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Privacy Policy
1. Privacy Policy
Ilkari ("we", "us") are committed to protecting and respecting your privacy. This Privacy Notice sets out the basis on which the personal data collected from you, or that you provide to us, will be processed by us in connection with our recruitment processes.
Ilkari ("we", "us") are committed to protecting and respecting your privacy. This Privacy Notice sets out the basis on which the personal data collected from you, or that you provide to us, will be processed by us in connection with our recruitment processes.
For the purpose of the UK General Data Protection Regulation ("UK GDPR"), the EU General Data Protection Regulation ("EU GDPR"), as applied across the European Economic Area, and the Data Protection Act 2018, the Data Controller is the Ilkari entity in the country where the role you have applied for is based.
Where you apply for a role based in Colombia, we also process your personal data in accordance with Law 1581 of 2012, Decree 1377 of 2013, as consolidated by the Single Regulatory Decree No. 1074 of 2015, and any other regulations that amend, supplement or replace them. As a data subject, you have the right to: (i) know, access and obtain information regarding your personal data; (ii) update, correct or rectify inaccurate, incomplete or outdated personal data; (iii) request evidence of the authorisation granted for the processing of your personal data, except where such authorisation is not required by law; (iv) be informed, upon request, regarding the use that has been made of your personal data; (v) revoke your authorisation and/or request the deletion of your personal data where applicable under Colombian law; and (vi) lodge complaints before the Superintendencia de Industria y Comercio. For roles based in Colombia, the Data Controller is Ilkari Colombia DC S.A.S., located at Vereda Tibitó, Tocancipá Free Trade Zone, Km 1.5 Briceño-Zipaquirá, Tocancipá, Cundinamarca, Colombia, and privacy requests may be submitted to contact@ilkari.tech.
We use Pinpoint, an online software product provided by The Infuse Group Ltd (t/a Pinpoint Software), to assist with our recruitment process. We use Pinpoint to process personal information as a data processor on our behalf. Pinpoint is only entitled to process your personal data in accordance with our instructions.
Where you apply for an opportunity posted by us, these Privacy Notice provisions will apply to our processing of your personal information, in addition to our other Privacy Notice which is available on our website. Our general Privacy Notice contains additional information regarding the processing of personal data by Ilkari, including details of our Personal Data Processing Policy, the procedures for exercising your data protection rights, and the submission of requests, inquiries and complaints relating to the processing of personal data.
Your Personal Information
Your Personal Information
Information we collect from you
We collect and process some or all of the following types of information from you:
We collect and process some or all of the following types of information from you:
- Information that you provide when you apply for a role. This includes information provided through an online application, via email, in person at interviews and/or by any other method.
- In particular, we process personal details such as name, email address, address, date of birth, qualifications, experience and any information relating to your employment history, skills and experience that you provide to us.
- If you contact us, we may keep a record of that correspondence.
- Details of your visits to our careers website including, but not limited to, traffic data, location data and other communication data, the site that referred you to our careers website and the resources that you access.
In certain circumstances, we may collect sensitive personal data that you choose to provide during the recruitment process, such as information relating to disabilities, workplace accommodations, diversity or equal opportunities. The provision of such information is voluntary and will not be required unless permitted or required by applicable law. Where you provide sensitive personal data, it will be processed solely for legitimate recruitment-related purposes, including evaluating and implementing workplace accommodations, promoting equal employment opportunities and complying with applicable legal obligations.
Uses of Your Information
Lawful basis for processing
We rely on the following grounds as the lawful bases on which we collect and use your personal data: legitimate interest, to perform or enter into a contract with you and consent. Our legitimate interests are the recruitment of staff for our business. For candidates located in Colombia, personal data is processed based on the authorization granted by the candidate when submitting the application and, where applicable, on other grounds permitted under Colombian law.
We rely on the following grounds as the lawful bases on which we collect and use your personal data: legitimate interest, to perform or enter into a contract with you and consent. Our legitimate interests are the recruitment of staff for our business. For candidates located in Colombia, personal data is processed based on the authorization granted by the candidate when submitting the application and, where applicable, on other grounds permitted under Colombian law.
Purposes of processing
We use information held about you in the following ways:
We use information held about you in the following ways:
- To consider your application in respect of a role for which you have applied.
- To consider your application in respect of other roles.
