oznamení o zpracování osobních údajů pro klienty

flow-r s.r.o.
Ing. Pavel Plachý, jednatel
IČO:  03649628
Thámova 132/28, Karlín, 186 00 Praha 8

zapsaná v obchodním rejstříku vedeném Městským soudem v Praze, oddíl C, vložka 235592,

(dále jen ,,Agentura")

oznámení o zpracování osobních údajů

Vážení obchodní přátelé,

jak jistě víte, i naší spolupráce se dotýká „Nařízení Evropského parlamentu a Rady (EU) č. 2016/679 ze dne 27. dubna 2016, obecného nařízení o ochraně osobních údajů" častěji známé jako GDPR (dále jen ,,Nařízení").

Z této legislativy a našich smluvních vztahů vyplývají následující fakta a související povinnosti obou stran, o kterých bychom Vás rádi informovali. Prosíme o předání této informace všem pracovníkům, kteří jakkoli nakládají s Osobními údaji kandidátů námi zprostředkovanými.

Naše Agentura má s Vaší společností uzavřenu smlouvu, na základě níž poskytujeme Vaší společnosti jako klientovi (dále ,,Klient"), služby spočívající ve vyhledání a doporučení kandidátů na volné pracovní pozice.

Dle Nařízení jsou obě naše společnosti, tedy my jako agentura práce i Vy jako náš klient, Správci osobních údajů s důsledky z toho vyplývajícími.

Agentura je držitelem a vlastníkem databáze Osobních údajů potenciálních kandidátů ze kterých vybírá a doporučuje vhodné kandidáty Klientovi.

Klient se stává správcem Osobních údajů ve smyslu Nařízení okamžikem, kdy Agentura Klientovi Osobní údaje předá. S takovými údaji je Klient povinen disponovat pouze v rozsahu, které mu umožňují vnitrostátní a mezinárodní předpisy, zejména Nařízení.

Zpracování, respektive sdílení, Osobních údajů mezi Agenturou a Klientem probíhá tak, že Klient vznese na Agenturu požadavek k vyhledání vhodného kandidáta na příslušnou pracovní pozici, kterou má v úmyslu obsadit. Agentura následně Klientovi zašle Osobní údaje takových osob, o nichž se domnívá, že na tuto pracovní pozici u Klienta budou vhodné, přičemž získání Osobních údajů kandidátů na pracovní pozici a potřebné náležitosti pro jejich předání Klientovi je povinna si zajistit Agentura.

Předáním Osobních údajů dle předchozího odstavce zaniká odpovědnost Agentury za jakékoli další zpracování provedené či prováděné Klientem.

Agentura je oprávněna odmítnout uposlechnutí požadavku Klienta na předání Osobních údajů, pokud má důvodné podezření, že Osobní údaje budou zpracovávány v rozporu s požadavky Nařízení.

Sdílení Osobních údajů bude probíhat formou e-mailové nebo písemné komunikace.

Klient je v souvislosti s Nařízením povinen:

• zajistit, že jakmile mu Agentura předá Osobní údaje, budou následně z jeho strany zpracovávány vždy v souladu s Nařízením a příslušnými právními předpisy, že tyto údaje budou aktuální, přesné a pravdivé, jakož i to, že umožní subjektům údajů, tj. kandidátům, uplatnění jejich práv, zejména práva na přístup, výmaz a opravu;

• přijmout vhodná opatření, aby poskytl subjektům údajů stručným, transparentním, srozumitelným a snadno přístupným způsobem za použití jasných a jednoduchých jazykových prostředků veškeré informace a učinit veškerá sdělení požadovaná Nařízením a příslušnými právními předpisy;

• nejpozději do 30 dnů od obdržení Osobních údajů od Agentury zajistit souhlas subjektu údajů (tedy konkrétního kandidáta) s jejich dalším zpracováním pro vlastní účely zejména s ohledem na probíhající výběrové řízení nebo zajistit odstranění těchto údajů;

• informovat všechny pracovníky, kteří s Osobními údaji kandidátů pracují, o jejich povinnostech vyplývajících z Nařízení.

