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Job Candidate Data Policy
Dear candidate,
Thank you for your interest in MySchool and for considering our organisation for employment opportunities. This page aims to inform you about the processing of your personal data and your privacy rights in accordance with the General Data Protection Regulation (GDPR) and applicable data protection laws.
1. Personal Data Processing:
In the context of your job application, we collect and process personal data provided during our recruitment process. This includes information in your curriculum vitae (CV), cover letter, references, video interview (if applicable), a record of your progress and any other relevant documents provided by you or third parties (such as recruitment agencies).
2. Purpose and Legal Basis:
We process your personal data for the following reasons:
Managing your Application: Processing is necessary to take steps at your request prior to entering into an employment contract (Art. 6(1)(b) GDPR).
Evaluation and Quality Control: We use HubSpot as our recruitment management system to track candidate progress. This is based on our Legitimate Interest in maintaining a fair and documented recruitment process (Art. 6(1)(f) GDPR).
Interview Recordings: Where applicable, we may record and transcribe interviews using Fathom to ensure an accurate assessment of candidates and for internal quality control. This is based on our Legitimate Interest to maintain a fair and documented recruitment process.
Pre-Employment Screening: For candidates selected to move forward, we process data to verify suitability. This includes contacting professional references and, where required for the specific role, requesting a Police Conduct Report to meet our Legal Obligations or Employment Law requirements (Art. 10 GDPR).
Legal Defense: We retain limited information based on our Legitimate Interest in defending against potential legal claims.
Evaluation and Quality Control: We use HubSpot as our recruitment management system to track candidate progress. This is based on our Legitimate Interest in maintaining a fair and documented recruitment process (Art. 6(1)(f) GDPR).
Interview Recordings: Where applicable, we may record and transcribe interviews using Fathom to ensure an accurate assessment of candidates and for internal quality control. This is based on our Legitimate Interest to maintain a fair and documented recruitment process.
Pre-Employment Screening: For candidates selected to move forward, we process data to verify suitability. This includes contacting professional references and, where required for the specific role, requesting a Police Conduct Report to meet our Legal Obligations or Employment Law requirements (Art. 10 GDPR).
Legal Defense: We retain limited information based on our Legitimate Interest in defending against potential legal claims.
3. Data Retention:
Successful Candidates: Data will be transferred to your employee record and retained in accordance with our Employee Privacy Policy.
Unsuccessful Candidates: We will retain your application data for 1 year following the end of the recruitment process. This retention period is necessary to ensure process integrity, meet our legal record-keeping requirements, and to consider you for future opportunities that match your profile.
Interview recordings: While general application data is kept for 1 year in HubSpot, any interview recordings and transcripts stored in Fathom are typically deleted within 6 months unless required for a longer period due to a specific legal claim.
Your Choice: You have the right to object to your data being kept for future opportunities at any time. If you object, we will delete your CV, retaining only the minimum data required to satisfy legal limitation periods.
Unsuccessful Candidates: We will retain your application data for 1 year following the end of the recruitment process. This retention period is necessary to ensure process integrity, meet our legal record-keeping requirements, and to consider you for future opportunities that match your profile.
Interview recordings: While general application data is kept for 1 year in HubSpot, any interview recordings and transcripts stored in Fathom are typically deleted within 6 months unless required for a longer period due to a specific legal claim.
Your Choice: You have the right to object to your data being kept for future opportunities at any time. If you object, we will delete your CV, retaining only the minimum data required to satisfy legal limitation periods.
4. Data Security:
We take the security of your personal data seriously. Your data is stored within our secure, encrypted HubSpot environment, which utilises advanced technical and organisational measures—including access controls and two-factor authentication—to protect against unauthorised access. These measures are regularly reviewed as part of our commitment to information security standards (ISO 27001) and quality management (ISO 9001).
5. Sharing of Personal Data:
Your data is accessed only by authorised personnel. We share your data with HubSpot (our recruitment management system) and, in instances where interviews are recorded, with Fathom (our transcription provider). We ensure these providers are contractually bound by Data Processing Agreements (DPAs) and maintain industry-standard security certifications, including ISO 27001 and SOC 2 Type II
6. Privacy Rights:
As an individual whose personal data we process, you have certain privacy rights, including the right to:
- Access/Rectification: Obtain a copy of your data or correct inaccuracies.
- Erasure: Request deletion of your data in certain circumstances.
- Object to Processing: You have the right to object to processing based on our legitimate interests (such as retention for future roles).
- Restriction/Portability: Request that we limit how we use your data or move it to another provider.
To exercise these rights, please contact our Data Protection Officer listed below.
7. Contact Information:
If you have any questions or concerns regarding the processing of your personal data or if you wish to exercise your privacy rights, please contact our Data Protection Officer at:
Antonio Ghio
dpo@msm.io
Fenech & Fenech Advocates
198, Old Bakery Street, Valletta, VLT1455, Malta
+356 2124 1232
We appreciate your interest in joining MySchool. Rest assured that we are committed to protecting your privacy and ensuring the lawful processing of your personal data in accordance with applicable data protection laws.
Thank you for your understanding and cooperation.
If you have any questions or concerns regarding the processing of your personal data or if you wish to exercise your privacy rights, please contact our Data Protection Officer at:
Antonio Ghio
dpo@msm.io
Fenech & Fenech Advocates
198, Old Bakery Street, Valletta, VLT1455, Malta
+356 2124 1232
We appreciate your interest in joining MySchool. Rest assured that we are committed to protecting your privacy and ensuring the lawful processing of your personal data in accordance with applicable data protection laws.
Thank you for your understanding and cooperation.
Sincerely,
The MySchool Team