Candidate Privacy Notice

1. Overview

This notice explains how [Registered company name] (“openecore”, “we”, “us”) handles personal information about people who apply to work with us, or who write to us about working with us. It covers this careers website only.

For the purposes of applicable data protection law, [Registered company name] is the controller of the personal information described here, and is established in [Country of establishment].

A CV is one of the more personal documents most people ever send to a stranger. We have tried to keep this notice specific rather than general, so you can tell exactly what happens to yours.

2. What is happening right now

Online applications are not switched on. The application form on this site validates what you type and then tells you it cannot submit; there is no application system behind it, and no upload endpoint exists.

In practice that means: nothing you type into the form is transmitted anywhere, the CV you select never leaves your browser, and openecore currently holds no candidate data collected through this website.

This section will be replaced when applications open. If you are reading it and the form does submit, the notice is out of date and you should treat that as a fault — please tell us at [Privacy contact address].

3. What we collect when you apply

Once applications are open, the form asks for the following. Only the first four are required.

• Your name
• Your email address
• Your CV or résumé, and whatever it contains
• Your answer to why the role interests you
• Your phone number — optional
• Links to LinkedIn, GitHub or a portfolio — optional
• Anything you add as a cover letter — optional
• The role you applied for, and when

We do not ask for your date of birth, gender, marital status, nationality, photograph, salary history or home address, and we would rather you did not include them. If your CV happens to contain such details we will not use them to assess your application.

Please do not send us information about your health, religion, political views, sexual orientation, or any other special category of data. We do not need it and we do not want to hold it.

4. How we use it

Only to run the hiring process:

• To read and assess your application against the role
• To contact you about it, including arranging a conversation or an interview
• To keep a record of the process and of our correspondence with you
• To meet any legal or regulatory obligation that applies to us as an employer

We will not add you to a mailing list, use your details for marketing, or share your application with anyone outside openecore without asking you first.

5. No automated rejection

Applications are read by people. We do not use automated screening, keyword filtering or scoring to reject anyone, and no decision about your application is made solely by a machine.

We also do not use applications or CVs to train machine learning models. If that ever changed it would require your explicit consent, and this notice would say so before it happened.

6. Legal bases for processing

Where data protection law requires us to identify a legal basis, we rely on:

• Steps taken at your request before entering into a contract — you asked to be considered for a role.
• Our legitimate interests in assessing candidates, running a fair process, and keeping records of it.
• Your consent, where you ask us to keep your details on file for future roles. You may withdraw it at any time.
• Compliance with a legal obligation, where we are required to retain or disclose information.

7. How long we keep it

If you are offered a role and accept, your application becomes part of your employment record and is kept for as long as employment law requires.

If your application is unsuccessful, we keep it for [Retention period — to be decided] and then delete it, unless you have asked us to keep it on file for future openings.

You can ask us to delete your application at any point before that, and we will, unless we are required to keep it.

8. Who sees it

Your application is seen by the people at openecore involved in hiring for the role — which, at our current size, is a small number of people.

Service providers

When applications open we will use providers to host the application system, store CVs and send email. They will process the information only on our instructions and only as needed to provide the service. This notice will name the categories of provider before that happens.

Nobody else

We do not sell, rent or trade candidate information, we do not share it with recruiters or job boards, and we do not pass it to another company without asking you.

9. International transfers

This website is served by a hosting provider that operates a global content delivery network, so pages may be served from a data centre near you and technical request logs may be processed outside [Country of establishment].

Where information is transferred out of the country in which it was collected, we rely on the transfer mechanisms our providers have in place, such as standard contractual clauses, and on the safeguards applicable law requires.

10. Your rights

Depending on where you live you may have some or all of the following rights over your personal information:

• Access — to be told what we hold about you and to receive a copy
• Correction — to have anything inaccurate or incomplete corrected
• Erasure — to have your application deleted where there is no good reason for us to keep it
• Restriction — to ask us to limit how we use it while a concern is resolved
• Objection — to object to processing based on our legitimate interests
• Portability — to receive certain information in a portable, machine-readable form
• Withdrawal of consent — where consent is the basis we rely on
• Complaint — to complain to your data protection authority

To exercise any of these, write to [Privacy contact address]. Asking will never count against you, and it will not affect your application.

11. Security

This website is served only over HTTPS. It sets no cookies, uses no analytics or tracking, writes nothing to your browser’s storage, and loads no scripts, fonts or images from third-party domains — so simply reading this site discloses nothing about you to anyone else.

When applications open, CVs will be stored in private storage that is not publicly addressable, access will be limited to the people running the hiring process, and every rule the form checks in your browser will be checked again on the server.

No method of transmission or storage is completely secure and we cannot guarantee absolute security. Please do not include confidential material belonging to a current or former employer in anything you send us.

12. Changes to this notice

We will update this notice as the site changes or as the law requires, and the date at the top always shows when it was last revised. It will be revised before applications are switched on, because at that point real candidate data starts being collected.

13. Contact

For any question about this notice, or to exercise a right described in it, contact:

• [Registered company name]
• [Registered address]
• Privacy enquiries: [Privacy contact address]

If you are not satisfied with our response you are entitled to complain to the data protection authority in your country.