Agentura je povinna:

• zajistit, že Osobní údaje budou z její strany zpracovávány vždy v souladu s Nařízením a příslušnými právními předpisy, že tyto údaje budou aktuální, přesné a pravdivé, jakož i to, že umožní subjektům údajů, tj. kandidátům, uplatnění jejich práv, zejména práva na přístup, výmaz a opravu;

• přijmout vhodná opatření, aby poskytla subjektům údajů stručným, transparentním, srozumitelným a snadno přístupným způsobem za použití jasných a jednoduchých jazykových prostředků veškeré informace a učinila veškerá sdělení požadovaná Nařízením a příslušnými právními předpisy;

• před předáním Osobních údajů Klientovi informovat subjekty údajů, tj. kandidáty, o tom, že jejich Osobní údaje budou předány Klientovi a pokud takové předání odmítnou, nepředat Osobní údaje takových kandidátů Klientovi.

V Praze dne 3. 4. 2018

flow-r s.r.o.
Ing. Pavel Plachý
jednatel společnosti

flow-r s.r.o.,
Company ID (IČO): 03649628
Registered office: Thámova 132/28, Karlín, 186 00 Prague 8
(hereinafter referred to as the "Recruiter")

Article I.

Basic Provisions

These terms and conditions (hereinafter the "Agreement"), valid and effective as of April 5, 2018, govern the relations arising from the provision of services by the Recruiter to individuals interested in being offered job positions (hereinafter the "Candidates" or individually as the "Candidate"), specifically their inclusion in the database of job applicants maintained by the Recruiter (hereinafter the "Database") and the offering of suitable job positions to the Candidates.

The Candidate and the Recruiter have entered into an oral agreement under which the Recruiter undertook to include the Candidate in the Database, and in return, the Candidate undertook to provide the Recruiter with information essential for the fulfillment of this Agreement. To specify the contractual relationship established between the contracting parties, the Recruiter sends this Agreement to the Candidate by email.

In the email sent to the Candidate along with this Agreement, the Recruiter shall also provide the Candidate's unique identification code (hereinafter the "Code"). By checking the "I Agree" box and subsequently clicking the "SUBMIT" button, the person from whose email the button was clicked confirms that they have read and understood these General Terms and Conditions, expresses their consent to their wording, and accepts them in their entirety.

Article II.

Purpose of the Agreement

The Candidate is a person interested in receiving offers for suitable job positions.

The Recruiter is a professional in human resources and recruitment, interested in facilitating the Candidate's opportunity to apply for suitable job positions and concurrently recommending suitable candidates to third parties to fill job vacancies.

The purpose of this Agreement is to regulate the mutual rights and obligations of the Contracting Parties during their cooperation, wherein the Candidate provides the Recruiter with information, particularly regarding their current job position, contact details, professional experience, and potentially other information communicated by the Candidate for this purpose. The Recruiter informs the Candidate about suitable job positions or, in accordance with the procedure set out in Article IV, Paragraph 1) of the Agreement, transfers the Candidate's information to a third party interested in filling a specific job vacancy.

Article III.

Subject Matter of the Agreement

The subject matter of this Agreement is: a) the Recruiter's commitment to include the Candidate in its Database for the purpose of securing employment offers for the Candidate; b) the Recruiter's commitment to send, with the Candidate's prior consent, the Candidate's information specified in Article IV, Paragraph 1), and potentially in Article IV, Paragraph 4), to third parties for whom the Candidate could be a suitable applicant to fill a job vacancy; c) the Candidate's commitment to keep the information specified in Article IV, Paragraph 1) updated for the duration of the validity and effectiveness of this Agreement.

The Contracting Parties have agreed that this Agreement is concluded free of charge, and neither Contracting Party is entitled to financial remuneration for its fulfillment.

Article IV.

Rights and Obligations of the Contracting Parties

Based on this Agreement, the Candidate shall provide the Recruiter with at least the following information: a) first and last name; b) date of birth; c) permanent residential address; d) email address; e) phone number; f) current job position; g) work experience; h) education achieved; i) qualifications; (the information set forth in this paragraph is hereinafter individually or collectively referred to as the "CV" depending on the context).

In the event that the Recruiter already possesses the CV or other information, it undertakes to continue handling it in accordance with the Agreement.

