We prepare this document in line with the provisions of the EU General Data Protection Regulation 2016/679 (“GDPR”), as it may be amended from time to time and applicable to our business operations. Meeting our data protection responsibilities is a top priority for us, and we will:
(a) use your personal data lawfully, fairly and in a transparent way
(b) collect your data only for valid purposes with explanation where available
(c) collect data which is relevant and limited
(d) make sure that data collected and used will be accurate and up-to-date;
(e) always keep your personal information secured.
While you are under no statutory or contractual obligation to provide us with data during the recruitment process, we may not be able to process your application correctly and fairly if we do not have some specific information about you.
for any enquiries about this document or generally how we process your personal data.
Why and How do we use your Personal Data?
In general, we need to process your Personal Data as a general part of your employment and we do not use the information you provide to make any automated decisions that might affect you:
we have a legitimate interest - processing personal data during the recruitment process and keep records of the process;
processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job;
in some cases, we process data to ensure that we are complying with our legal and regulatory obligations;
where we process other special categories of data, such as information about ethnic origin and health, this is for equal opportunities monitoring purposes and to ensure you or us can meet our obligations to exercise our rights under law related to employment or (only where applicable) to enable us to establish, exercise or defend legal claims.
Respecting the nature of your personal data, we will never use your personal data for purposes other than the recruitment process of which you are part and will only disclose your personal data when necessary.
SimplyBook.me Ltd takes the security of your data very seriously and has implemented appropriate internal policies, procedures and controls which aim to ensure that your data will not get lost, destroyed, misused or disclosed and will always be processed by individuals authorised and only to perform their duties. We will store your information secured in dedicated recruitment files and IT systems within the EU.
Check out how we always put information security on top, here.
If your application for employment is unsuccessful, we will hold your data on file for 1 year after the end of the relevant recruitment process, unless you withdraw your consent and ask us to delete your data. If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personal file and retained during your employment.
Specific statements as applicable to you:
(a) When you apply for a job opening at SimplyBook.me you share with us your CV which contains some of your personal data, such as your name and surname, your address and contact details such as your email and phone number.
This data is important for us in order to access your application and contact you for next steps, as part of our recruitment process.
Where your application is unsuccessful, we will keep your CV and information in our records for a period of 6 months, unless you inform us otherwise via an email request at firstname.lastname@example.org.
(b) In order to become and exist as an employee at SimplyBook.me, we need to have some of your personal data, including your name and surname, your address and contact details such as your email and phone number, your identification or passport number, your social insurance number, your tax identification number, your bank details.
Without this information we will be unable to conclude a contractual agreement with you and hence employ you and give you the opportunity to join our team and be a part of our business operations as an employee such as preparing your payslip and transferring your monthly salary. We also need to maintain records for regulatory purposes, as your employer.
During your employment with us we may need to collect additional information which may be personal data about you. This is to allow us to make sure we meet any legal obligations including but not limited tax obligations, health and safety obligations.
We also need to keep records for your performance at work and, in some circumstances, regarding disciplinary action or warnings. Specifically, we need to ensure that work is completed to an acceptable standard in support of our business processes.
As part of training and employee development activities, we may keep records of training courses attended and other learning opportunities, including the nature of the activity and the dates attended. We will use and retain this information on the grounds of our legitimate interest. Specifically, to ensure that adequate training is provided and that our employees are suitably qualified to fulfil their roles within the business.
Information about your employment with us is stored and processed within the EEA digitally within our internal database held in Google Servers or physically in our Cyprus office. We have a contractual agreement with Google for this processing, ensuring that adequate safeguards are in place for the protection of your personal data. Additionally, our business operations are bound by our internal Information Security and Management System (“ISMS”).
(c) Where your employment ends, we need to keep certain information which may include personal data about you and your employment history as long as you are an employee, and for a period of 1 (one) year after your employment has ended. Note that as required by law, financial information will be maintained for a period of 7 (seven) years.
What are your Rights?
By law, you can ask us:
what information we hold about you,
request to have access to it, and
you can ask us to correct it if it is inaccurate.
In those cases where we process your information for contractual reasons, you can ask us to:
give you a copy of the information.
If you believe we are not using your information lawfully you can ask us to:
stop using it for a period of time.
In some circumstances, you may have the right to ask us to:
erase your personal data.
To submit a request by email, post or telephone:
at 30 Glasthonos, P. Makedonas Court, Mezzanine Floor, 3041 Limassol, Cyprus;