Hirebuddy FlexCo Privacy Policy

Our Privacy Policy explains how Hirebuddy FlexCo collects, stores, protects, discloses and shares personal data about you, and with whom we share data. We recommend that you read this Privacy Policy and our Terms and Conditions.

The terms "Hirebuddy", "we", "us", "our" and "Platform" refer to the Hirebuddy online platform provided at www.hirebuddy.link. The terms "user", "you" and "your" refer to all persons who use our Platform, including any organization or person that uses this Platform on behalf of an organization.

This Privacy Policy applies to the processing of information that we collect from users and other persons when they use our Platform, meaning all websites, applications or services that we offer, or when they communicate with us. In certain cases, we may also need to share your information with third parties in order to comply with legal obligations or improve our services. Information about the choices that may be available under this Policy can be found below under "Your choices".

If you would like to access a specific section of the Privacy Policy, you can use the table of contents to jump directly to the relevant paragraph.

1. Who we are

The Platform is operated by Hirebuddy FlexCo, trading as Hirebuddy FlexCo. It is the controller under data protection law for the personal data collected and processed via the Platform. Personal data is any data that can be linked to you personally, e.g. name, address, email addresses or user behavior.

If you have any questions or complaints about this Privacy Policy or our processing of your information, please contact us by email at office@hirebuddy.link.

2. Minimum age for registration

Registration with and use of the Platform is permitted only for adults. If we discover that a minor has registered and stored personal data, we will cancel the registration.

3. Collection of information

We collect information about you in the following situations:

3.1 Information for registration when creating a referral link

When you create an account on the Platform, we collect some or all of the following information ("registration information") about you:

1. Email address;
2. Login details for social media accounts that you link to your account (e.g. your Google account).
3. Consent to the Terms and Conditions and the Hirebuddy Privacy Policy

3.2 Information for the registration of persons who use our Platform on behalf of an organization

When a person uses our Platform on behalf of an organization, we refer to that organization as a business customer and to the person acting on its behalf as a representative. In this context, we process both data relating to the business customer (e.g. company name) and the representative's personal data.

If you contact us as a business customer, for example to advertise with us or obtain other business services from us, or if your organization engages in an exchange of services with us, we process the contact details you provide and the content of your request in order to develop our service offering, market our services, process our customer orders and carry out the agreed exchange of services.

The following categories of data are processed:

1. First name
2. Last name
3. Contact details
4. Company
5. Request

If an organization is represented by a person, we also collect the data listed above (items 1 to 3) from the representative.

3.2.1 Payment data of business customers

If you use our paid services as a corporate customer, we process your payment data and forward it to our payment service provider for payment processing.

We collect the following information:

1. Name
2. Company
3. Address
4. Account number and bank code or credit card number
5. Invoice amount
6. Currency and transaction number

We retain your payment data for the duration of the business relationship and beyond that period in accordance with statutory retention obligations, particularly under commercial and tax law (usually 7 years).

3.3 Information that you provide voluntarily when using the Platform

We collect information that you provide to us directly. When completing your profile after registration, you can voluntarily provide us with various types of information. These include:

1. First name
2. Last name
3. Telephone number (optional)
4. Residential address (optional)
5. Date of birth (optional)
6. Interests (optional)
7. Profile photo (optional)
8. Surveys, feedback and marketing campaigns:

From time to time, we conduct surveys for research purposes and may contact you to find out whether you would like to participate. We may also contact you to find out whether you would like to provide feedback or a testimonial, or take part in marketing campaigns. Such surveys and marketing campaigns are voluntary, and further information will be provided when we contact you. If you do not wish to be contacted about taking part in a survey or marketing campaign, you can exercise your right to object by emailing office@hirebuddy.link.

However, we will contact you for these purposes only if you have given us your prior consent. You can withdraw this consent at any time, free of charge, using the unsubscribe link in the relevant message or by emailing office@hirebuddy.link (see section 4.3 below).

