Candidate Privacy Notice

Α. Categories of personal data processed by Aambience Services

Aambience Services informs you that it processes the personal data contained in your job application and generally any information you provide during the process of evaluating you for employment. The above includes information provided through online platforms operating on the internet where you submit your application for employment, by email, in person at interviews and/or by any other means.

By way of example, Aambience Services processes the following categories of your personal data:

1. Your identification data: full name, patronymic, date and place of birth, gender, photograph, marital status data, etc.
   Your contact data: postal and e-mail address, landline and mobile phone number, etc.
2. Data relating to your education and skills: level and qualifications, educational institution, training institution, seminars, professional certifications, participation in training programmes, etc.
3. Data relating to your work experience: information about your previous work experience, references, etc.
4. Other data that may be required for your employment with Aambience Services including any special categories of personal data (e.g. health data) and/or data relating to criminal convictions and offences that will be collected from you as part of the assessment of your suitability for a particular job and data relating to your fulfilment or non-fulfilment of your military obligations.
5. Other information included in your applications of interest for a job at Ambience Services as well as information collected as part of the procedures for your placement: data relating to any family relationship you may have with Ambience Services employees and data relating to any other professional employment you hold or intend to hold.
6. Information you provide to Aambience Services when you contact us by phone or email.
7. Data resulting from your browsing the online platform through which you submit your application for employment with Ambience Services, including, but not limited to, the Aambience Services website.

Β. Sources from which Ambience Services collects your personal data

Aambience Services collects your data from the following sources:

1. Directly from you.
2. From persons specifically authorised by you (natural or legal persons), including third-party employment agencies acting on your behalf.
3. From your previous employers, in accordance with references you have provided to us.
4. Workable’s technology enables us to link the data you provide to us with other public information about you that you have posted online – including LinkedIn and other social media profiles.
5. Workable’s technology allows us to search various public databases – some public and some not, which may include your personal data (including your CV), to find potential candidates to fill our available jobs. If we find you in this way, we will obtain your personal data from these sources. We may receive your personal data from a third party who recommends you as a candidate for a particular job or for our business in general.

Please note that if you disclose personal data of third parties, including former employers, partners, etc., you should have informed these persons about the transfer of their personal data and their processing by Aambience Services by referring them to this Aambience Services Privacy Notice, and you should have obtained any required consent.

C. Legal basis

Aambience Services processes your personal data for the purposes of evaluating your application before concluding an employment contract, for the purposes of complying with its legal obligations, for the purposes of its overriding legitimate interests or those of a third party, provided that these interests do not affect your interests or fundamental rights and freedoms, and in the case of your consent. Please note that Aambience Services, in principle, does not rely or rely on your consent to process your personal data, unless specifically provided for in the relevant legislation or required by the circumstances and nature of a particular processing activity. In particular, Aambience Services processes your personal data for:

1. An assessment of your suitability for the job you have applied for.
2. To contact you as part of the process of assessing you for recruitment.
3. To improve Aambience Services’ candidate sourcing and assessment services for recruitment.
4. To comply with any obligations imposed by the legal, regulatory and supervisory framework in force from time to time, as well as the decisions of authorities (public, supervisory, prosecutorial, etc.) or courts.
5. The prevention and detection of fraud, or any other illegal act against Aambience Services.
6. To consider your application for other positions.
7. To exercise Aambience Services’ legal rights before a court or other authority.
8. To respond to requests from any prospective employers for references.
9. To help our service providers (such as Workable, our data processors) and our partners (such as the job sites through which you have applied) to improve their services.

Please note that if your consent has been requested and obtained, the processing of your personal data is based on this consent. In such cases, you have the right to withdraw your consent at any time, without, however, affecting the lawfulness of the processing based on your consent prior to its withdrawal.

Please note that Aambience Services does not make decisions based solely on automated processing of personal data.

D. Who are the recipients of your personal data?

In the context of processing your personal data, Aambience Services may transfer them to the following recipients:

1. Management, the relevant departments of the Human Resources Department of Ambience Services,
2. for the data that Aambience Services is entitled or obliged to communicate by law, judicial or regulatory decision, as well as for the data whose communication is strictly necessary to satisfy a legitimate interest of Aambience Services to public, supervisory, control, independent, judicial, prosecutorial, public and/or other authorities or bodies within the scope of their legal competences, duties and powers,
3. to persons (natural or legal) to whom Ambience Services entrusts the performance of specific tasks on its behalf and who act as processors of personal data, including electronic platform providers and their subcontractors, if any, but also other providers of IT products and/or services and/or support for all types of information and electronic systems and networks, including online systems and platforms, storage, archiving, management and destruction companies, and other providers of information technology products and/or services, including online systems and platforms, storage, archiving, management and destruction companies, as well as other providers of information technology products and/or services.
4. As stated above, we will transfer your information to our third party service providers, including Workable, who will only use it in accordance with our instructions and as required by law.
5. Where you have applied for a job through another service provider, we may disclose to that service provider data similar to the Disclosure Data set out above. The service provider will be the data controller of such data and will therefore be responsible for complying with all applicable laws regarding the use of such data following its transfer by Us.

