Univio Recruitment Process Privacy Policy

This document explains how and on what basis we process your personal data in connection with our recruitment processes.

You will learn, among other things:

• why we may process your data;
• for what purposes we process it;
• whether you are obliged to provide us with your data;
• how long we keep it;
• whether there are other recipients of your personal data;
• whether we process your data outside the European Economic Area;
• whether we process your data by automated means, including profiling.

The first part of this Privacy Policy contains general information that we must provide to everyone, regardless of the purpose of data processing.

The second part contains information for individuals who actively contact us to participate in our recruitment processes.

The third part contains information for individuals whom we contact using data from publicly available sources, such as LinkedIn or company websites, in connection with potential professional cooperation.

Information about the processing of your personal data in connection with your use of Univio.com can be found here. Information intended for Customers with whom we enter into cooperation agreements can be found here.

Part I. General information

Contact details of the controller of your personal data

The controller of your personal data in the processes described in this document is Univio spółka z ograniczoną odpowiedzialnością, with its registered office in Wrocław at ul. Strzegomska 2–4, entered in the Register of Entrepreneurs of the National Court Register under KRS number 0001205824.

You can contact us at: hr@univio.com.

*Univio consists of Univio sp. z o.o., Univio International Sp. z o.o., and Global4Net Sp. z o.o. In principle, the controller of your personal data is Univio sp. z o.o. If you are interested in establishing a relationship with another Univio entity, the controller will be the relevant entity agreed upon for that relationship. Your personal data may also be shared with the above-mentioned Univio entities on the basis of a legitimate interest consisting of fulfilling internal administrative purposes and optimising business operations.

Contact details of the Data Protection Officer

The Data Protection Officer at Univio sp. z o.o., Univio International Sp. z o.o., and Global4Net Sp. z o.o. is Włodzimierz Dola.

You can contact the Data Protection Officer at: iod@univio.com.

Where do we obtain your personal data?

We generally obtain personal data directly from you. This happens when you submit a job application through external job boards, recruitment forms available on Univio.com, or when you contact us in another way to submit a job application, for example by sending a message or calling our recruiters directly.

We may also obtain your personal data indirectly from you. This happens when we contact you using information you have made available on your professional LinkedIn profile or other industry-specific services used to establish business relationships. In this context, we use only basic information to contact you regarding potential professional cooperation.

What rights do you have in relation to the processing of your personal data?

Below, we explain your rights relating to data protection and the processing of your personal data. The rights available to you in a particular situation depend on the purpose and legal basis for processing your data.

Right of access to data

You have the right to obtain information about the personal data we hold about you. This right applies to all processing of your data.

Right to rectification

You have the right to have personal data held about you rectified and/or completed without undue delay. This right applies to all processing of your data.

Right to restriction of processing

You have the right to ask us to restrict the processing of your personal data if you question the accuracy of the data held about you, if processing is carried out without a legal basis, if you have objected to the processing, or if we no longer need the personal data for processing purposes but you need it to establish, pursue, or defend your claims.

Right to erasure

You have the right to request the erasure of your personal data held by us, provided that retaining the data is not necessary to ensure freedom of expression or access to information, comply with a legal obligation, serve the public interest, establish or defend claims, or assert rights under applicable law.

Right to information

If you exercise your right to rectification, erasure, or restriction of processing, we will notify all recipients of your personal data about the rectification, erasure, or restriction, unless doing so is impossible or involves a disproportionate effort.

Right to data portability

You have the right to obtain a copy of the data you have provided to us in a structured, commonly used, machine-readable format. If you request that this data be sent to another data controller, we will do so where technically feasible. This right applies only if we process your data on the basis of your consent or in connection with the performance of a contract.

Right to object

If your personal data is processed on the basis of our legitimate interest, you have the right to object to further processing at any time. We will consider your request in accordance with applicable law.

Right to withdraw consent

If your data is processed on the basis of consent, you have the right to withdraw that consent at any time with effect for the future. This will not affect the lawfulness of processing carried out before the withdrawal. You can withdraw your consent by writing to: hr@univio.com or iod@univio.com.