- To communicate with you in respect of the recruitment process.
- To enhance any information that we receive from you with information obtained from third party data providers.
- To find appropriate candidates to fill our job openings.
Disclosure and International Transfers of Personal Data
As part of our recruitment activities, your personal data may be accessed, transferred to, or stored in countries other than the country in which you are located. We may share your personal data with other companies within the Ilkari group and with service providers that support our recruitment processes, such as Pinpoint. Where required by applicable law, we will implement appropriate safeguards to protect your personal data and ensure that any international transfer is carried out in accordance with applicable data protection laws, including standard contractual clauses under Article 46.2 of the EU GDPR.
As part of our recruitment activities, your personal data may be accessed, transferred to, or stored in countries other than the country in which you are located. We may share your personal data with other companies within the Ilkari group and with service providers that support our recruitment processes, such as Pinpoint. Where required by applicable law, we will implement appropriate safeguards to protect your personal data and ensure that any international transfer is carried out in accordance with applicable data protection laws, including standard contractual clauses under Article 46.2 of the EU GDPR.
Automated Decision-Making / Profiling
We use Pinpoint's technology, including AI-enabled tools, to support our recruitment team, for example in reviewing applications against the criteria set for each role and in organising interview notes. These tools assist our team but never make decisions: every decision about who progresses or is hired is made by people, at every stage of the process.
We use Pinpoint's technology, including AI-enabled tools, to support our recruitment team, for example in reviewing applications against the criteria set for each role and in organising interview notes. These tools assist our team but never make decisions: every decision about who progresses or is hired is made by people, at every stage of the process.
If you would like more information, or wish to have your application reviewed without the support of AI tools, please contact us using the details below.
How we store your personal data
Security
We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in any unauthorized way. We limit access to your personal data to those who have a genuine business need to view it. Those processing your information will do so only in an authorized manner and are subject to a duty of confidentiality.
We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in any unauthorized way. We limit access to your personal data to those who have a genuine business need to view it. Those processing your information will do so only in an authorized manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted through any online means, therefore any transmission remains at your own risk.
How long we keep your personal data
We retain rejected applications for 6 months from the date of rejection. Where you have agreed to hear about future roles, we retain your data for 24 months and will contact you before that period ends to ask whether you wish to renew. Candidate records with no activity are deleted after 24 months.
We retain rejected applications for 6 months from the date of rejection. Where you have agreed to hear about future roles, we retain your data for 24 months and will contact you before that period ends to ask whether you wish to renew. Candidate records with no activity are deleted after 24 months.
Your personal information will also be deleted on either of the following occurrences, which we will action within 30 days:
- Deletion of your personal information by you via the Manage Your Data tool or
- Receipt of a written request by you to us.
Your rights
Under the General Data Protection Regulation you have a number of important rights. In summary, those include rights to:
Under the General Data Protection Regulation you have a number of important rights. In summary, those include rights to:
- Access to your personal data and to certain other supplementary information that this Privacy Notice is already designed to address.
- Require us to correct any mistakes in your information which we hold.
- Request the erasure of personal data concerning you in certain situations.
- Request access to the personal data concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations.
- Object at any time to processing of personal data concerning you for direct marketing.
- Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you.
- Object in certain other situations to our continued processing of your personal data.
- Otherwise restrict our processing of your personal data in certain circumstances.
- Claim compensation for damages caused by our breach of any data protection laws.
If you would like to exercise any of those rights, please either:
- Utilise the Manage Your Data tool provided or
- Contact us using our contact details below, ensuring we have enough information to identify you, proving your identity and address and confirming which information to which your request relates
How to complain
We hope that we can resolve any query or concern you raise about our use of your information.
We hope that we can resolve any query or concern you raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred.
The supervisory authority for each of our locations is: the Data Protection Commission (Ireland), the Agencia Española de Protección de Datos (Spain), the Information Commissioner's Office (United Kingdom), Persónuvernd (Iceland), AZOP (Croatia), and the Superintendencia de Industria y Comercio (Colombia).
Contact us
To exercise any of your rights, use the Manage Your Data tool on our careers site. If you have any other question about this Privacy Notice, contact us through the Data & Privacy page on our careers site.
To exercise any of your rights, use the Manage Your Data tool on our careers site. If you have any other question about this Privacy Notice, contact us through the Data & Privacy page on our careers site.