The Candidate declares that the information provided to the Recruiter in the CV is true and given to the best of their knowledge and belief.

The Candidate declares they are aware of the necessity to keep the CV updated and acknowledges that if they fail to do so, they may not be offered relevant job positions. The CV should be updated by the Candidate within 30 days of any material change.

The Candidate is entitled to request the Recruiter to include additional information about their person in the Database, such as information about hobbies, etc. The Recruiter is not obliged to comply with the Candidate's request to add further information to the Database. If the Recruiter complies with the Candidate's request under the preceding sentence, it shall inform the Candidate accordingly.

Based on the Agreement, the Recruiter undertakes to include the Candidate in the Database. In the event of a job opening that the Recruiter evaluates as suitable for the Candidate, the Recruiter shall inform the Candidate of such an offer by phone or via the email specified in the heading of this Agreement.

Should a third party approach the Recruiter with a request to send information about suitable applicants for a job position this third party intends to fill, and the Recruiter evaluates the Candidate as a suitable applicant for this position, the Recruiter undertakes to inform the Candidate by phone before transferring their data to the third party, unless the Contracting Parties agree otherwise. In the information provided according to the preceding sentence, the Recruiter shall state at least the following: a) the industry in which the third party operates; b) the nature of the job position; c) an oral request for confirmation on whether the Candidate consents to the transfer of the CV and information about the Candidate to the third party interested in filling the job position; d) whether the Candidate's information and personal data will be transferred to a country outside the European Economic Area, or outside a country ensuring an adequate level of protection; e) if appropriate, the Recruiter shall also attach a request to update the Candidate's information, specifically the information listed in Article IV, Paragraph 1 of the Agreement.

If the Candidate fails to express within 30 days whether they consent to the transfer of the CV to a third party (under Article IV, Paragraph 7(c) of this Agreement), it shall be deemed that the Candidate has refused to grant consent. The Candidate is also entitled to explicitly refuse consent within the period stated in the preceding sentence. The Candidate is entitled to withdraw their previously granted consent at the latest by the moment the information regarding its granting is delivered to the Recruiter via automated data processing. If the Candidate has not granted consent, or has refused to grant such consent, the Recruiter is not authorized to transfer any information about the Candidate to the third party. Refusal does not affect the duration of this Agreement or any further activities carried out in accordance with this Agreement.

Upon the Candidate's request, the Recruiter is obliged to inform the Candidate about what specific data it records about them in the Database.

The Candidate acknowledges that after the transfer of their CV to a third party, this third party assumes responsibility for the handling of the CV with all associated consequences.

Article V.

Protection of Confidential Information and Security

The Contracting Parties undertake to maintain confidentiality regarding all confidential matters learned in connection with this Agreement for the duration of this Agreement and for a period of 10 years after its termination. Confidential information under this Agreement primarily includes all oral, documentary, or written information of a commercial, legal, or financial nature, information having the character of personal data, operational, technical, or any other nature, relating to the Contracting Parties and their business, business strategies, products, internet portals, software and hardware, procedures, services, employees, clients and prospective clients, contact lists or information concerning property, any personal data, or intellectual property rights, work information, plans, trade secrets, proposals, know-how, improvement proposals, developments, designs, inventions, training methods, sales techniques, marketing reports or parts thereof, budgets, estimates, licenses, prices and costs, obtained by the recipient of the information in the course of implementing this Agreement, and which constitute a trade secret under Section 504 of the Civil Code (hereinafter "Confidential Information"), except for information that is publicly known on the date of conclusion of this Agreement, or could be obtained from commonly available sources on that date, or which becomes publicly known thereafter.

The Contracting Parties are not bound by confidentiality if: a) the fact in question is or has become publicly known other than as a result of an unauthorized disclosure in breach of this confidentiality agreement; b) there is a statutory obligation to disclose the relevant fact to a court or other state authority; however, the obligation of confidentiality towards third parties remains unaffected; c) the Confidential Information is disclosed by the Recruiter to persons under Article V, Paragraph 4) of the Agreement, provided these persons are bound by confidentiality at least to the same extent as the Recruiter; d) the Confidential Information is disclosed to auditors or professional advisors of a Contracting Party, provided these advisors are bound by confidentiality at least to the same extent as the Contracting Party that disclosed the information; or e) the relevant Contracting Party (or Parties) grants prior consent, provided that granting such consent shall not be unreasonably withheld.

