CANDIDATE CLARIFICATION TEXT ABOUT THE PROTECTION OF PERSONAL DATA
Based in Turkey, at Beylerbeyi Mahallesi Sünnetçi Sokak. No: 17/3, 34676 Üsküdar/Istanbul, registered with the trade registry with number 280744-5 and MERSIS number 0461-0934-4730-0001, HEETSOFT Information Technologies Inc. (“Company”) is the data controller. Within the scope of our commercial relationships or your business relationship with us, we inform you that your personal data will be processed to the extent necessary for the purposes of data processing, in a limited and proportionate manner, as communicated to us. These personal data will be recorded, stored, preserved, and shared with institutions authorized by law to request such personal data. They may be transferred to third parties both domestically and internationally, transferred, classified, and processed in other ways as stipulated by the Personal Data Protection Law (hereinafter referred to as “KVKK”).
The personal data you provide to us will, under any circumstances, be processed for the following purposes within the scope of our legal relationships:
- Processed for purposes that require their processing, and in a limited and proportionate manner related to those purposes,
- Ensured to be accurate and up to date as communicated to us,
- Recorded, stored, preserved, shared with institutions authorized to request such data, and under the conditions set forth by KVKK, transferred domestically to third parties for the execution of the service, transferred, and processed in other ways as specified in KVKK.
The information mentioned in this Clarification Text and its processing will remain valid as long as you do not formally terminate your membership or until your data is subject to data deletion processes by us. It should be noted that beyond registering with the Company to perform online actions, sharing your resume or transferring it to third parties through the “Share My Resume” function via our systems is outside our control and intervention.
WHICH PERSONAL DATA DO WE PROCESS?
Our company, which aims to create employment by bringing together job-seeking members and employers looking for staff, processes your personal data to provide better services to all our members, fulfill our objectives, conduct research, and engage in marketing activities.
The data we may process for the provision of these services is as follows:
- Identity Data: Your name, surname, date and place of birth, gender, marital status, nationality
- Contact Data: Your email address, address, mobile phone number
- Special Categories of Personal Data: If included in your resume, health-related information or special categories of personal data recorded in the automatic voice recording system of the support line
- Educational Data: Education level, certificate and diploma details, expertise, foreign language proficiency, education and skills, attended seminars and courses, computer skills, exam information
- Work Experience Data: Total experience, employment status and title, work experience (company names, periods worked, job descriptions)
- Visual and Auditory Data: Photograph of the individual, voice recordings during customer service calls, visual data (video, audio, image) from video interview systems (Zoom, Webex, Teams, Meet, etc.)
- Website/Application Usage Data: Date of membership, job applications/position level applied for, login frequency/times, information regarding iOS/Android/mobile site/website user status, last updated resume date, preferred positions, cities, registered job search criteria, blocked companies, current employment status (yes/no), candidate sector name, last login date, last message date, whether the app was deleted (yes/no), last message level, last message position, last message sector, last message sent to company, last job level, whether the candidate has called the job listing number via their mobile phone, usage data of applications (every action performed within the app, IP, Device ID, operator information, device details (version-model), location data processed upon your consent when using our mobile applications
- Other: Driver’s license data, competencies, hobbies, salary expectations, military status, reference information (with reference person’s consent, name, title, workplace, phone, email), any Word, Excel, or presentation files you attach to your resume, Profile ID, Login ID, IP address, log records, data from personality inventory reports, questions asked by the employer member during the job application (Standard questions) and the answers to any “Special questions” asked by the Client.
Your data will be stored in our systems for five years from the last date you logged into the system with your username and password due to the legal obligations related to our employment services.
If you have provided explicit consent, disability status information requested during the resume submission process is classified as special categories of personal data. This information is requested by the Company for the inclusion of special groups in the workforce. If you do not provide explicit consent, such data will not be requested, and if you are required to be employed in a position for disabled candidates, the employer will not have enough information, and you have voluntarily limited the employment service provided by HEETSOFT. Similarly, if you provide explicit consent, gender-related questions are asked under the Directive on Increasing Female Employment and Ensuring Equal Opportunities. If you do not provide explicit consent, such data will not be requested. In this case, you may create a resume and apply without these data, and HEETSOFT will not be responsible for any loss of rights in such situations.