Ε. Transfer of your personal data outside the European Economic Area

Aambience Services does not directly transfer your personal data to third countries or international organisations, unless such transfer is required by the applicable regulatory or legal framework. Where applicable, Ambience Services may transfer your personal data to third countries, provided that:

1. an adequate level of protection is ensured, in accordance with the European Commission, by the third country, territory or one or more specific sectors in that third country; or
2. appropriate safeguards have been provided for their processing by the recipient, in accordance with the law.

If none of the above conditions apply, the transfer may be made provided that:

1. you have provided Aambience Services with your express consent to do so; or
2. the transfer is necessary for the performance of your contract with Aambience Services, such as the execution of your orders; or
3. the transfer is necessary for the establishment or exercise of legal claims or the defence of Ambience Services’ rights; or
4. there is a relevant obligation on Aambience Services under a provision of law or an intergovernmental agreement. In order to fulfil this obligation, Aambience Services may transfer your personal data to competent national authorities in order to be forwarded through them to the respective authorities of third countries.

F. For how long Ambience Services keeps your data

Aambience Services keeps your personal data for the entire period of time required to process your application and fill the relevant job vacancy. Your data will be retained for a period of up to twenty four (24) months from receipt of the application. In the event of your recruitment, your personal data will be kept in accordance with the Privacy Policy of Ambience Services for the processing of personal data in accordance with Regulation (EU) 2016/679, Law No. 4624/2019 and the provisions of the relevant Greek and European legislation” which is permanently posted on the Aambience Services intranet. Especially in the event that a shorter or longer retention period of your data is provided by law or regulatory acts, the above data retention period will be reduced or increased accordingly. However, if until the expiry of this time, legal proceedings are in progress with Aambience Services that directly or indirectly concern you, the above-mentioned retention period shall be extended until the issue of an irrevocable court decision. In the event of the expiry of this period, your data will be securely deleted.

G. What are your rights and how you can exercise them

Under the provisions of the General Data Protection Regulation, you have the following rights:

1. Right of access to your personal data that we hold and process, as well as to information relating to their processing (origin of data, purposes of their processing, categories of recipients, time of data retention).
2. The right to rectify your personal data in the event of any inaccurate data or in the event of the need to complete incomplete data.
3. Right to object on grounds relating to your particular situation, where processing is necessary for the purposes of the legitimate interests pursued by Ambience Services or a third party.
4. Right to restrict the processing of your personal data where you dispute its accuracy, or the processing is unlawful, or Aambience Services does not need your personal data for the purposes of processing, or you have exercised a right to object and the assessment of whether Aambience Services’ legitimate grounds override your rights is pending.
5. Right to have your personal data deleted from the records we hold.
6. Right to portability of your personal data to any other controller, provided that the processing is based on your consent or a contract and is carried out by automated means.

Please note the following in relation to the above rights:

i) Your above rights may not be fulfilled, in whole or in part, if the processing or retention of your data is necessary for the establishment, exercise or support of Aambience Services’ rights or for the fulfilment of Aambience Services’ obligations.

ii) The exercise of the right to portability (above under f) does not imply the deletion of the data from Aambience Services’ records, which (deletion) is subject to the conditions of the immediately preceding paragraph.

iii) The exercise of the above rights acts for the future and does not affect the processing of data which is not subject to the conditions of the immediately preceding paragraph.

H. How you can exercise your rights on Aambience Services

To exercise your rights, you can contact us in writing by email at dpo@aambience.gr

Aambience Services will make every effort to respond to your request within one month of submission. This time limit may be extended for two (2) additional months if necessary in Aambience Services’ reasonable discretion. Aambience Services will inform you in any case of extension of the time limit within one month of the submission of the request.

The above service is provided by Aambience Services free of charge. However, in the event that the requests submitted are manifestly unfounded, excessive or repetitive, Aambience Services may either charge the debtor a reasonable fee, informing the debtor accordingly, or refuse to respond to the request(s).

I. Data Protection Officer of Aambience Services

You can contact the Data Protection Officer of Aambience Services on issues relating to the processing of your personal data at dpo@aambience.gr

J. Right of recourse to the Personal Data Protection Authority

You have the right to have recourse to the Data Protection Authority in relation to issues concerning the processing of your personal data. For the competence of the Authority and how to lodge a complaint, you can visit the website of the Authority (My rights > File a complaint with the Authority), where detailed information is available.

K. Security of your personal data

Aambience Services implements appropriate technical and organizational measures for the lawful collection and processing, as well as for the effective protection of your personal data against unauthorized or unlawful processing, loss, alteration, accidental or unlawful destruction or damage, unauthorized disclosure or access by third parties and any other form of unlawful processing.