Right to lodge a complaint with a supervisory authority

If the processing of your personal data violates data protection legislation, or if your data protection rights have otherwise been infringed, you may lodge a complaint with a supervisory authority. The competent supervisory authority in Poland is the President of the Personal Data Protection Office in Warsaw. Before exercising this right, we encourage you to contact us first so that we can clarify any concerns.

Processing of your request

If you submit a request to exercise a particular right, we will respond within one month of receiving it. If we need to extend this period, we will inform you of the reasons for the extension.

We will respond to your request using the email address from which you submitted it. For requests submitted by post, we will respond by ordinary mail to the address you provide, unless it is clear from your letter that you wish to receive a response by email. In that case, please provide your email address.

Changes to the Recruitment Process Privacy Policy

This Privacy Policy is subject to periodic review and updates where reasonably necessary. You can find a record of previous changes below.

October 2022

We published a new version of this Privacy Policy dedicated exclusively to recruitment processes, in which we describe in detail the rules for processing personal data in those processes.

July 2026

Update of the Data Protection Officer’s details and information about personal data recipients.

Part II. Processing of data obtained directly from you

Below, we explain the rules for processing personal data that apply when you submit a job application through external job boards, recruitment forms available on Univio.com, or when you contact us in another way to submit a job application, for example by sending a message or calling our recruiters directly.

For what purpose do we process your data?

We process your personal data to assess your qualifications for work with our team, evaluate your abilities and skills required for the position, and select the right person to work with us. Depending on the recruitment process, we process your data in order for you to participate in an ongoing recruitment process for standard positions, or in a specific recruitment process for specialist positions.

If you have given your explicit consent or send us a job application when we are not recruiting for a particular position, we may process your data so that you can participate in future recruitment processes.

If you would like us to process your personal data for future recruitment processes, or at a time when we are not actively recruiting, please include an appropriate consent clause in your CV or give your consent by selecting the relevant checkbox when submitting your CV.

On what legal basis do we process your data?

As part of our recruitment processes, we expect you to provide personal data only to the extent necessary to select a candidate for employment or cooperation. Please do not provide information beyond the scope indicated, among other things, by the Labour Code. If your application contains additional data beyond the scope indicated by labour law, its processing will be based on your consent, expressed by submitting the application documents. If your application contains information that is not relevant to the purpose of the recruitment process, it will not be used or taken into account.

If your preferred form of cooperation with us is an employment contract, the legal bases for processing your personal data are:

1. The legal obligation to provide personal data under Article 22¹ § 1 and 2 of the Labour Code. During recruitment, we may request your first name or names, surname, date of birth, contact details, education, professional qualifications, and previous employment history.
2. Your consent to the processing of data contained in your application documents where that data goes beyond the mandatory catalogue resulting from the Labour Code. You give your consent by submitting an application containing a broader catalogue of data.
3. Our legitimate interest in verifying your qualifications and skills for the position in order to select a suitable person, based on personal data collected during the recruitment interview and the results of any recruitment tests.
4. Your consent to the processing of the above personal data for future recruitment processes, expressed by selecting an optional checkbox or including an appropriate consent clause in your CV.

If your preferred form of cooperation with us is a civil law contract, the legal bases for processing your personal data are:

1. The necessity to take steps at your request before entering into a contract. During recruitment, we may request data enabling us to assess your competences and qualifications, such as your first name or names, surname, date of birth, contact details, education, professional qualifications, and previous employment history.
2. Your consent to the processing of data contained in your application documents where that data goes beyond the catalogue indicated above. You give your consent by submitting an application containing a broader catalogue of data.
3. Our legitimate interest in verifying your qualifications and skills for the position in order to select a suitable person, based on personal data collected during the recruitment interview and the results of any recruitment tests.
4. Your consent to the processing of the above personal data for future recruitment processes, expressed by selecting an optional checkbox or including an appropriate consent clause in your CV.

How long do we process your data?