Additionally, when you create a resume, we process the personal data that you voluntarily provide and include in your resume, even if it was not specifically asked during the resume creation process. If you choose not to give permission for KVKK, we suggest that you do not mention any personal data other than what is asked in the resume.
We also process the data contained in the files you upload using the file upload feature provided in your account. While the use of this feature is at your discretion, we recommend not including any personal data you do not wish to be processed.
HOW AND FOR WHAT REASONS DO WE COLLECT YOUR PERSONAL DATA?
- As a company, we collect your personal data, which we request from you, for the performance of our legal obligations, the fulfillment of the Employment Mediation Service contract, and for the execution of any employment contract that may be established between us, through your submission of data to us via physical and/or electronic means, or by entering information, sound, and image into our systems.
- We collect your personal data during telephone conversations as part of our legitimate interest in improving customer satisfaction through support.
- During our pre-interviews with potential employers, we collect personal data through voice recordings.
- In line with our General Evaluation Tests product, we collect the results of inventory tests you complete, which are sent to you by our employer members.
- We collect responses to both Standard and Special questions asked by employers via resumes for job applications.
- We collect responses to Special questions through your resume, which can only be seen by the relevant client.
- We collect your personal data electronically through the cookies used on our website to improve its effectiveness, in accordance with our Cookie Policy.
WHAT PURPOSES DO WE PROCESS YOUR PERSONAL DATA FOR?
The personal data you have provided is processed by us for the purposes listed below, in accordance with the Employment Service Agreement, in order to provide you with employment services:
- To create employment opportunities and assist with your recruitment process.
- To ensure that notifications, such as application assessments and resume reviews, are sent to you during the recruitment process.
- To utilize the personal data you share in order to match job vacancies posted by our employer clients with the right candidates.
- To transfer your resume to requesting employers, provided that you accept sharing your resume with all employers.
- To handle incoming calls and address your support needs.
- To resolve complaints regarding our services.
- To review your job application in case of requests or complaints on social media.
- To manage budgets and perform reporting.
- To enhance the quality of our services and ensure service control.
- To facilitate your login to our mobile applications.
- To address technical issues in the mobile application and understand the source of the problem.
- To share your personal data, including sensitive personal data, as part of your resume, in accordance with your preferences, with domestic and/or international employers.
- To share your personal data, including sensitive personal data, as part of your resume, in accordance with your preferences with member employers both in Turkey and abroad, and transfer it to their company user accounts. Additionally, based on your preferences, your personal data may be viewed by visitors to our website. Furthermore, depending on your sharing preference, your resume can be accessed and stored in the data records of individuals or representatives of the legal entities to whom you applied. Responsibility for providing clarification in such cases lies with the person or legal entity performing the data sharing.
- When the personal data you share with us is processed by the member employer, that employer also becomes the data controller. If you request any information or actions regarding your data shared with the employer through the Company, we will forward your request to the relevant party. However, for the data obtained by our customer (employer) through our Company, it is the responsibility of the employer, as the data controller, to fulfill any requests related to that data. If the employer wants to use your data, they may contact you to request your consent.
- If you want the deletion, destruction, or anonymization of your personal data shared with the employer, you can forward this request to our Company. When assessing your request, if the service contract with the employer is still in effect, we will forward your request to the employer. In case the service contract with the employer has ended, we will get back to you regarding this matter. Employers are responsible for the data they obtain through our systems, and therefore, any requests regarding their systems must be directly forwarded to the company posting the job. Our Company has no responsibility or obligation in this regard.
We are committed to continuously improving and advancing to provide you with the best possible service. Therefore, we process your personal data for the following purposes:
- To conduct market analysis, sales and marketing analysis, management analysis, and financial planning, and to interpret site usage.
- To improve the quality of the service we provide and to ensure quality control.
- To send bulk emails and SMS to assist you in applying for jobs.
- To develop and manage our current and research/development stage applications and to market the product.
- To develop software used within the company using internal and external resources.
- To provide support to domestic and international employers only when necessary.
- To increase sales for employer clients, perform marketing, and ensure customer satisfaction analysis.
