This Candidate Consent Form explains how UpMee Group OÜ processes personal data submitted by candidates during recruitment activities and allows candidates to provide specific consents where required under applicable data protection legislation.
This document should be read together with the Recruitment Privacy Notice available on our website.
1. Data Controller
The controller responsible for processing your personal data is:
- Name: UpMee Group OÜ
- Registry Code: 16707575
- Registered Office: Suur tn 12-14, 20307 Narva, Ida-Viru County, Republic of Estonia
- Website: https://upmee.net
- General Contact: [email protected]
- Privacy Contact: [email protected]
2. Purpose of this Consent
By submitting your application through our website, email, recruitment platform or any other communication channel, you acknowledge that UpMee may process your personal data for recruitment purposes.
Depending on the recruitment process, your personal data may be processed for one or more of the following purposes:
- evaluating your qualifications;
- matching your profile with suitable vacancies;
- contacting you regarding recruitment opportunities;
- arranging interviews;
- verifying employment history where permitted;
- communicating with prospective employers;
- managing recruitment documentation;
- complying with applicable legal obligations;
- maintaining recruitment records;
- considering your profile for future opportunities where you have provided consent.
3. Categories of Personal Data
During recruitment UpMee may process information including:
Identification Information
- full name;
- date of birth (where necessary);
- nationality;
- residence status;
- work authorization;
- language skills.
Contact Information
- email address;
- telephone number;
- postal address;
- country of residence.
Recruitment Information
- CV;
- resume;
- cover letter;
- education;
- qualifications;
- certifications;
- work experience;
- technical skills;
- professional licences;
- references.
Employment Information
- current employer;
- previous employers;
- job titles;
- salary expectations;
- notice period;
- preferred employment type;
- relocation preferences;
- remote work preferences.
Supporting Documents
Where voluntarily provided:
- portfolios;
- recommendation letters;
- certificates;
- diplomas;
- project descriptions;
- professional profiles;
- GitHub;
- LinkedIn;
- personal websites.
Sensitive personal data (special categories under Article 9 GDPR) should not be submitted unless specifically requested and legally required.
4. Legal Basis for Processing
UpMee processes personal data on one or more of the following legal bases:
- Article 6(1)(a) GDPR — consent;
- Article 6(1)(b) GDPR — steps prior to entering into a contract;
- Article 6(1)(c) GDPR — compliance with legal obligations;
- Article 6(1)(f) GDPR — legitimate interests.
Where required by law, separate consent will be requested.
5. Voluntary Nature of Consent
Providing your personal data is voluntary.
However, failure to provide certain information may prevent UpMee from evaluating your application or presenting your profile to potential employers.
You may withdraw your consent at any time without affecting the lawfulness of processing carried out before its withdrawal.
6. Talent Pool Consent
By providing your consent below, you agree that UpMee Group OÜ may store and process your personal data in its candidate database (talent pool) for the purpose of considering you for future job opportunities that may match your profile.
This includes:
- retention of your CV and profile after the completion of a specific recruitment process;
- periodic review of your profile for suitable vacancies;
- contacting you regarding relevant job opportunities;
- updating your profile based on additional information you may provide.
Your data will be retained in the talent pool only if you have given explicit consent for this purpose.
7. International Recruitment Consent
UpMee Group OÜ operates internationally and may process your personal data in the context of recruitment processes involving employers or positions located outside the Republic of Estonia and/or the European Economic Area (EEA).
By providing consent, you acknowledge and agree that:
- your personal data may be shared with potential employers located outside Estonia and/or the EEA;
- such processing is necessary for participation in international recruitment processes;
- appropriate safeguards will be applied where required under GDPR (including Standard Contractual Clauses or other lawful transfer mechanisms).
8. Sharing Data with Employers
By submitting your application, you understand and agree that UpMee Group OÜ may share your personal data with:
- prospective employers;
- hiring managers and HR representatives;
- authorized recruitment partners acting on behalf of employers.
Only relevant data necessary for the recruitment process will be shared.
Employers receiving your data become independent or joint controllers depending on the context of the recruitment process and will process your data under their own privacy policies.
9. International Data Transfers
Where personal data is transferred outside the European Economic Area (EEA), UpMee Group OÜ ensures that such transfers are conducted in compliance with GDPR requirements.
Safeguards may include:
- European Commission Standard Contractual Clauses (SCCs);
- adequacy decisions issued by the European Commission;
- additional technical and organizational security measures.
You may request more information regarding specific transfer mechanisms by contacting: [email protected] .
10. Data Retention
Personal data is retained only for as long as necessary for recruitment purposes.
Retention periods may include:
- Active recruitment process: until completion of the recruitment cycle;
- Candidate database (if consent is provided): up to 24 months from the date of consent or last interaction;
- Legal obligations: longer retention where required by applicable law.
After the applicable retention period, personal data will be securely deleted or anonymized.
11. Candidate Rights
Under GDPR, you have the following rights regarding your personal data:
- Right of access (Article 15 GDPR);
- Right to rectification (Article 16 GDPR);
- Right to erasure (“right to be forgotten”) (Article 17 GDPR);
- Right to restriction of processing (Article 18 GDPR);
- Right to data portability (Article 20 GDPR);
- Right to object (Article 21 GDPR);
- Right to withdraw consent at any time (Article 7(3) GDPR);
- Right to lodge a complaint with the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon).
12. Withdrawal of Consent
You may withdraw your consent at any time by contacting: [email protected] .
Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.
Upon withdrawal, UpMee will cease processing your personal data for the purposes requiring consent, unless there is another legal basis for continued processing.
13. Contact Information
For any questions regarding the processing of your personal data or this Consent Form, you may contact:
- Name: UpMee Group OÜ
- Registry Code: 16707575
- Address: Suur tn 12-14, 20307 Narva, Estonia
- Website: https://upmee.net
- General inquiries: [email protected]
- Privacy inquiries: [email protected]
14. Consent Statements (Checkboxes for Website Use)
By submitting your application, you may be asked to provide the following consents:
- I consent to the processing of my personal data for recruitment purposes in accordance with this Consent Form and the Recruitment Privacy Notice.
- I consent to the storage of my personal data in the candidate talent pool for future job opportunities (optional).
- I consent to the sharing of my personal data with potential employers and recruitment partners for the purpose of evaluating my application.
- I consent to the transfer of my personal data outside the European Economic Area (EEA) where required for international recruitment processes.
You may withdraw any optional consent at any time by contacting [email protected] .