Recruitment privacy policy

In order to consider you as a candidate in recruitment and reach successfully to contract signing we must must process your personal data. This Privacy Policy explains how Proekspert AS handles your personal data during the recruitment process and how you can contribute and control how your data is handled. Please read this policy carefully before submitting your personal data to us.

“You” means job applicants and people we contact ourselves for recruitment purposes. “Proekesprt” and “we” means Proekspert AS legal entity you have applied for or that has been in contact with unless otherwise stated. 

By submitting your data, you acknowledge that you have read and agree to this Privacy Policy.

This Policy will be updated from time to time.

Data controller

The data controller is Proekspert AS whose official headquarter is located in Tallinn, on Sõpruse pst. 157, Tallinn 13417. Our general contact e-mail is info@proekspert.com. In case you have any questions regarding privacy policy, please contact hr@proekspert.ee.

Personal data we collect

In this policy personal data means information that identifies candidates and potential candidates for employment with us who have reached us through application process or to whom we have reached out via various channels.

We may request various personal data to assess your suitability for the position. While providing this information is voluntary, missing data may result in us being unable to process your application. Categories of personal data we collect are listed below with the purpose of processing such personal data.

Categories of Personal Data and Purposes for Processing:



For recruitment purpose: we process your personal data to manage recruitment and potentially create an employment contract.	Identification data: – your full name, – date of birth, – personal ID, – picture of your ID card or passport, – contact data (address, e-mail address, phone number), – banking data (IBAN number for salary payments), Application data: – employment data, – data in your CV and motivation letter, Skills and competencies data: – e.g. information about your education, trainings, certifications, and language skill. Test assignment data: – Test assignments results. Demographic and background information: – Disability information, health information and other sensitive personal data may be processed with your consent or based on other applicable legal grounds. – Background checks may be conducted with your consent.
For reference checks: we handle personal data to verify the information you provide, conduct reference checks and/or background checks (if applicable).	Referee’s name, phone number and e-mail address
Future opportunities: we keep your data to contact you regarding future opportunities.	Same information as for recruitment process.

Where we get your personal data from?

We usually collect your data directly from you (via email, phone, or interviews) or through LinkedIn, social media, job platforms, or recruiting agencies and through reference checks.

The purpose of gathering the data

The information is gathered to carry out sourcing, recruitment and hiring processes.

When engaging in candidate sourcing we process personal data based on our legitimate interests to hire qualified staff to service our business.

When contacting potential referees whose contact information you have shared with us, the process is based on your consent or on our legitimate interests to assess the potential grounds for entering an employment with you. And we assume you have obtained consent from the referee beforehand.

In case you see or hear that anything is incorrect you are encouraged to contact us via whistleblower.

Who accesses your data?

Your data may be accessed by Proekspert employees and authorized third-party service providers, such as:

recruiters,
hiring Managers and hiring team members,
HR department,
IT support.

When sharing your data with third-party vendors, we ensure data transfer agreements are in place, guaranteeing confidentiality and compliance with applicable laws.

Proekspert AS is the controller of your personal data, while the third-party service provider operates as an authorized data processor. If your personal data is transferred to the third-party service provider, we ensure that such transfers are to authorized processors with whom we have established a prior data processing agreement. We expect from our partners to be careful and ethical in processing of personal data.

We are using the recruitment software SmartRecruiters. You can find their privacy policy here.

How long will we retain your data?

If hired: Your data becomes part of your employment record and is retained according to applicable laws.

If not hired: With your consent, we may keep your data for future opportunities. Unsuccessful applicant data is retained for up to 4 years after the recruitment process.

You always have the possibility to ask for deleting your personal data in any step of the recruitment process and after the position has been filled via writing to e-mail: hr@proekspert.ee.

Your rights

You have the following rights regarding your personal data:

Right to access: you have the right to access the personal data processed by us. You are always welcome to contact us and we will fill share with you what kind of information about you we have gathered and the purposes the data has been gathered.

Right to correct: you have the right to correct any incorrect information we have regarding you.

Right to withdraw your consent: you have the right to withdraw your consent at any point of time.

Right to be forgotten: you have the right to ask us to delete your personal data from our systems. We will comply with such a request unless we have a legitimate ground to not delete the data. Please note that during the term of employment data is processed primarily due to legal obligations and therefore we may not be able to delete it. 

Right to restriction of process: you have the right to temporarily limit data processing in specific scenarios.

Right to object: you have the right to oppose processing your personal data based on legitimate interests unless we prove compelling reasons.

Right to data portability: you have the right to receive a copy of your data which you have provided to us in a machine-readable format and transfer it to another provider.

Right to file a complaint: Contact us (hr@proekspert.ee) or data protection authority.