Privacy Policy

for Cigen’s job candidates

Introduction

CIGEN SOLUTIONS Sp. z o.o., a legal entity registered under the legislation of Poland (hereinafter “Cigen” or “we”) is processing the data of candidates and potential candidates for our vacancies (“Candidates” or “you”), also collected via external services or platforms. This Privacy policy ("Policy") describes how we collect, use, and otherwise process your personal data during recruitment and employment processes in Cigen.

Contact information

We are controllers of the personal data of Candidates. This means that we determine the purposes and means of processing your personal data. Our contact information:

Name: CIGEN SOLUTIONS Sp. z o.o.

Registry code: PL7010937278

Address: Jana Dantyszka Street, 18, 02-054, the city of Warsaw, the Republic of Poland

Email: career@cigen.me – for general requests; recruitment@cigen.me – for privacy requests.

Principles of processing

In our employment and recruitment processes, we ensure the following principles:

Transparency. We clearly inform Candidates about how their personal data will be used, ensuring openness and clarity in all communications.

Lawfulness. We ensure that personal data is processed only for legitimate purposes, following legal bases outlined in GDPR.

Fairness. We handle Candidates’ data in a way that is fair, ethical, and respects the rights of individuals, without misusing the information

Data minimization. We collect only the personal data that is necessary for employment and recruitment purposes, avoiding excessive or irrelevant information.

Storage limitation. We retain Candidates’ data only for as long as necessary for recruitment, with clear policies for data retention and deletion after the process concludes
Accuracy. We keep Candidates’ data accurate and up to date, correcting any errors as soon as they are discovered.
Confidentiality. We protect the Candidates’ data against unauthorised access, ensuring that it remains confidential and secure during processing.

Categories of collected personal data

We intentionally do not process the personal data of Candidates who have not reached the age of 18 without the explicit consent of their legal representatives. If you are such a Candidate please contact us at the following email address: recruitment@cigen.me.

We may collect the following categories of personal data in the employment and recruitment processes:

Identification data: full name, city of residence, date of birth, photography (if provided);
Communication data: email address, phone number, profile information from communication platforms, such as Gmail, Outlook, LinkedIn, Telegram, Whatsapp, Djinni, DOU;
Employment data: cover letters, work experience, professional references, and other data provided in your resume or professional social media.
Qualification data: education records, certifications, and training, professional skills and competencies, languages, results of the test task, and other data provided in your resume or professional social media.
Public data: information from social media profiles and open registers.

Sources of personal data collection

We may receive your personal data directly from you (e.g. when you solely apply for our open vacancies via email, website, or by other means), or from publicly available sources (e.g. your profiles in professional social networks).

Reasons for processing

We may process personal data for the following purposes:

communicating with Candidates throughout the recruitment process;
verifying candidate qualifications, skills, and work experience;
conducting background and reference checks;
assessing suitability for employment;
offering employment and preparing employment or pre-employment agreements;
retention of data for future recruitment opportunities.

Lawful bases for personal data processing

During recruitment and employment processes we may rely on the following lawful bases for processing your personal data:

consent
contract performance
legal obligations
legitimate interest

Data retention

We will retain your personal data collected during the recruitment process for as long as necessary to fulfil the purposes for which it was collected, in line with applicable legal requirements and our legitimate interests.

Identification data, Communication data, Employment data, Qualification data, and Public data will be retained for the duration of the recruitment process and 36 months after its finish.

In the case of employment in Cigen, these personal data will be retained as far as necessary for contractual relations and compliance with our legal obligations.

After the retention period expires, or upon request from the Candidate, personal data will be securely deleted or anonymized in accordance with applicable laws.

Data subject rights

Candidates can enjoy data protection rights under GDPR:

Right to be informed. You have the right to know how your personal data is being collected, used, stored, and processed in other ways;
Right of access. You can request access to your personal data held by the Cigen.
Right to rectification. You can request rectification of inaccurate or incomplete personal data.
Right to erasure (right to be forgotten). You can request the deletion of your personal data when it is no longer necessary for the purposes it was collected, or if you withdraw consent.
Right to data portability. You have the right to obtain and reuse your personal data across different services or request that it be transferred to another organisation.
Right to object. You can object to the processing of your data for certain purposes, including direct marketing or when processing is based on legitimate interests.
Rights related to automated decision-making. You have the right not to be subject to decisions based solely on automated processing, including profiling.

Contact

To exercise your rights please contact us at the following email address: recruitment@cigen.me. We will respond to you within 30 days of receiving a request from you.

In case of reported data breach we will contact data subject and data protection authority immediately, but no later than 72 hours since we became aware of it.