Candidate Privacy Notice
Last modified: 06 Feb 2025
1. Introduction
At HUMANOPS LTD (“we,” “us,” or “our”), we respect the privacy of our candidates and are committed to protecting their personal data. This Candidate Privacy Notice explains the types of personal data we collect during the recruitment process, how we use it, the circumstances under which we may share it, and your rights under the General Data Protection Regulation (GDPR) and other applicable data protection laws.
2. Who We Are
Company Name: HUMANOPS LTD
Registered Address: 3031, Limassol, Archimidous 18, office 302
Contact Details: mail@humanops.cy, +357 96411520
For the purposes of the GDPR, we act as the Data Controller, determining the purposes and means of processing your personal data in the context of our recruitment services.
3. What Personal Data We Collect
During the recruitment process, we may collect and process various categories of personal data about you, including but not limited to:
The information has been provided to us in your curriculum vitae and cover letter including but not limited to full name, date of birth, email address, phone number, mailing address, educational background, skills, professional qualifications, work experience, references.
The information you have provided directly to us or is available on your profile on LinkedIn if you apply through LinkedIn.
Any other information you choose to share with us in your application and provide during an interview.
Results from assessments or tests, passport or ID data (if required to verify work authorization or for other lawful purposes), information regarding your work permit or residence permit status.
Any communications you send to us, such as emails, messages, or phone recordings (where permitted by law).
We may also collect, store and use the following “special categories" of more sensitive personal information:
Information about criminal convictions, offences or bankruptcy.
Information about your health, where this is relevant to the job role you have applied for.
We will only request and process sensitive personal data (e.g., health information, information about disabilities, racial or ethnic origin) where it is relevant and lawful to do so (for example, to accommodate special needs or comply with legal obligations).
4. How We Collect Your Personal Data
We may collect personal data about you in several ways:
Directly from You: When you submit your CV, cover letter, or other application materials; when you complete an application form; when you communicate with us by phone, email,messengers or other means.
From Third Parties: Such as recruitment platforms, job boards, professional networking sites, your referees, social networks, and, where legally permitted, from background checks or other vetting processes.
5. Purpose and Legal Basis for Processing
We only use your personal data when allowed by law. Under the GDPR, the main legal bases we rely on are:
Performance of a Contract: To process your job application and to take steps at your request prior to entering into a potential contract (employment or service agreement).
Legitimate Interests: To evaluate your candidacy, to communicate with you during the recruitment process, and to keep records relating to our recruitment activities. We ensure that our legitimate interests do not override your fundamental rights and freedoms.
Compliance with Legal Obligations: To comply with our obligations under EU or Member State law (e.g., verifying your right to work).
Consent: If we ask for your consent to process certain personal data (e.g., if we wish to retain your CV in our database for a longer period for future vacancies), we will do so in a clear manner, and you have the right to withdraw consent at any time.
6. How We Use Your Personal Data
We use your personal data for the following recruitment-related purposes:
Assessing your skills, qualifications, and suitability for roles we are looking to fill on behalf of our clients (or within our own organization, if applicable).
Communicating with you about the recruitment process.
Scheduling interviews, arranging tests or assessments, and obtaining references or background checks (where applicable).
Evaluating and improving our recruitment processes.
Storing records of the recruitment process in accordance with our data retention policy.
Comply with legal or regulatory requirements.
If you fail to provide personal information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully.
7. Data Sharing and Transfers
We may share your personal data with:
Clients: Potential employers who are seeking candidates through our agency.
Affiliates and Subsidiaries: Where necessary for the recruitment process.
Service Providers: Third parties who provide services such as hosting, IT support, background check services, or other professional services.
Legal and Regulatory Authorities: If required by law or where necessary to protect our rights or the rights of third parties.
In some cases, your data may be transferred to countries outside the European Economic Area (EEA). In such instances, we will ensure that adequate safeguards are in place, such as the use of the European Commission’s Standard Contractual Clauses or other appropriate transfer mechanisms.
8. Data Retention
We will only retain your personal data for as long as is necessary to fulfill the purposes outlined in this Notice, or as required by law. Typically, we will keep your personal data for a period of twelve (12) months following our final decision on whether to appoint you to a role. We retain your data for this duration so that, in the event of a legal claim, we can demonstrate that our recruitment process was conducted lawfully, fairly, and without discrimination. After this period, we will securely destroy your personal data in accordance with applicable data protection laws.
If you have given consent for us to retain your CV or other details for consideration for future opportunities, we will keep your personal data for the duration of that consent or until you withdraw it, after which it will be securely destroyed.
9. Your Rights
Under the GDPR, you have certain rights regarding your personal data. These include:
Right of Access: You can request a copy of your personal data we hold about you.
Right to Rectification: You can ask us to correct any inaccurate or incomplete personal data.
Right to Erasure (“Right to be Forgotten”): You can request that we delete your personal data, under certain conditions.
Right to Restrict Processing: You can request that we suspend the processing of your personal data, under certain conditions.
Right to Data Portability: You can request that we provide your personal data to you or a third party in a structured, commonly used, and machine-readable format, under certain conditions.
Right to Object: You can object to the processing of your personal data, under certain conditions.
Right to Withdraw Consent: Where we rely on consent to process your personal data, you can withdraw your consent at any time.
If you wish to exercise any of these rights, please contact by email mail@humanops.cy.
10. Automated Decision-Making
We generally do not use automated decision-making processes (including profiling) in our recruitment activities. If we do so in specific cases, we will inform you about the logic involved, as well as the significance and the envisaged consequences of such processing for you, and we will seek your explicit consent where required by law.
11. Security Measures
We have implemented appropriate technical and organizational measures to safeguard your personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to personal data transmitted, stored, or otherwise processed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
12. Changes to This Notice
We may update or modify this Candidate Privacy Notice from time to time in response to changing legal, technical, or business developments. When we update our Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make. You can see when this Notice was last updated by checking the “Last Updated” date at the top.
13. Right to Withdraw Consent
You have the right to withdraw your consent for us to process your personal data in connection with the recruitment process at any time. If you wish to do so, please contact our Director in writing via email address mail@humanops.cy. Once we receive your request to withdraw consent, we will cease processing your application. In accordance with our data retention policy, we will then securely dispose of your personal data.
14. How to Contact Us
If you have any questions about this Notice, our data protection practices, or if you wish to exercise your rights, please contact us using the details below:
Phone: +357 96 411520
Email: mail@humanops.cy
Postal Address: 3031, Limassol, Archimidous 18, 302
If you feel that we have not addressed your concerns satisfactorily, you have the right to lodge a complaint with your local data protection authority.