3.4 Information for payment of the commission following a successful hire and completion of the probationary period

Entitlement to a commission is explained in section 4, Commission for referrers, of our Terms and Conditions. If you are entitled to a commission, we collect the following data:

1. First name
2. Last name
3. Email
4. The sequence of registrations, including information about the personalized referral links through which an applicant applied and the position of each referrer, in order to determine eligibility and the correct percentage share of the total commission.
5. Bank details: bank, account holder's first and last name, IBAN, BIC

3.5 Information for applying via the Hirebuddy Platform

If you use the Hirebuddy Platform to apply to a company that you would like to work for, we process your application so that we can submit it to your chosen employer on your behalf.

When you apply via the Hirebuddy Platform, we collect the following information:

1. First name
2. Last name
3. Email
4. Login details for social media accounts that you link to your account (e.g. your Google account).
5. Telephone number
6. Consent to the Terms and Conditions and Hirebuddy's Privacy Policy, as well as the privacy policy of the respective customer
7. Documents that you upload (e.g. relating to your professional experience, education and CV)
8. Application text (optional)
9. Residential address (optional)
10. Date of birth (optional)

Once you have registered, you can review this information at any time by logging in. You are responsible for ensuring that your profile data is always up to date.

From the point of transfer, the company that advertised the vacancy is the controller. The company must separately provide you with information about its data processing (e.g. a privacy notice for applicants); we provide space for this in our application form. Please note that we have no influence over further processing by your chosen employer.

3.6 Data collected automatically when using the Platform

When you use our Platform, we automatically collect information about your activities on the internet and other electronic networks, as well as other information. This includes:

1. Log information: We collect log information about your use of our Platform, such as the type of browser you use, the time, duration and frequency of access, the Platform pages visited and your IP address.
2. Device information: We collect information about the computer or mobile device you use to access our Platform, such as the hardware model, operating system and operating-system version.
3. Information collected using cookies or similar tracking technologies: We and our service providers use cookies, web beacons, device identifiers and other technologies to collect data about your use of the Platform and other websites and online services.

Cookies are small data files on your hard drive or in your device memory that help us improve our Platform and your user experience and track use of the Platform. Web beacons are electronic images that may be used on our Platform or in emails and that collect data about use of the Platform and the effectiveness of communications. Other technologies are based on similar technical mechanisms, such as Flash cookies, HTML5 objects or an analysis of your browser settings.

Details about these technologies, the information collected, processed and shared, and your options for controlling or disabling these services can be found in section 7.

3.7 Data from other sources

We may receive information about you from other sources, for example through certain features that you use on the Platform. We rely on these third parties either to obtain your consent or to ensure that they are legally entitled or required to share your information with us. We obtain data from the following sources:

1. Social media services and other third parties. If you register or log in using an account with a third-party service (e.g. a Google account), we gain access to certain information from your third-party account, such as identifying data including your name, or other information from that account. If you remove the Platform in your third-party settings, we will no longer have access to this data. However, we will still hold the personal data we received when you first set up your profile for our Platform using an account with a third-party service. This data will be deleted when your account on our Platform is deleted.

4. Use of information

4.1 Overview

Below, we have provided an overview setting out all the ways in which we use your personal data, the legal basis for doing so and, where necessary, our legitimate interests or those of third parties. We may process your personal data for several reasons, depending on the specific purpose for which we use your data.

4.2 Note on sensitive data

We point out that sensitive data pursuant to Art. 9 GDPR (religious and sexual orientation, criminal-record extracts and the like) does not have to be included in CVs for various employment-law reasons and that Hirebuddy has no interest whatsoever in this data. Users must remove these types of data from their CVs before using the Service.

4.3 Marketing communications

You can subscribe to our newsletter free of charge on our website. When you subscribe, the data from the input form is sent to us. We need your consent in order to inform you regularly about news, including new jobs, new blog articles, upcoming events, special offers and services.

In addition to the newsletter, you can also choose to be contacted by us about surveys, feedback requests or marketing campaigns (see section 3.3). We also need your consent for this, which you can give voluntarily. If you agree, we use your contact details to contact you specifically for research purposes, to obtain feedback or to involve you in marketing activities. You can withdraw your consent at any time without suffering any disadvantage as a result.

We use a double opt-in process for subscriptions, meaning that we will send you the newsletter only after you have confirmed your subscription using the link in a confirmation email sent to you for this purpose.

