PRIVACY NOTICE OF WQP ON RECRUITMENT PROCEDURES
WorldQuant Predictive Technologies Hungary Kft. (seat: 1061 Budapest, Király utca 26., Hungary; Reg. No.: 01-09-330091; hereinafter referred to as “WQP“) is committed to the highest level of protection and processing of Personal Data, in particular the General Data Protection Regulation of the European Parliament and of the Council (EU) 2016/679 (27 April 2016) (“GDPR“) and the applicable data protection laws and regulations.
WQP wishes to inform you in this Privacy Notice of how we process the Personal Data and any other information you submit to WQP in any manner as part of the documentation in relation to your job application.
- Capitalized terms used in this Privacy Notice shall have the meaning ascribed to them in the GDPR.
- For the purposes of this Privacy Notice, the controller of your Personal Data is WQP.
Please read this Privacy Notice and confirm your acceptance of its contents. We may need your consent in accordance with this Privacy Notice to collect/process some of your Personal Data.
1. Types and categories of Personal Data processed by WQP
WQP can process the following types and categories of Personal Data for the purposes of recruitment. These categories include the data that you as a job applicant decide to share with WQP as well as Personal Data that is essential for applying for a certain job position:Personal identification data: name, phone number, email address and other contact information;
Personal Identification data: name, phone number, email address and other contact information;
Photo: providing this information is not a requirement for a job application, but you may decide to forward your photo as part of your application documents;
Application-related data: schools, CV, motivational letter, information about previous work experience, interests, skills and competences, interviews and tests, and notes made on them, etc. which can be taken into account during the application and selection process;
Criminal record information: if required by law or is necessary based on WQP’s legitimate interest, WQP may request information from the criminal records.
Special Personal Data: Special categories of Personal Data include personal data revealing your racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership including genetic and biometric data, data concerning health or data concerning your sex life or sexual orientation.
WQP does not request special Personal Data to be provided when applying for a job, and expressly requests that you do not provide such data.
Comments in relation to this: In limited cases, WQP may require the applicant to provide health-related data where it is required by the law with regard to the position to be filled.
Persons proposing a job applicant: Previous employers, their details, and letters of reference from previous employers.
It is your responsibility to request the referring person’s or entity’s consent to forward their data to us and to inform them. Please keep that in mind. If you expressly agree in advance, WQP may contact these individuals directly.
In general, the Personal Data in paragraphs ( a ) and ( c ) is absolutely necessary for WQP to evaluate your application for the particular position. If you do not provide this information to WQP, WQP may not be able to process your Personal Data for the particular recruitment process and to assess your application for the position concerned. If additional Personal Data is required to apply for a particular position (as described above), WQP will inform you of such required data in the job posting or job offer.
If you consent to WQP contacting you in the event of a new position being advertised and to assist in a new recruitment process, we will retain the information recorded in ( a ), ( b ) and ( c ) for the purpose of building the database.
If you would be selected for the position after closing the job application process, please note that the Personal Data you provided to WQP during the recruitment procedure will become part of your WQP personnel file, provided that there is an adequate legal basis for processing this Personal Data after the conclusion of the recruitment procedure.
2. The legal basis and purpose of data processing
2.1 During the recruitment process, the purposes of the data processing are as follows:
( i ) examining and evaluating your application;
( ii ) evaluating the your skills in the context of the position you are applying for;
( iii ) organizing interviews with you, communication, keeping contact;
( iv ) compliance with legal obligations regarding WQP;
( v ) making decisions in the recruitment process;
( vi ) enforcing any legitimate interests of WQP, such as IT security;
( vii ) by giving your special consent, database building in the event of advertisement of new positions at WQP allow for any future contact and to assist in a new recruitment process.
2.2 If, in the future, it becomes necessary to process the Personal Data provided during the application for purposes other than those mentioned above, WQP will inform you in advance specifying the necessary information in accordance with the applicable data protection laws.
2.3 The legal bases of data processing done by WQP include inter alia the following:
Measures taken at your request before concluding the employment contract [point b of paragraph (1) of Article 6 of the GDPR];
To ensure compliance with our obligations relating to recruitment set forth in the relevant laws [point c of paragraph (1) of Article 6 of the GDPR];
Where processing is necessary for enforcing the legitimate interests of WQP or a third party [Paragraph f) Article 6(1) of the GDPR, e.g. paragraph (vi) of Section 2.
If the legal basis for the data processing is your consent, you are always entitled to withdraw your consent. The withdrawal of consent shall not affect the lawfulness of processing based on consent that was carried out before its withdrawal. If you decide to withdraw your consent given to WQP, please forward your request to the following email address: firstname.lastname@example.org
WQP does not use automated decision-making, including profiling with respect to applicants’ data in relation to the recruitment process.
3. Background checks
To the extent permitted by the applicable law, WQP is entitled to conduct background checks concerning a specific position (including data collected from social media sites where the applicant has a public profile, such as professional profiles). WQP may have a legal obligation to perform background checks (e.g. retrieval of criminal records for the purpose of checking criminal liability).