Most of our advertisements concern positions for which we recruit continuously. Selecting a particular candidate does not close the recruitment process. In these common cases, we process your personal data for the time necessary to select the best candidate, but no longer than 8 months from receiving your application.

Occasionally, we conduct a temporary recruitment process aimed at selecting one specialist in a particular field. In these rare cases, we process your personal data for the duration of the recruitment process, but no longer than 3 months after the process ends.

If you consent to the processing of your personal data for future recruitment processes, we will process your data for the duration of that consent, but no longer than until you withdraw it. You can withdraw your consent by writing to: hr@univio.com or iod@univio.com.

Who receives your personal data?

Recipients of your personal data, meaning external entities involved in processing your data, may include our trusted subcontractors: IT service providers for data hosting and business email services, including Microsoft Ireland Operations Limited, and recruitment platforms through which we conduct recruitment, in particular the owner of the Pracuj.pl platform, Grupa Pracuj S.A.

Your data may also be received by Calendly LLC, a US company providing a tool that facilitates calendar synchronisation and the scheduling of recruitment meetings at a mutually convenient time.

Recipients of your personal data may also include other Univio entities, such as Univio International sp. z o.o. or Global4Net Sp. z o.o. The basis for processing your data is the legitimate interest consisting of fulfilling internal administrative purposes and optimising business operations.

Nature of data provision

Providing personal data required by the Labour Code, where your preferred form of employment is an employment contract, and personal data indicated as mandatory, where your preferred form of employment is a civil law contract, is mandatory. We may request this data because it enables us to consider your application. Failure to provide it will prevent us from considering your application.

Providing other data is voluntary and does not affect the recruitment process.

Other relevant information

Your data is processed only in the European Economic Area, which consists of the Member States of the European Union, as well as Norway, Iceland, and Liechtenstein. We use Microsoft’s services, but your data is not processed outside the EEA.

Your data is not subject to profiling.

*When using Calendly’s calendar synchronisation tool, data may be processed outside the EEA. This may increase risks for data subjects; however, these risks are minimised because only the recruit’s email address is processed in this way and standard contractual clauses are used. Calendly applies numerous technical and organisational security measures to ensure a high level of protection.

Part III. Processing of data obtained indirectly from you

Below, we explain the rules for processing the personal data of individuals whom we contact using contact details from publicly available sources, such as LinkedIn or company websites. We may contact you if you have made your contact details available on professional platforms and, in particular, are looking for a job or your professional interests align with ours.

For what purpose do we process your data?

We process your data to determine whether you are interested in entering into a professional relationship with us.

If such cooperation is possible, we may further process your personal data to assess your qualifications for work with our team, evaluate your abilities and skills required for the position, and select the right person to work with us. Depending on the recruitment process, we process your data in order for you to participate in an ongoing recruitment process for standard positions or in a specific recruitment process for specialist positions.

If you have given your explicit consent or send us a job application when we are not recruiting for a particular position, we may process your data so that you can participate in future recruitment processes.

If you would like us to process your personal data for future recruitment processes, or at a time when we are not actively recruiting, please include your consent to this processing in your CV.

On what legal basis do we process your data?

If we initiate contact to encourage you to participate in a recruitment process, the legal basis for processing your data is our legitimate interest in finding a candidate for employment or cooperation whose professional expectations and skills may align with ours.

We process your personal data on this basis until you decide to participate in a specific recruitment process by sending us an application, that is, your CV.

You can express your willingness to participate in a specific process in several ways: by sending us an email, contacting us via direct message on LinkedIn, or speaking with our recruiter by telephone, after which you will receive confirmation by email.

As part of our recruitment processes, we expect you to provide personal data only to the extent necessary to select a candidate for employment or cooperation. Please do not provide information beyond the scope indicated, among other things, by the Labour Code. If your application contains additional data beyond the scope indicated by labour law, its processing will be based on your consent, expressed by submitting the application documents. If your application contains information that is not relevant to the purpose of recruitment, it will not be used or taken into account in the recruitment process.