We store and process your personal data on the basis of your consent pursuant to Art. 6(1)(a) GDPR. You can withdraw your consent at any time, free of charge, with effect for the future, most easily by using the unsubscribe link in the relevant message or by emailing office@hirebuddy.link. This does not affect the lawfulness of processing carried out before consent was withdrawn. Further information about your rights can be found in section 11 below.

You provide us with your data voluntarily, without any statutory or contractual obligation. However, processing your data is necessary in order to send you our newsletter and enable you to participate in surveys and feedback and marketing campaigns. If you do not provide the data listed above, we cannot send these to you or include you in them.

4.4 Moderation practices

We make efforts to monitor the Platform. You can also report content to us at any time if it is unlawful or violates our Terms and Conditions (see IV.3 No misuse). Please email us about this at office@hirebuddy.link.

5. Web tracking and analytics

Our Platform uses cookies or other technologies to provide you with an optimal user experience (referred to below as "technologies").

They are stored on your device either temporarily for the duration of a session (session cookies) or permanently. Session cookies are deleted automatically at the end of your visit. Permanent cookies remain stored on your device until you delete them yourself or your web browser deletes them automatically.

These technologies have different functions. Many technologies are technically necessary to enable certain functions of the Platform (e.g. displaying videos). Other technologies are used to evaluate user behavior or display advertising. Technically necessary technologies are stored on the basis of our legitimate interests (Art. 6(1)(f) GDPR), unless another legal basis is specified. We have a legitimate interest in using these technologies so that we can provide our Platform in a technically sound and optimized form. You cannot opt out of these technologies if you wish to use our Platform.

Consent is obtained for technologies that are not technically necessary (Art. 6(1)(a) GDPR). If consent to storing cookies has been obtained, they are stored solely on the basis of that consent. You can use the cookie box to decide how much we are permitted to know about you and to withdraw your choice.

If you wish to block or restrict cookies entirely, you can make the relevant changes in your internet browser settings. Cookies that have already been stored can be deleted at any time. If cookies are disabled for our Platform, it may no longer be possible to use all website functions in full.

You can find the procedures for managing and deleting cookies in the help function built into the relevant browser. Further information about this process is available at the following links:

• Edge: https://support.microsoft.com/en-us/windows/manage-cookies-in-microsoft-edge-view-allow-block-delete-and-use
• Firefox: https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences
• Chrome: http://support.google.com/chrome/bin/
• Safari: https://support.apple.com/en-gb/guide/safari/sfri11471/mac
• Opera: https://help.opera.com/en/latest/web-preferences/

The third parties and services used in connection with web tracking and analytics are described in section 7.3 of this Privacy Policy.

Please note that we have no control over the extent of the personal data collected by each provider, nor do we know the purpose for which it is processed or how long your personal data is stored. Your personal data is transferred and processed within and outside the EU and the European Economic Area (EEA). The providers may disclose your personal data to their business partners, third parties or authorities.

6. Location of data processing

We store and process your personal data exclusively within the European Union (EU). Your data is not transferred to or stored in countries outside the EU unless this is required by law or you have given your express consent. Through these measures, we ensure that your personal data is protected in accordance with the strict requirements of EU data protection rules, in particular the General Data Protection Regulation (GDPR).

7. Transfer or disclosure of your data to third parties

The data relevant in each individual case is transferred to the following recipients for the purposes set out above:

7.1 To external third parties to the extent necessary on the basis of our legitimate interests (e.g. to our business customers to whom you apply)

7.2 To courts, authorities and other public bodies to the extent required by law (e.g. the Chamber of Labour, Data Protection Authority, etc.).

7.3 To software and service providers (provision of IT applications), including web tracking and analytics;

• Google (e.g. for login using a Google account and Google Analytics for analyzing user behavior): Google's Privacy Policy is available at: https://policies.google.com/privacy?gl=AT&hl=en
• HubSpot (e.g. for email communications and CRM): HubSpot's Privacy Policy is available at: https://legal.hubspot.com/privacy-policy
• Matomo (for analyzing user behavior on the Platform): Matomo's Privacy Policy is available at: https://matomo.org/privacy-policy/
• LinkedIn or Meta (e.g. as part of tracking or marketing campaigns): LinkedIn's Privacy Policy: https://www.linkedin.com/legal/privacy-policy - Meta's Privacy Policy (Instagram & Facebook) is available at: https://www.facebook.com/privacy/policy/

7.4 To general IT administration (including support, software and maintenance, data center and cloud providers), including for email and administrative activities.

