Privacy Notice for Job Applicants
1. Who we are and how we process your personal data
Doucal’s Srl, with its registered office at Via Lombardia 19, Montegranaro (FM) (hereinafter “Doucal’s” or the “Controller”), is committed to protecting the confidentiality of applicants’ personal data and to adopting appropriate measures to safeguard such data from any potential risk.
Internal procedures and personal data management policies are regularly updated, particularly in the event of regulatory or organizational changes that may affect processing activities.
For any request or clarification regarding personal data protection, you may contact: info@doucals.com.
2. What data we collect and for what purposes
During the recruitment process, Doucal’s may collect and process the following categories of personal data:
identification data (name, surname, tax code, place and date of birth)
contact details (email, phone number, home and/or residence address)
information contained in the curriculum vitae
IT data (e.g., logs and IP addresses used to access the application platform)
any health-related data, only if necessary for inclusion in protected categories or if voluntarily provided
2.1 Management of the recruitment process
Purposes:
searching for and identifying suitable candidates
collecting and assessing résumés, including through recruitment agencies, universities, or professional platforms
organizing and conducting interviews
onboarding the selected candidate within the company
potential establishment of an employment or collaboration relationship
Legal basis:
pre-contractual activities related to the assessment of the application
compliance with obligations established by laws, regulations, or collective agreements
execution of measures necessary for establishing an employment or collaboration relationship
Data may also be collected through third parties such as employment centers, IT service providers, recruitment agencies, staffing companies, training institutions, and universities.
Providing the data necessary for evaluating the application is essential: without such data, Doucal’s will not be able to proceed with the recruitment process.
2.2 Disclosure of data to third parties
Data disclosure concerns only the information necessary to carry out activities related to the recruitment process.
The applicant’s consent is not required when disclosure is necessary to comply with obligations arising from the selection procedure or when another legal basis applies, including the Controller’s legitimate interest.
Data may also be transmitted to third parties appointed as data processors.
If data revealing health status are processed, Doucal’s will apply appropriate protection measures, such as pseudonymization, aggregation, or encryption.
Doucal’s does not transfer personal data outside the European Economic Area and does not disclose data to unspecified recipients.
2.3 IT security
Purposes:
monitoring online services and platforms used for submitting applications
managing procedures for detecting and notifying personal data breaches
Legal basis:
necessity to ensure secure access to the recruitment process
compliance with legal obligations relating to data breaches
the Controller’s legitimate interest in protecting its IT systems
3. Methods, location, and duration of data storage
Processing methods
Data are processed using electronic tools and/or paper-based supports by authorized personnel, strictly within the limits necessary to carry out recruitment-related activities.
Doucal’s periodically verifies the adequacy of security measures and the relevance of the data processed, ensuring that no excessive or unnecessary information is retained.
Storage location
Data are stored in paper archives and IT systems located within the European Economic Area, with appropriate security measures in place.
Retention period
Personal data are retained for the time necessary to manage the recruitment process and, subsequently:
up to 2 years,
up to 5 years for profiles with highly specialized technical skills.
Subject to the following:
safeguards applicable to special categories of data
deletion of résumés sent spontaneously when no open positions are available
the possibility of retaining data to assess the application for future opportunities
retention of data in the event an employment or collaboration relationship is established
In the event of a dispute, data may be retained for the time necessary to protect the Controller’s rights.
IT data
The retention of logs and IP addresses depends on the level of risk identified and any potential adverse consequences.
In any case, such data will be retained for the time necessary to manage and notify any security breaches.
4. Data subject rights
Once the purposes of the processing have been fulfilled, Doucal’s will delete or anonymize the data.
You have the right to:
access your data
request rectification
withdraw consent (where applicable)
request erasure
restrict processing
object to processing
obtain data portability
You may also:
obtain confirmation of whether processing concerning you is taking place
know the origin, purposes, methods of processing, and the recipients of your data
request deletion of data when no longer necessary or unlawfully processed
request restriction of processing in specific circumstances
receive your data in electronic format to transfer them to another controller
Doucal’s will respond within one month of receiving the request, extendable to two months in the case of complex or numerous requests.
To exercise your rights, you may contact: info@doucals.com
5. Right to object
If processing is based on the Controller’s legitimate interest, you may object at any time for reasons related to your particular situation.
Requests must be sent to: info@doucals.com
6. Complaint to the supervisory authority
You may lodge a complaint with the Italian Data Protection Authority or, if you reside or work in another EU Member State, with the competent supervisory authority in that country.
7. Updates to this notice
Any updates will be communicated through appropriate means and, where necessary, you may be asked to provide renewed consent.
Applicable Law Clause
For all matters not expressly provided for in this notice, Doucal’s Srl complies fully with the applicable legislation on the protection of personal data, including:
Regulation (EU) 2016/679 (“GDPR – General Data Protection Regulation”)
Italian Legislative Decree 196/2003, as amended by Legislative Decree 101/2018 (“Italian Data Protection Code”)
as well as the provisions, guidelines, and decisions issued by the Italian Data Protection Authority and by the competent European bodies.
These rules apply as an integration and completion of this notice, ensuring that all personal data processing activities are carried out in full compliance with the principles of lawfulness, fairness, transparency, data minimization, integrity, and confidentiality.