When you apply to our Company, we process your data for the purposes of evaluating your job application, as it is necessary for the establishment of an employment contract with the candidate, under the legal relationship framework between the candidate employee and the employer.
- New employee recruitment, reviewing candidates, and identifying the new candidate to be hired
- Sharing the notes taken on your CV with the manager to help them better understand and assess the candidate.
- Verifying the data with the reference persons you provided on your CV.
- Validating how well you match the position and storing your CV information for future confirmation purposes.
Finally, when personal data is requested by legal demands such as prosecutor requests and court orders, we are obligated to share your personal data in compliance with the applicable legal regulations. Additionally, in case your personal data becomes subject to a dispute in which we are involved, we may need to share your data with lawyers, experts, courts, or other parties involved to exercise our right to defense. We may process your personal data for the purpose of fulfilling our legal obligations and exercising our defense rights.
To process the personal data of the reference persons (such as name, surname, phone number, email, etc.) you provided in your CV, we ensure that the reference person is informed and give their explicit consent. We send an informational email to the reference person, and based on their consent, we add the reference person’s details to your CV.
WHERE DO WE TRANSFER YOUR PERSONAL DATA?
To provide you with the best possible service, we are committed to continuous improvement and progress. To this end, we transfer your personal data to third parties both domestically and internationally as described below:
- We share your CV(s) with third parties based on your sharing preferences.
- If you choose to stay informed about our campaigns and promotions, we transfer your email address and personal data to the relevant service providers, both domestically and internationally, to send you bulk emails.
- Personal data collected within the scope of our Cookie Policy, including site usage data such as where you clicked, how long you stayed, etc., is transferred to third parties with whom we have a data controller/processor relationship to analyze and improve our services for you and other members and customers.
- To deliver our AH service, we work with subcontractors and certain employer members who have limited access to our systems. Based on your preferences (such as allowing your CV to be viewed by all HEETSOFT member companies), we share your CV data and other information provided during communications with us as part of our services.
- Similarly, if our customer using the AH service requests a personality inventory from a candidate, we transfer the necessary data to our supplier who supports us with the process, for the purpose of assisting both the candidate and the employer.
YOUR RIGHTS
In accordance with Article 11 of the Personal Data Protection Law (KVKK), you have the right to:
- Learn whether the Company processes your personal data, and if so, request information regarding the processing.
- Learn the purpose of processing your personal data and whether they are being used in compliance with that purpose.
- Learn whether your personal data has been transferred domestically or abroad and to whom it has been transferred.
- Additionally, you have the right to request the correction of inaccurate or incomplete personal data and to request that recipients to whom your data has been transferred be notified of such corrections.
You may also request the destruction (deletion, destruction, or anonymization) of your personal data in accordance with the conditions set out in Article 7 of the KVKK. You can also request that the third parties to whom your data has been transferred be notified of your destruction request. We will evaluate the most appropriate method for your destruction request based on the specific circumstances of the case.
If the results of your personal data analysis, which is exclusively generated using an automated system, are against your interests, you may object to these results.
If you suffer damage due to the unlawful processing of your personal data, you can request compensation for the damage.
We will respond to your requests, based on the nature of the request, within thirty days free of charge. However, if the process incurs an additional cost for the Company, we may apply a fee according to the rate specified in the Personal Data Protection Authority’s “Application Procedure and Principles for Data Controllers.”
To submit your application regarding the processing of your personal data, you must fill out the application form included in this Disclosure Statement. You may submit the completed form in writing or by using your previously registered electronic email address, secure electronic signature, or mobile signature, or through a registered email address (KEP). Depending on the nature of your request and the method of application, additional verification (e.g., sending a message to your registered phone number or calling you) may be requested to confirm that the application is indeed from you. For example, if you apply through the email address registered with the Company, we may contact you via another communication method registered with the Company to verify your request.
CONTACT INFORMATION
HEETSOFT Information Technologies Inc.
Mersis No: 0461-0934-4730-0001
Contact Link: https://heetsoft.com
Address: Beylerbeyi Mahallesi Sünnetçi Sokak, No: 17/3, 34676 Üsküdar/Istanbul
