Privacy Policy. GDPR – Last Update: 19.02.2025

Data Subject Consent Form: By agreeing to the terms, you provide consent to process your Personally Identifiable Information (PII) data in accordance with our Privacy Policy.

This Privacy Policy explains how Eastwest Jobs (“Company,” “we,” “us,” or “our”) processes your personal data, including how and why we may collect, store, use, and/or share (“process”) your information when you use our services (“Services”).

Purposes for Data Processing: We and our third parties may process your data for recruitment-related purposes, including but not limited to evaluating your qualifications, contacting you regarding job opportunities, and managing the recruitment process.

Personal Information Provided by You: The personal information we collect depends on the context of your interactions with us, the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

• Cover Letter
• CV / Resume
• Other personal files you may have uploaded
• Job titles
• Email addresses
• Phone numbers
• Location/Home address/Place of Residency
• Names
• Tests
• Picture of your passport/work documents that may be required by our third parties
• Any additional information that you provide us with that is relevant for a specific position, offer, or in connection with an agreement, marketing, events, surveys, invitations, handling the relationship with customers and suppliers, and other legal requirements, such as: Gender, Civil status, Nationality as well as details of competence analysis/interview summary.

Background reference checks may be requested and stored for recruitment purposes.

Criminal Record Information: If you voluntarily provide information about any criminal records during the recruitment process, we may retain this information as part of your applicant profile, in accordance with applicable laws and regulations. This information will be handled with the utmost confidentiality and used solely for the purpose of assessing your suitability for recruitment.

Disability Information: In accordance with applicable laws and regulations, we may collect and store information regarding your disabilities if you choose to provide this information. This will be used solely to ensure equal employment opportunities and to make necessary accommodations during the recruitment process and potential employment. Your disability information will be handled with the utmost confidentiality and security.

How do we acquire/collect your data PII – Data subject

We obtain your data through various channels, including:

• Direct Interaction/Application: You provide your information directly to us when you apply for a position or communicate with us through direct application submissions to job advertisements, marketing campaigns where we request data for contact purposes, chatbots, or email associated with our company.
• Third-Party Sources: We may collect data from third-party platforms such as Facebook, LinkedIn, Tik-Tok, and Instagram. It’s important to note that for data obtained from these platforms, explicit confirmation from the candidate is required when we download their data into our database. Additionally, data may be sourced from CV databases. Depending on the specific CV database, consent for data collection may already be granted. In cases where explicit consent is required, we ensure candidates provide their consent before downloading their data into our database.
• Referrals: Existing employees may recommend potential applicants. In such instances, personal data about the referred individual may be provided by the referring employee. In these cases, the referred individual is considered a User under this Privacy Policy, and they will be duly informed about the processing of their data via our Privacy Policy, providing the option to refuse and request deletion of their profile.

How do we process your information

By submitting your data, you agree to the following processing activities, including but not limited to:

• Contact by our recruiters regarding job opportunities, by channels including but not limited to: e-mail communication, WhatsApp, SMS, phone calls, social media, etc.
• Receiving newsletters/in-mails about job offers via email.
• Presentation of your CV and personal data, as well as information collected during the interview, to third parties (our clients) is part of our recruitment process mediation. As a recruitment agency, we act as intermediaries between candidates and our clients. By accepting our Privacy Policy, you consent to having your data stored in our database and give us the right to represent you to our clients. However, we will only present your CV and personal data to clients after discussing a specific job opportunity with you and obtaining your explicit consent to proceed, either verbally or via email.
• We implement procedures to request and validate EU citizenship in accordance with Article 6 of the General Data Protection Regulation (GDPR).
• There is a potential for data transfer to third-party clients located outside the EU with your consent, particularly if the recruitment process involves one of our clients situated outside the EU.

How we process your personal information

We process your personal information for various purposes, depending on your interaction with our Services:

• Account Management: To facilitate account creation, authentication, and management of user accounts.
• Service Delivery: To deliver and facilitate the services you’ve requested.
• Administrative Communication: To send you administrative details about our products and services, updates to our terms and policies, and other relevant information.
• Marketing and Promotions: We send you marketing and promotional communications to keep you informed about relevant opportunities and updates.
• Campaign Effectiveness: To assess the effectiveness of our marketing and promotional campaigns.
• Protection of Vital Interests: In certain situations, we may process your information to protect an individual’s vital interests, such as preventing harm.

Third-Party Service Providers

We may disclose your data to third-party service providers, contractors, or agents (“third parties”) who assist us in providing and managing services both for ourselves and on your behalf. These third parties require access to your information to fulfill their responsibilities effectively.

We have contractual agreements in place with these third parties to ensure the protection of your personal information. They are only authorized to use your personal data as instructed by us and are prohibited from sharing it with any other organization. Additionally, they are committed to safeguarding the data they hold on our behalf and retaining it for the duration specified by us.

The categories of third parties with whom we may share personal information include:

• Data Analytics Services
• Sales & Marketing Tools
• Website Hosting Service Providers
• Communication & Collaboration Tools
• User Account Registration & Authentication Services
• Performance Monitoring Tools

Legal Bases for Processing and Data Retention

We may retain your candidate profiles indefinitely for record tracking and maintaining employee files. However, we strive to minimize the retention of unnecessary data on our database and may pseudonymize or encrypt your profile to comply with the Right to restrict processing.

We will implement the Right to be Forgotten based on the following principles:

• Your data will be deleted from our database upon your explicit request.
• If we do not receive communication from you within 2 years and there is no ongoing record tracking requirement, we will delete your profile in our CRM system entirely.
• Profiles that are inactive due to ongoing recruitment processes may have minimal data retained, but the data will be encrypted or pseudonymized.

Right to Rectification

You have the right to ensure your personal data is accurate and up to date. Upon request to our HR team at jobs@eastwest-jobs.com, we will rectify inaccuracies within one month.

Subject Access Request (SAR)

You have the right under GDPR to access your personal data held by us. We will provide access and relevant information about data processing within 30 days of receiving the request, along with a free copy of the personal data being processed upon request to our HR Team at jobs@eastwest-jobs.com.

Security Measures

We implement both organizational and technical measures to safeguard your personal information. However, no electronic transmission over the internet can be completely secure. Therefore, we cannot guarantee that unauthorized third parties won’t access your information. In case of a breach, we have procedures in place to address and mitigate the situation.

Information Automatically Collected

Some information, such as your IP address and device characteristics, is collected automatically when you visit our Services. This information is primarily used to maintain the security and operation of our Services and for internal analytics and reporting.

For any questions or requests regarding your data, please contact our HR Team at jobs@eastwest-jobs.com.

This Privacy Policy will be updated as needed, with an updated “Revised” date. We encourage you to review this notice frequently to stay informed about how we protect your information.