User privacy

Privacy Policy – Users of the Interview Service

The interview management and recruitment process simplification service are operated by Tengai AB on behalf of our clients. Tengai will conduct an AI-driven interview with you, and based on the interview, Tengai will determine your compatibility with the skills and attributes required for the job you are applying for. It is important that the individuals being interviewed (referred to as the User in the text below) feel secure and are informed about how we handle their personal data during the interview process. We strive to maintain the highest possible standards for the protection of personal data. We process, manage, use, and protect the User's personal data in accordance with this Privacy Policy.

General

We are a data processor in accordance with applicable data protection legislation. The User's personal data is processed to manage parts of the recruitment process for our clients, who are referred to as Data Controllers under applicable data protection legislation. The part of the process managed by Tengai may vary from case to case, but generally, we process data at the beginning of the recruitment process.

1. Collection of personal data

We are responsible for the processing of the personal data that the User provides to the Service, or the data we otherwise collect in relation to the Service.

When and how we collect personal data

We collect personal data about Users when they:

• Register for an interview, via the Service or otherwise, thereby adding personal data about themselves, either personally or through a third party.

• Provide identifiable information in the support chat (provided via the Service's website).

Types of personal data collected and processed

The categories of personal data that may be collected via the Service include data that can be used to identify individuals, such as name, email address, responses to interview questions, and other information that the User or others have provided via the Service. Only data relevant to the interview is collected and processed.

Purpose and legal Basis for processing

The purpose of collecting and processing personal data is to manage pre-interviews. The legal basis for the processing is our legitimate interest in facilitating and simplifying pre-interviews. Personal data processed for the purpose of conducting aggregated analyses, market research, or maintenance of the Tengai software is always anonymized and cannot be used to identify a specific user. Such data is therefore not considered personal data.

Consent from the Data Subject

The User consents to the processing of personal data so that the Data Controller can manage their recruitment process. The User consents to the collection of personal data through the Service when the User: a) Registers for an interview through the Service, adds personal data about themselves, or the Data Controller uses external tools to add additional information; and/or b) Contacts our support team.

The User consents to the collection of personal data in accordance with: a) The above; and b) Will be processed according to the following sections on storage and transfer as well as processing time.

The User has the right to withdraw their consent at any time by contacting the Data Controller or withdrawing their data in the Service. Exercising this right means that the User can no longer use the Service.

2. Sharing, Storage, and Transfers

Tengai will share your interviews and results with our client so that they can assess your profile within the recruitment process. We may also share your personal data with our subcontractors who provide us with services that Tengai needs to function. Our suppliers may not use your personal data for their own purposes, only in support matters.

We only transfer Users' personal data to trusted parties and carefully select partners to ensure that the User's personal data is processed in accordance with applicable data protection legislation. We collaborate with the following categories of data processors: server and hosting companies, email companies, information companies, analytics companies, and other companies relevant to providing the Service.

We may share aggregated data (non-identifiable personal data) with third parties. This data is compiled from information collected via the Service and may include statistics on internet traffic or the geographical usage location of the Service. This aggregated data does not contain any information that can be used to identify individuals and is therefore not considered personal data.

The personal data collected via the Service is stored and processed within the EU/EEA.

3. Processing Time

Unless the User objects in writing to the processing of their personal data, it will be stored and processed for as long as we deem necessary for the above purposes, up to a maximum of 36 months. Note that the User may be interested in future recruitments, and for this purpose, we may store the User's personal data until it is no longer considered valuable for potential recruitments. If you as a User do not want your personal data to be processed for future recruitments, contact us at privacy@tengai.io

4. User Rights

Under the EU General Data Protection Regulation, also known as GDPR, you as an individual have several rights as described below.

Access to Records

You as an individual have the right to know what personal data we process about you. You have the right to a free copy of the data – if you need more copies, a fee may be charged to cover administrative costs.

Correct or Delete Data

If there is an error in the personal data we have saved about you, you can request a correction. You can also request that your data be deleted in its entirety. Note that if you do not want the interviews you have conducted in a recruitment process via one of our clients to remain with them, you need to contact them directly. Deletion in our systems only prevents future use in recruitment processes, not the processes you participated in before the deletion date.

Data Portability

You may have the right to request that your personal data be transferred to another data controller (so-called data portability), if technically possible.

If you wish to exercise any of your rights, have questions, or complaints regarding the handling of your personal data, please contact us and our Data Protection Officer at:

privacy@tengai.io

Note that we will need to verify your identity to assist you.

If you believe that we are handling your personal data in a way that violates data protection laws, you can contact the Swedish Authority for Privacy Protection and file a complaint. Complaints can be made to the Swedish Authority for Privacy Protection at: imy@imy.se

5. Security

We prioritize personal privacy and work actively to ensure that the User's personal data is treated with the utmost care. We take measures to ensure that the User's data is processed securely and in accordance with this Privacy Policy and the GDPR regulation.

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