GDPR POLICY for Job Applications and/or Curriculum Vitae and accompanying documentation

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1. WHAT IS THE AIM OF THIS POLICY

   With this Policy we provide explanations of the way we process your personal data as derived from your job application and/or curriculum vitae and the accompanying documents when you apply for a job at ADVEOS and is based on the General Regulation EU 679/2016 and Law 4624/2019 as they currently exist.

2. WHO IS RESPONSIBLE FOR THE PROCESSING OF YOUR PERSONAL DATA

   ADVEOS Microelectronic Systems Single Member PC, based in Aigio, 19 Ag. Ioannou Street, PC 25100, Greece, to which you have applied for a vacancy and/or have sent an application form/request as well as related documentation is the main Data Controller and Processor, called hereafter the “Company”. The Company collects, uses, keeps and generally processes the data (personal data, such as name, e-mail address, postal address, date of birth, studies, qualifications, past experience), which are mentioned in the curriculum vitae and/or job application sent/submitted by the applicant, as well as in the accompanying documents either in paper or digital form and which the candidate, in view of exploring cooperation and recruitment opportunities, has voluntarily submitted to the Company.

3. WHAT ARE THE PURPOSES FOR USING AND PROCESSING YOUR PERSONAL DATA

   We will process your personal data with the intention and aim to explore potential collaboration as per the submitted job application, curriculum vitae and the supporting documentation. The purposes of your data processing may include:

   • Processing of your application as well as review and analysis of your educational background, experiences, skills and qualifications, analysis of your suitability and evaluation in relation to the job openings or job positions for which you have applied, communication between the Company and you as the applicant and sender of the data, as well as the arrangement of travelling and related expenses management in relation to your job application processing.
   • General human resources management, including payroll and benefits related purposes, expenses reimbursement, travelling, emergency contact, complaints management, equal opportunities assessment, human resources planning, hiring and rehiring. We also use the data kept about you to assist our service providers, data processors, and partners (such as job search sites and job boards), to improve their services.
   • Evaluation of your suitability for the Company’s job openings or work groups for current as well as future needs as well as validating your references, your professional profile and your educational background.
   • Security purposes, including property and information security, access control to our premises, the information systems, platform, websites, etc., including the prevention and investigation of any action threatening our security.
   • Compliance purposes, both company and legal, including the documentation for data and file management as well as the documentation, defence, and rebuttal of legal claims.

   Your consent for your data processing will allow us to use your personal data for the job position or opening you have applied for or any other opening that may arise in the future, and also contact you via e-mail or phone or any other means you have provided us with.

4. WHAT TYPE OF PERSONAL DATA WE COLLECT

   Unless otherwise agreed with you, we collect only personal data which are related to the job application as described above. This includes the following:

   • Name, surname, address, date of birth, family status, contact details, emergency contacts, social security number, previous or expected remuneration, tax registration details.
   • Professional data including contact details of previous employers, passed employment details, work experience details, skills and qualifications.
   • Personal identity card or passport data, driver’s license as needed, employment card or any identity certification document.
   • Data related to travel and expenses reimbursement, assessment/development centre in case of participation, background checks, reference letters.
   • Data related to access to our premises including CCTV data.
   • Special category of personal data: for the purposes as described in paragraph 2 above and when it is dictated from the law in effect, or you have given your expressed consent, we may need to collect your personal data as regards your health conditions and disabilities (e.g. for complying with health requirements, safety in the workplace) as well as biometric data (e.g. for access control or safety).
   • Any data that will be needed for the purposes described in paragraph 2 above.


5. HOW WE COLLECT AND PROCESS PERSONAL DATA

   We collect data from the job application or curriculum vitae and the accompanying documents:

   • directly and exclusively by the person interested in entering into cooperation with the Company via any means, e.g. via our website, e-mail, mail, telephone, and
   • via any platform that has been used to promote our job opening, e.g. LinkedIn or from a company that we may have used to publish our job opening or the company provider to which we have outsourced the recruitment need. When your data is provided via a platform or a cooperating company, the cooperating party may retain your personal data and may also collect data from us regarding the progress of your application. Any use of your data by this cooperating party will be done in accordance with the privacy and protection policy of the party itself.

   Additionally, we may collect personal data via expense reports, visit records to our premises, use of our IT systems, etc.

6. HOW WE PROTECT YOUR PERSONAL DATA

   We maintain physical, electronic and procedural safety measures of advanced technology according to the legal and technical requirements for personal data protection from non-authorized access or intrusion. Such measures include the implementation of specialized technologies and processes to safeguard your privacy, as for example secure servers, fire walls, etc. We always adhere to the current legal and compliance framework and provisions regarding the confidentiality and security of personal data.

7. WHOM WE SHARE YOUR PERSONAL DATA WITH

   Personal data taken from job applications, curriculum vitae and the related provided documentation is accessed only by authorized personnel of the Company. We might share personal data with the following:

   • Our affiliate companies abroad. In such a case, these companies will process your personal data for the same purposes and with the same conditions as described in this policy.
   • Third parties that process your data in relation to a service provided to us, e.g. headhunting, job posting, reference checking, always within the framework of the purposes of data processing as described in this policy.
   • Service providers (e.g. payroll outsourced company, cloud services, etc.) who have been instructed by the Company to process your data on our behalf strictly for the purposes described in this policy.
   • Public or state authorities, lawyers, courts, etc where we are obliged to provide such data for compliance purposes or following a pertinent request.

   By submitting your personal data, you agree to this transfer, storage or processing.

8. FOR HOW LONG WE RETAIN YOUR PERSONAL DATA

   By completing the application and submitting or sending your CV, we inform you that the retention period of the application and all related documentation does not exceed 1 year after the date of submission. After this period the submitted documents will be destroyed and/or deleted in a safe way, unless the Company is legally entitled or obliged to keep them. The latter occurs especially in the case that the party interested to be hired or cooperate, etc. is finally hired by or collaborates with the Company, so the respective documentation will be retained as long as the cooperation is active. Also, any additional information that is requested and is necessary for the needs of the social insurance-tax legislation, will be processed only for purposes directly related to the cooperation of the interested party. Once the employment contract or the period of cooperation is terminated or expires, the respective data will be kept for as long as the legislation requires and for the maximum period of limitation of the claims of both parties, and then they will be destroyed and/or deleted in a safe way.

9. WHAT ARE YOUR RIGHTS AS REGARDS THE PROCESSING OF YOUR PERSONAL DATA

   You have the right to submit a request to the Company to access, correct, delete or restrict processing of your data, the right to object to the processing, the right to portability, but also the right to revocation of consent, without prejudice to the legality of the processing based on the consent before revocation. These rights may be exercised either by sending a letter to the address of the Company as indicated in this policy or by email to hr@adveos.com. The Company will take all possible measures to satisfy this request within one month of its reception and to inform the requestor about the progress of the request, any delay or extension or about the reasons making satisfaction of their request impossible. The requestor will need to provide the description of the data as well as the full name and the ID details for the necessary identification.

10. HOW TO ADDRESS YOUR QUESTIONS/CONCERNS

    For any questions and/or concerns you may have regarding your rights as far as your personal data processing is concerned, you may contact the Human Resources department at hr@adveos.com.