• Amazone Webservices
• Google Ireland Limited (e.g. provision of email software)

Further information about the processing of your personal data, your rights and privacy settings can be found in the privacy policy of the respective recipient.

8. Security

We use technical and organizational measures to protect your data that we process on your behalf against unauthorized access, collection, processing, disclosure, reproduction, alteration or deletion, both during transmission and after receiving the data. For example, we store all your information on servers with appropriate security controls. Our employees may access only the data they need to perform their duties.

If you have a password for using our services, you are responsible for choosing a complex (strong) password and protecting it from access by others. To update or change your password, you can use the "Forgot password?" link on the registration form. You will then be sent an email to reset your password.

9. Your choices

9.1 Your choices: profile data

You can update or correct your profile information by editing your profile or sending us an appropriate request. You can deactivate your profile by emailing office@hirebuddy.link.

9.2 Your choices: marketing communications

You can control whether you receive certain messages from us and from other members by using the opt-out link in a message you have received. If you opt out of receiving messages, you may still receive non-promotional messages from us, such as messages about your account or our business relationship.

10. Data storage

Unless specific retention periods are set out in this Privacy Policy, we retain personal data only for as long as necessary to fulfill the purpose for which it was collected and, where applicable, for as long as statutory retention obligations apply.

Once the relevant processing purpose ceases to apply or statutory retention periods expire, personal data is either deleted or anonymized, provided there are no further rights or obligations requiring its retention (e.g. for the establishment or defense of legal claims).

In certain cases, longer storage may be necessary, for example to perform a contract or to safeguard, exercise or defend legal claims.

11. Your rights

We respond to all requests we receive from individuals who wish to exercise their data protection rights under the applicable rules. Please send your request to us by email at office@hirebuddy.link.

We would like to draw your attention to the following rights that you have under the GDPR with regard to personal data concerning you:

1. Withdrawal of your consent if we have collected and processed information with your consent. You can withdraw your consent at any time. However, this does not affect the lawfulness of processing carried out up to the time of withdrawal. If you wish to withdraw your consent, please notify us by email at office@hirebuddy.link. Please note that, in some cases, withdrawing your consent may mean that you cannot use the Platform or individual features.
2. Right of access: You can request access to the data collected.
3. Right to rectification and erasure: If we process data about you that is inaccurate or incomplete, you can request that it be corrected or completed. You can also request the erasure of data that has been processed unlawfully.
4. Right to restriction of processing: If it is unclear whether the data processed about you is inaccurate or incomplete or is being processed unlawfully, you can request that the processing of your data be restricted until this issue has been finally resolved.
5. Right to data portability: You can request certain data collected in a machine-readable format so that you can transfer it to another provider.
6. Right to object: In certain circumstances (including where your data is processed on the basis of legitimate interests or for marketing purposes), you can object to the processing. If you wish to exercise your right to object, an email to office@hirebuddy.link is sufficient.
7. Opting out of marketing messages: You can opt out of receiving marketing messages at any time, most easily by using the unsubscribe link in the relevant message or by emailing office@hirebuddy.link.
8. Rights relating to automated individual decision-making, including profiling: This includes several rights where data is processed solely by automated means and this has legal or significant effects on a person. In these circumstances, you have the right, among other things, to human intervention in the decision-making process.

You also have the right to lodge a complaint with the competent supervisory authority (in Austria, the Data Protection Authority based in Vienna). In this regard, we also refer you to the website of the Austrian Data Protection Authority, available at https://www.dsb.gv.at/.

12. Changes to this policy

We may revise this Privacy Policy from time to time. If we do, we will notify you by publishing the latest version and changing the date at the top of this page accordingly. If we make material changes to the Policy, we will also notify you, for example by email or by displaying a prominent notice on the Platform.