INFORMATION NOTICE ON THE PROCESSING OF PERSONAL DATA
(Articles 13 and 14 of Regulation EU 2016/679)
What does this information notice cover?
This information notice is provided pursuant to Articles 13 and 14 of Regulation (EU) 2016/679 ("GDPR") and applies to personal data relating to you (and, if applicable, to those who provide us with references about you) collected by Leaf Space S.p.A., with registered office in Milan, Via Giacomo Leopardi, no. 7 – in its capacity as data controller (hereinafter, "Leaf Space", the "Controller", "we" or "our", as the case may be) – during the recruitment and selection process.
It is understood that it is your responsibility to inform those who provide us with references about you of the processing of personal data referred to in this notice and to obtain their consent, if necessary.
What categories of personal data do we collect?
We may collect the following categories of personal data:
(1) identification data such as first name, surname, date and place of birth, nationality, residential address, tax code;
(2) contact data such as e-mail address(es), telephone number(s), mail address(es);
(3) information on professional life such as data on education and previous work experience;
(4) any other information on your CV or otherwise provided voluntarily by you.
In general, we will not collect or process data falling under the special categories of personal data referred to in Article 9 of the GDPR, or personal data relating to criminal convictions and offences.
However, in the event that the selection is aimed at placing persons belonging to protected categories, we may collect – to the extent required by law – personal data relating to health.
In all other cases, any data belonging to the special categories of personal data under Article 9 of the GDPR and personal data relating to criminal convictions and offences that you voluntarily provide us with will not be processed and will be deleted immediately.
The provision of your personal data is necessary for the pursuit of the purposes listed below; if you fail to provide them, it will be impossible for us to pursue these purposes.
How do we collect your personal data?
Most of the data we collect are provided to us by you during the selection process. In addition, we may also collect your personal data via third parties (e.g. Linkedin and recruitment agencies) or public registers. We do not use any form of exclusively automated decision-making in connection with the processing of your personal data.
For what purposes and on what legal basis do we process your personal data?
Your personal data will be processed for the following purposes:
(1) to carry out the activities necessary for or in any case related to the selection of personnel for the purpose of the possible conclusion of an employment contract with Leaf Space, both in relation to the current position for which your application was selected, and for any other open positions;
(2) in the event that the selection process for which your application was selected is unsuccessful, to allow us to keep your curriculum vitae in order to evaluate your application in relation to any positions that may be opened in the future;
(3) to comply with the legal obligations to which we are subject and, with exclusive reference to the placement of persons belonging to protected categories, to comply with the obligations or allow tou to exercise the rights provided for by law and collective agreements in the field of labour law, social security, and social protection;
(4) to ascertain, exercise or defend a right in judicial or administrative proceedings or in the context of arbitration or conciliation procedures;
(5) to carry out activities preparatory to or in connection with the execution of extraordinary transactions such as mergers, acquisitions, and transfers of business units.
The processing of your personal data for the purpose under (1) does not require Your consent as it is necessary to comply with your request to take part in the selection process, pursuant to Article 6(1)(b) of the GDPR. The processing of your personal data for the purpose under (2) requires your consent, pursuant to Article 6(1)(a) of the GDPR. The processing of your personal data for the purpose under (3) does not require your consent as it is necessary to comply with legal obligations to which we are subject and to enable you to exercise your rights under the law or collective agreements, pursuant to Articles 6(1)(c) and 9(2)(b) of the GDPR. The processing of your personal data for purposes under (4) and (5) does not require your consent as it is necessary for the pursuit of our legitimate interests underlying the same purposes, pursuant to Article 6(1)(f) of the GDPR.
How do we process your personal data?
We adopt security measures to protect your personal data against the risks of destruction, loss, or alteration (accidental or unlawful) of personal data, and unauthorised disclosure or access to them.
How long do we keep your personal data?
With reference to purposes under (1) and (2), in the event that the selection process for which your application was selected is successful, your personal data will be kept for the entire duration of the employment relationship and for a maximum of 10 years after its termination. If, on the other hand, the selection process for which your application was selected is unsuccessful, your personal data will be kept, following your consent, for 2 years from the end of the selection process. In the latter case, if you decide not to give your consent, your personal data will be deleted immediately after the end of the selection process.
Personal data collected for the purposes under (3), (4), and (5) will be kept for the time necessary to pursue these purposes or for the time we are obliged to keep them on the basis of the applicable legal provisions.
To whom are your personal data communicated?
Your personal data may be made accessible, brought to the attention of, or communicated to the following parties, who will act as persons authorized to the processing, processors, or autonomous controllers:
(1) our employees or collaborators in any capacity;
(2) employees or collaborators in any capacity whatsoever of any parent, subsidiary, or affiliated companies;
(3) service providers and consultants (e.g. to get opinions on the correct application of labour law, with reference to the management of personnel search and selection or for the performance of consultancy and/or assessment activities as part of the personnel selection process);
(4) public authorities or bodies, if and to the extent that this is required or imposed on us by law;
(5) potential purchasers, in case we intend to transfer the ownership or control of all or part of our company.
You can request from us at any time, by contacting us at the mail and e-mail addresses listed below, the list containing the names and contact details of the persons belonging to the above categories of recipients.
As a general rule, we will not transfer your personal data outside the European Economic Area (EEA). In the event that some of the entities mentioned above are based outside the EEA, we will transfer your personal data – in the absence of any adequacy decisions and since none of the exceptions set out in Article 49 of the GDPR apply – on the basis of the standard contractual clauses approved by the European Commission by Implementing Decision (EU) 914/2021.
Your rights under data protection legislation
Pursuant to Articles 15 to 21 of the GDPR, you have the right to:
(1) be informed about the purposes and methods of the processing of your personal data;
(2) access your personal data;
(3) rectify incomplete, inaccurate, or outdated personal data;
(4) obtain the deletion of your personal data;
(5) obtain, in the cases provided for by law, the restriction of the processing of your personal data;
(6) object, in the cases provided for by law, in whole or in part, to the processing of your personal data;
(7) obtain, if technically feasible, the portability of your personal data.
Where consent is required for the processing of personal data, you may also revoke the consent already given at any time, without prejudice to the lawfulness of the processing based on the consent given before revocation.
You may exercise the above rights and request any information on the processing of your personal data by contacting us at the following addresses:
- mail: Via Giacomo Leopardi, n.7 – 20123 (MI);
- e-mail: info@leaf.space
Furthermore, you have the right to lodge a complaint with the Italian Data Protection Authority (www.garanteprivacy.it) if you believe that your rights under the GDPR have been violated.