Once you have expressed your willingness to participate in the recruitment process, if your preferred form of cooperation with us is an employment contract, the legal bases for processing your personal data are:

1. The legal obligation to provide personal data under Article 22¹ § 1 and 2 of the Labour Code. During recruitment, we may request your first name or names, surname, date of birth, contact details, education, professional qualifications, and previous employment history.
2. Your consent to the processing of data contained in your application documents where that data goes beyond the mandatory catalogue resulting from the Labour Code. You give your consent by submitting an application containing a broader catalogue of data.
3. Our legitimate interest in verifying your qualifications and skills for the position in order to select a suitable person, based on personal data collected during the recruitment interview and the results of any recruitment tests.
4. Your consent to the processing of the above personal data for future recruitment processes, expressed by selecting an optional checkbox or including an appropriate consent clause in your CV.

If your preferred form of cooperation with us is a civil law contract, the legal bases for processing your personal data are:

1. The necessity to take steps at your request before entering into a contract. During recruitment, we may request data enabling us to assess your competences and qualifications, such as your first name or names, surname, date of birth, contact details, education, professional qualifications, and previous employment history.
2. Your consent to the processing of data contained in your application documents where that data goes beyond the catalogue indicated above. You give your consent by submitting an application containing a broader catalogue of data.
3. Our legitimate interest in verifying your qualifications and skills for the position in order to select a suitable person, based on personal data collected during the recruitment interview and the results of any recruitment tests.
4. Your consent to the processing of the above personal data for future recruitment processes, expressed by selecting an optional checkbox or including an appropriate consent clause in your CV.

How long do we process your data?

When we obtain your data on the basis of our legitimate interest, our aim is to obtain clear information from you about the possibility of potential cooperation. We stop processing your personal data if you do not express your willingness to participate in the recruitment process within one month of obtaining your data.

If you express such willingness, the following rules apply.

Most of our advertisements concern positions for which we recruit continuously. Selecting a particular candidate does not close the recruitment process. In these common cases, we process your personal data for the time necessary to select the best candidate, but no longer than 8 months from receiving your application.

Occasionally, we conduct a temporary recruitment process aimed at selecting one specialist in a particular field. In these rare cases, we process your personal data for the duration of the recruitment process, but no longer than 3 months after the process ends.

If you consent to the processing of your personal data for future recruitment processes, we will process your data for the duration of that consent, but no longer than until you withdraw it. You can withdraw your consent by writing to: hr@univio.com or iod@univio.com.

Who receives your personal data?

Recipients of your personal data, meaning external entities involved in processing your data, may include our trusted subcontractors: IT service providers for data hosting and business email services, including Microsoft Ireland Operations Limited, and recruitment platforms through which we conduct recruitment, in particular the owner of the Pracuj.pl platform, Grupa Pracuj S.A.

Your data may also be received by Calendly LLC, a US company providing a tool that facilitates calendar synchronisation and the scheduling of recruitment meetings at a mutually convenient time.

Recipients of your personal data may also include other Univio entities, such as Univio International sp. z o.o. or Global4Net Sp. z o.o. The basis for processing your data is the legitimate interest consisting of fulfilling internal administrative purposes and optimising business operations.

Nature of data provision

Providing personal data required by the Labour Code, where your preferred form of employment is an employment contract, and personal data indicated as mandatory, where your preferred form of employment is a civil law contract, is mandatory. We may request this data because it enables us to consider your application. Failure to provide it will prevent us from considering your application.

Providing other data is voluntary and does not affect the recruitment process.

Other relevant information

Your data is processed only in the European Economic Area, which consists of the Member States of the European Union, as well as Norway, Iceland, and Liechtenstein. We use Microsoft’s services, but your data is not processed outside the EEA.

Your data is not subject to profiling.

*When using Calendly’s calendar synchronisation tool, data may be processed outside the EEA. This may increase risks for data subjects; however, these risks are minimised because only the recruit’s email address is processed in this way and standard contractual clauses are used. Calendly applies numerous technical and organisational security measures to ensure a high level of protection.