVs and cover letters stored in your account, your profile, saved jobs and job alerts.

When your account is no longer active, your profile will no longer be visible to employers.

We cannot delete your information where:

• it was provided to Employers in a job application process and the Employer has chosen to store it locally;
• we are required by law to maintain it;
• it is necessary for legal claims;
• processing was undertaken based on legitimate interests to demonstrate compliance with data protection provisions;
• it would adversely affect other individuals’ or organisations’ rights.

You have the right to lodge a complaint with the Supervisory Authority in Ireland. Complaints can be lodged at: www.dataprotection.ie

Controller/Processor

JobFairy is the “data controller” of User Profile Information, Usage Information (whether related to Users, Candidates, Visitors, investors, partners, and prospects), Video Data, CV Data, Candidate Profile Information, Website Visitor, CRM & Prospect Data (i.e., the relevant Usage Information, Business Account Information, and Information Concerning our Prospects), Communications Data, and other personal data pertaining to our investors, visitors, and prospects, and assumes the responsibilities of a controller (solely to the extent applicable under the law), as set forth in this Privacy Policy. In such instances, our Service Providers processing such data will assume the role of “processor”.

JobFairy is the “data processor” of Recruitment Process Data, whether related to a User or Candidate. In such instances, our Customers shall be deemed the “data controller” of such data, and JobFairy will process such data on the Customers’ behalf, as its “data processor”, in accordance with its reasonable instructions, and the commercial and data processing agreements executed between JobFairy and such Users (as applicable). JobFairy’s Service Providers shall then act as designated sub-processors in these instances. JobFairy’s Customers will be responsible for meeting any legal requirements applicable to controllers (such as obtaining their consent or establishing other legal basis for processing).

Do we make updates to this policy?

We may update this policy from time to time. The updated version will be indicated by an updated “Revised” date and the updated version will be effective as soon as it is accessible. Any changes we may make to our Privacy Policy in the future will be posted on this page, you may also be notified by email. We encourage you to visit this page periodically to review any changes to the Privacy Policy.

How you can contact us

Please contact us with any queries you may have to gdpr@jobfairy.co