Inefficient processes, slow delivery, and delivered products that never get used are common frustrations for businesses and IT enterprises. Finding the optimal path to get you from reality to vision is not easy. We are that software delivery partner.
Contacts
222 West Ontario St. #501, Chicago, IL
info@olsysltd.com
847 766-0337
Privacy Policy
Last updated: May 15, 2023
Olsys LTD and its related companies and/or affiliates (the “Company”, “we”, “us” or “our”) respect your right to privacy and maintain the highest level of personal data protection. In carrying out activities, we are committed to acting according to the applicable laws and regulations that define personal data protection.
We prepared this HR Privacy Policy (“Policy”) to provide you with information about the purposes for which your Personal Data will be acquired and how it will be used, what your rights are in relation to the processing of Personal Data we keep about you and how you can exercise them.
This Policy applies to:
candidates (and potential candidates) who apply for any job position published by Olsys LTD on job boards, social media, or any other source or provide their personal data via emails, messengers, video and voice calls, or other means of communication in the context of the candidate selection;
non-selected candidates who have consented to the retention of their Personal Data for future recruitment purposes;
current and former employees and independent contractors (service providers) of Olsys LTD.
What data do we collect and why?
For the purpose of this Policy, “Personal Data” means any personal data within the meaning of GDPR related to natural persons who are current and former employees or independent contractors, potential candidates, job applicants, and other individuals as appropriate in the context of an employment or contractual work relationship or candidate selection.
As part of human resources procedures, we may process the following types of Personal Data, either submitted as part of an online application and/or directly obtained from you via job boards, e-mails, personal messages from a public page on social networks, video and voice calls, messengers, networking or personal meetings, or any other sources, as well as data obtained as part of the employment or contractual relationship:
Types of Personal Data
Purposes for collecting Personal Data
Identification Data:
Full name;
Gender;
Passport (ID) number;
Tax or social security number;
Other government-issued identifiers;
Payment details (bank account, mother’s name);
Company ID number;
Other information (date and place of birth; current location, photo, language skills, etc.).
We use your Identification Data to identify you, to maintain our HRM systems and HR records, to conduct employment verification and to facilitate our relationship with you, to administer payroll (or other financial transactions), and other employment obligations provided by law, as well as for other processing purposes described in this Policy.
Contact Data:
Full name;
Registered address;
Postal address;
Phone number;
Email address;
Social media address;
Usernames.
We use your Contact Data to communicate with you via respective means of communication about matters on employment or contractual relationship.
Biographical Data:
CV;
Social media (job boards) profiles;
Education information;
Professional credentials (licenses, certificates, etc.);
Personal traits (hard and soft skills, goals, etc.).;
Other information contained in the CV, motivation letter, or other sources provided by a candidate.
We use your Biographical Data to evaluate your personal and professional traits in the employment or contractor engagement context for a particular job position, to make hiring decisions, to help us facilitate your professional growth and development and to ensure successful job performance, etc.
Device Data:
System logs;
Access control devices records;
Internet-related data (IP address, metadata, etc.)
We can use Device Data whether using an Olsys’s or personal device for security management, including, but not limited to, system administration, incident detection, risk mitigation, and other related purposes.
Employment Data:
Work history information;
Time sheets and attendance records;
Sick leave records;
Insurance records;
Health and safety for accidents or injuries at work records;
Payroll records;
Maternity/paternity leaves records;
Performance reviews records;
Background check records;
Bonuses and disciplinary records;
Internal investigations and security breaches records.
We use your Employment Data to manage the employment relationships and fulfill obligations provided by law (e.g., administration of payroll, benefits, insurance, scheduling work time and absence, managing the workplace, monitoring premises, responding to inquiries, providing information and assistance, performance of security purposes, compliance and accountability programs, professional development programs, for archival and recordkeeping purposes, etc.).
We may collect relevant information about potential candidates, such as their children’s age, referral candidates or companies, etc.
We don’t collect Personal Data from children under 16 unless a child under 16 is the only emergency contact an individual could provide us with.
We don’t collect any sensitive data about candidates. Sensitive data is categorized as any data revealing your racial/ethnic origins; political opinions; religious beliefs; membership of a trade union; sexuality; physical or mental health conditions (Art. 9 GDPR). Nonetheless, we may collect some types of sensitive data, particularly health data about our employees only when processing sick leave records, health, and safety for accidents or injuries at work records, etc.
We don’t use Personal Data for our own marketing activities, namely, we don’t use Personal Data for marketing purposes after the termination of the contractual relationship or send any kind of advertising messages to our current or former employees and individual contractors.
We may use Google Analytics to help us better understand how individuals use our website. You may install the Google Analytics Opt-Out Browser by clicking here to prevent Google Analytics from using your information for analytics. To opt out of Google Analytics for display advertising or customize Google display network ads, you can visit the Google Ads Settings page.
What are the legal bases for data processing?
GDPR provides an exclusive list of lawful bases allowing us to process personal data. During the personal data processing, we rely only on four of them, namely:
Performance of a contract: to enter into an employment contract with you or take steps at your request prior to entering into an employment contract with you. Although the submission of Personal Data for the entry into a contract is voluntary, without the necessary Personal Data we won’t be able to meet our contractual obligations as your employer.
Consent: we may occasionally ask you to give consent so we can use your Personal Data for one or more purposes, e.g., for the retention of your Personal Data for future recruitment offerings. Whenever the legal basis for the processing of your Personal Data is consent, we will inform you in advance. Processing your personal data on the basis of consent is always voluntary and without any negative consequences for you. So where the processing of your Personal Data is based on consent, you have the right to withdraw your consent at any time. If you do decide to withdraw your consent, we will stop processing your Personal Data for that purpose unless there is another lawful basis we can rely on – in which case, we will let you know. Your withdrawal of consent won’t impact any of our processing up to that point.
Compliance with a legal obligation: please, keep in mind that you are obliged to provide us with your Personal Data that we process on the basis of legal obligation. If you do not provide Personal Data that we absolutely need to collect and process as an employer, we cannot perform our legal obligations.
Legitimate interest: we may process your Personal Data on the basis of our legitimate interests, for example:
to make background checks in order to provide a healthy and safe working environment, prevent fraud, etc.;
to provide data transfers between our partner companies for prevention of fraud and internal administrative purposes, such as processing of employee Personal Data;
professional learning and development administration;
to analyze the performance of employees;
to process family members’ data in the context of HR records – next of kin, emergency contact, benefits and insurance, etc.
How long do we keep your Personal Data?
What rights do potential candidates and employees have?
Where did we get your Personal Data, and to whom may we disclose it?
Do we transfer your Personal Data outside of the European Economic Area?