Policy Name: Recruitment Privacy Policy


Date Created: April 28, 2025

 

Owner: Human Resources 


Revision Date: 

 

Approved By: VP, Human Resources


Approved Date: April 28, 2025

Purpose:

At GEOKON, Inc. and GSPT, LLC (we), we are committed to protecting your privacy and handling your personal data with the utmost care and in compliance with applicable data protection regulations. This Recruitment Privacy Policy explains how we collect, use, and protect the personal data you provide when applying for a job with us.

By submitting your application, you agree to the collection and use of your personal data as described in this policy.

Scope: 

This policy is applicable to all internal and external applicants of Geokon and GSPT.

Policy: 

1. Personal Data We Collect

During the recruitment process, we may collect the following personal data:

  • Identification Information: Name, address, contact details (phone number,      email address).
  • Professional Information: Curriculum Vitae (CV), resume, cover letter, job      history, education, qualifications, and certifications.
  • Interview Data: Notes taken during interviews, assessment results, references, and      any other data submitted by you during the recruitment process.
  • Sensitive Data (if applicable): Data related to health, disabilities, race, or      ethnicity (only if voluntarily provided or necessary for specific      accommodations or compliance with legal obligations).

2. How We Use Your Data

We use your personal data for the following purposes:

  • Recruitment Process: To evaluate your application and suitability for      the role.
  • Communication: To contact you regarding job opportunities, interviews, and other      recruitment-related activities.
  • Compliance with Legal Obligations: To meet legal requirements (e.g., equal      opportunity monitoring, background checks, and eligibility verification).
  • Talent Pool:      If applicable, we may keep your data on file for future job openings that      match your qualifications.

3. Legal Basis for Processing

We process your personal data based on the following legal grounds:

  • Consent:      By submitting your application, you consent to the processing of your      personal data.
  • Contractual Necessity: Processing may be necessary for the performance      of a contract, e.g., if you are offered a job.
  • Legal Obligation: We may need to process your data to comply with employment laws or      regulatory requirements.
  • Legitimate Interests: We may process your personal data for our      legitimate interests in managing the recruitment process effectively.

4. Data Sharing and Third Parties

We may share your personal data with third parties in the following situations:

  • Service Providers: We may share your personal data with trusted      third-party service providers who assist us in the recruitment process      (e.g., recruitment agencies, background check providers).
  • Legal Compliance: We may disclose your data if required to do so by law or in      response to legal processes (e.g., government investigations, court      orders).
  • Internal Staff: Your data may be accessible to relevant internal staff involved in      the recruitment process (e.g., HR personnel, hiring managers).

5. Data Retention

We will retain your personal data for as long as necessary for the purposes outlined in this policy or to comply with legal requirements. If you are not hired, we may retain your information for up to six months to consider you for future job opportunities, unless you request that we delete your data sooner.

6. Your Rights

You have certain rights regarding your personal data, including:

  • Right to Access: You can request a copy of the personal data we hold about you.
  • Right to Rectification: You can request that we correct or update any      inaccurate or incomplete data.
  • Right to Erasure: You can request that we delete your personal data, subject to      legal limitations.
  • Right to Object: You can object to the processing of your data for certain      purposes, such as direct marketing.
  • Right to Portability: You can request a copy of your data in a      commonly used format for transmission to another organization.
  • Right to Withdraw Consent: If we are processing your data based on your      consent, you can withdraw that consent at any time.
  • Right to Lodge a Complaint: If you believe that we have not complied with      data protection laws, you can lodge a complaint with the relevant      supervisory authority.

To exercise any of these rights, please contact us at: hrgroup@geokon.com.

7. International Data Transfers

If we transfer your personal data outside of your country of residence, we will ensure that appropriate safeguards are in place to protect your data in accordance with applicable data protection laws.

8. Security

We take appropriate technical and organizational measures to protect your personal data from unauthorized access, loss, or misuse during the recruitment process. However, please note that no data transmission over the internet or data storage system can be guaranteed 100% secure.

9. Changes to This Policy

We may update this Recruitment Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page with an updated "Effective Date."

10. Contact Information

If you have any questions or concerns about this Recruitment Privacy Policy or the processing of your personal data, please contact us at: hrgroup@geokon.com