4. Retention of Personal Data
WQP will keep the Personal Data you provided in connection with your application for an announced position until the end of the recruitment process or until you withdraw your consent before the closing of the recruitment process, unless there is some other legal basis for the processing of your Personal Data.
If you agree to this, WQP will retain your Personal Data after the end of the recruitment process for a period of three years from the date of the notice of the conclusion of the recruitment process in order to be able to contact you for another recruitment process. WQP needs your written consent to do this.
5. Your rights relating to the recruitment process
As a candidate for a specific job position, you have the following rights with respect to your Personal Data in accordance with data protection laws:
a) Access to Your Personal Data: You have the right to request and obtain information about the processing of your Personal Data by WQP and may request a copy of such Personal Data.
b) Rectification of Personal Data: You have the right to request the rectification or supplementation of your Personal Data if you consider your Personal Data to be inaccurate or incomplete.
c) Erasure of Personal Data: You have the right to request the erasure of your Personal Data within the limitations permitted by law.
d) Requesting the restriction of the processing of personal data: You have the right to request the restriction of the processing of your data within the limitations specified by the law.
e) Withdrawal of consent: You have the right to withdraw your consent to the processing of your Personal Data previously provided to WQP. The withdrawal of consent shall not affect the lawfulness of processing based on consent that was carried out before its withdrawal.
f) Right to data portability: Within the limitations permitted by the law, you have the right to receive the Personal Data you provided to us in accordance with the law, and you are also entitled to request such Personal Data to be transferred to another controller. In exercising your right to data portability, you are also entitled to have your personal data transmitted directly from one controller to another, where technically feasible.
|Moreover, you have the right, on grounds relating to your particular situation, to object to the processing of your Personal Data where the basis of data processing is in the legitimate interest of WQP or another third party (including profiling, based on this). |
In this case, WQP shall no longer process the Personal Data unless WQP demonstrates compelling legitimate grounds for the processing in relation to submitting, asserting or protecting their legitimate interests or grounds that override your interests, rights and freedoms.
Where personal data is processed for direct marketing purposes, you have the right to object at any time to the processing of your Personal Data including profiling to the extent that it is related to such direct marketing. In this case, the Personal Data shall no more be disclosed.
The rights of the data subject listed above also apply if you consent to process your personal data in the event of a new position being advertised and to assist in a new recruitment process,
If you wish to exercise the rights listed above, please send a letter or email to: email@example.com
In order to protect your data and prevent any unauthorized access to your Personal Data, WQP may request you to provide additional personal identification information.
WQP will inform you of the measures related to your request to exercise the above rights within one month of receiving your request.
In addition to the above, you have the right in accordance with the provisions of the GDPR to file a complaint in relation to your Personal Data with a supervisory authority, in particular with the one competent according to your habitual residence or in the EU Member State of your workplace, or where the alleged personal data breach has occurred, in accordance with the applicable data protection laws.
As regards the right to file a complaint with the supervisory authority, we inform you that the supervisory authority in Hungary is as follows:
- Name: Hungarian National Authority for Data Protection and Freedom of Information
- Address: 1055 Budapest, Falk Miksa utca 9-11.;
- Correspondence address:1363 Budapest, Pf.: 9.;
- Telephone: +36 (1) 391-1400;
- Fax: +36 (1) 391-1410;
- E-mail: firstname.lastname@example.org
- Website: https://naih.hu
If you consider that your rights under the GDPR have been violated during the processing of your Personal Data, you have the right to initiate legal action before the competent court. Proceedings may be initiated against WQP either before the court of the Member State where WQP operates or, at your discretion, before the court that has jurisdiction according to your habitual residence.
If you have any questions or would like to get further information about your rights, please contact us at: email@example.com
6. Persons with access to your Personal Data
6.1 The following categories of recipients (who are subject to a confidentiality obligation) will have access to your Personal Data processed for the recruitment process, such persons to have access only on a need-to-know basis:
- the employees of the WQP’s parent company (WorldQuant Predictive Technologies LLC) involved in the selection process;
- Lead engineers and researchers
- Management members
- HR Staff
- third-party service providers employed by WQP that are relevant to the recruitment process.
7. Data protection measures and data transfer
WQP shall continuously take technical and organizational measures to ensure that your Personal Data is adequately protected. These include strict physical, logical, and IT access controls with respect to your Personal Data, such as firewalls, etc.
In the case of transfer of your Personal Data to third-party contractors in countries for which the Commission has established an inadequate level of protection of Personal Data, WQP shall ensure that the general data protection clauses approved by the European Commission are applied to ensure an adequate level of protection of Personal Data.
In case of your request or enquiry for the safeguards detailed in this section, please submit your application according to Section 5. of this Privacy Notice.
If you have any questions about the processing of your Personal Data described in the Privacy Notice, or you have any complaint about the processing of your Personal Data, please contact us at the following address: firstname.lastname@example.org
Comment: By submitting your application for a specific job position, you confirm that you have read and understood this Privacy Notice and your rights defined by the GDPR relating to the purposes of the recruitment process and the relevant data processing activities of WQP.
This also means that you confirm that you give your consent voluntarily, on a case-by-case basis, in an informed and clear manner, and that you are aware that you can withdraw your consent at any time in the manner specified in this Privacy Notice.