The Contracting Parties agree that they: a) will keep the Confidential Information secret, acting with at least the same degree of care as they use when handling their own confidential information, but always exercising at least reasonable care; b) will limit the use of the Confidential Information to mutual cooperation and exclusively for fulfilling the purpose of this Agreement; c) will not disclose or provide the Confidential Information to any third party, except to their advisors or auditors who are bound by confidentiality to at least the same extent as the Contracting Parties themselves.

The Recruiter undertakes to ensure that all its employees and collaborators involved in fulfilling this Agreement, as well as designated members of the work team, are aware of their confidentiality obligations under this Agreement.

The Recruiter is obliged to observe cyber security rules, in particular by using commonly available antivirus programs and adopting sufficient organizational measures to ensure the protection of all data stored in the Database. The Candidate acknowledges that for the processing of their personal data, in particular to facilitate communication and inclusion in the Database, the Recruiter will use the services of an electronic database, whereby the Recruiter shall ensure that the processing of personal data is carried out with maximum confidentiality and in accordance with the terms of this Agreement.

The Candidate acknowledges that the Recruiter is entitled to delegate partial activities related to the fulfillment of this Agreement to a third party (hereinafter the "Processor"). When selecting a suitable Processor, the Recruiter is obliged to act with reasonable care, taking into account in particular the possibilities for protecting the Candidate's Confidential Information. The Contracting Parties have agreed that the Recruiter shall be liable for the Processor's breach of obligations towards the Candidate as if the Recruiter had breached the obligation itself.

Article VI.

Duration of the Agreement

Considering the average duration of employment, this Agreement is concluded for a period of ten (10) years from the date of its conclusion.

This Agreement may be terminated: a) by mutual agreement of the Contracting Parties; b) by termination by either Contracting Party, even without stating a reason, with a notice period of 30 days.

The notice period begins to run on the day following the delivery of the notice to the other Contracting Party.

The termination of this Agreement does not affect the survival of the confidentiality obligation regarding Confidential Information under Article V. of this Agreement.

Article VII.

Final Provisions

This Agreement constitutes a binding proposal to conclude a contract pursuant to Section 1732 (1) of the Civil Code and is concluded by agreeing to its wording via a unique form sent to the Candidate by e-mail and confirmed by clicking the designated button in the said e-mail.

The Candidate is obliged to send any notices, documents, or proposals to amend the Agreement to the Recruiter via email to privacy@flow-r.cz, and the Recruiter shall send the same to the Candidate to the email address provided by the Candidate in the confirmation form. Before implementing any changes requested by the Candidate, the Recruiter is entitled to verify the identity and accuracy of the Candidate's request. In such a case, the Recruiter shall proceed in a manner that ensures the verification of the Candidate's identity or the accuracy of their request is carried out in the least restrictive form possible for the Candidate; in particular, the Candidate shall state their Code. If the Candidate fails to state their Code, the Recruiter is entitled to verify the identity in another way, e.g., by inquiring about certain data evident from the CV.

In the event of termination of the Agreement, the Recruiter is obliged to delete all information about the Candidate from the Database, no later than on the date of termination of the Agreement.

The Agreement and its interpretation are governed by the laws of the Czech Republic. The general courts of the Czech Republic have jurisdiction to resolve disputes arising in connection with the Agreement, even if the dispute involves a foreign element.

The Contracting Parties declare that they have concluded the Agreement based on their true and free will, that they did not act under duress or under noticeably unfavorable conditions during its conclusion, that they have properly read the Agreement, and fully agree with its content.

The Recruiter is entitled to amend the Agreement. In such a case, it is obliged to publish the new version of the Agreement on its website without undue delay, or send the new version to the Candidate's email address.

The Recruiter's contact details for handling matters related to this Agreement are:

Postal address:

flow-r s.r.o.
Privacy Department
Thámova 132/28 Prague - Karlín

Email address: privacy@flow-r.cz

These conditions enter into effect on April 5, 2018.