Precoro recruitment and candidate data processing
1. Purpose and scope
This Candidate Privacy Notice explains how Precoro collects, uses, shares, protects and retains personal data about people who apply for, are considered for, or enquire about employment, consultancy, internship or other work opportunities with us. It applies to applications submitted through the Precoro careers site hosted by Recruitee, by email, through a recruitment agency or professional platform, or by another recruitment channel.
It is intended to meet the transparency requirements of the EU General Data Protection Regulation (EU GDPR), applicable EU Member State laws (including Polish law where relevant), the UK GDPR and Data Protection Act 2018, the Law of Ukraine On Personal Data Protection, and other privacy and employment laws that apply to a particular candidate or recruitment process. Depending on where a candidate is located, these may include comprehensive US state privacy laws, Canada's federal or provincial privacy laws, Brazil's LGPD, Australia's Privacy Act 1988, New Zealand's Privacy Act 2020, South Africa's POPIA, or equivalent local legislation. Where local law gives you additional rights or imposes stricter requirements, that law will apply.
2. Who is responsible for your data
The controller is Precoro, Inc. and, where applicable, the Precoro group company that advertises the position or would engage you. Precoro group companies may jointly determine parts of a centrally managed recruitment process. References to “Precoro”, “we”, “us” and “our” in this notice mean the relevant controller or controllers.
Contact details:
Privacy enquiries and rights requests: privacy@precoro.com
Recruitment enquiries: people@precoro.com
Controller postal address: Precoro Inc., 251 Little Falls Drive, Wilmington, DE 19808, United States
If you need to know which Precoro entity is the controller for a particular vacancy, contact us using either email address above.
Our representatives
For candidates in the European Economic Area and Switzerland, Precoro has appointed UAB “Procurement Technologies” as its representative. It may be contacted regarding our processing of candidate data at privacy@precoro.com or by post at Švitrigailos 11B, Vilnius 03228, Lithuania.
For candidates in the United Kingdom, Precoro has appointed Viktoriia Brusylovets as its UK representative. She may be contacted regarding our processing of candidate data at privacy@precoro.com or by post at 8 Forches Close, Emerson Valley, Milton Keynes, MK4 2BE, England.
3. Personal data we collect
Depending on the role and stage of recruitment, we may collect:
identity and contact details, such as your name, location, email address, telephone number and online profile links;
application information, such as your CV or resume, cover letter, employment and education history, qualifications, skills, portfolio, salary expectations, work preferences and answers to application questions;
recruitment records, such as interview notes, interview audio recordings and transcripts where you agree to recording, AI-generated meeting notes, assessments, test tasks, communications, availability, recruiter evaluations and hiring decisions;
information about your right to work, identity, references, background or other pre-employment checks, but only where relevant, lawful and proportionate to the role;
technical and usage information generated when you use the careers site, such as device, browser, IP address, log and cookie information;
information from referees, recruitment agencies, professional networking sites, publicly available professional sources, and Precoro personnel who refer you; and
information you choose to provide about accessibility requirements or other sensitive matters.
Please provide only information relevant to your application. Do not include special category or sensitive data, criminal-record information, national identification numbers, financial details, or copies of identity documents unless we specifically request them and explain why they are needed.
4. Why we process personal data and our legal bases
Under Ukrainian law, we process personal data on the basis of your informed agreement where consent is required, and/or on another ground permitted by law, including taking steps connected with a prospective contractual relationship and complying with legal duties. Withdrawing consent does not affect processing already lawfully carried out and does not affect processing based on another lawful ground.
Where we rely on legitimate interests, those interests include identifying and selecting suitable candidates, operating an efficient and secure recruitment process, maintaining appropriate recruitment records, and protecting Precoro and candidates. We balance these interests against your rights and reasonable expectations.
| Purpose | Typical data | Legal basis under EU and UK law |
|---|---|---|
| Receive and manage applications; communicate with you; arrange interviews and assessments | Contact, application, recruitment and communications data | Steps at your request before entering a contract; our legitimate interests in recruiting suitable people |
| Assess suitability, qualifications and experience, including AI-assisted screening in Recruitee, and make recruitment decisions | Application, interview, assessment and professional-history data | Steps before contract; legitimate interests in fair and effective recruitment |
| Record and transcribe an interview and create AI-assisted meeting notes | Audio recording, transcript and interview notes | Your consent; legitimate interests may apply to the resulting notes after recording, subject to applicable law |
| Verify identity, right to work, references and background where appropriate | Verification and check data | Legal obligation where required; steps before contract; legitimate interests where proportionate |
| Make and administer an offer and prepare onboarding | Identity, contact, offer and eligibility data | Steps before contract; compliance with legal obligations |
| Protect our systems, prevent fraud, keep records and establish or defend legal claims | Technical, security and recruitment records | Legitimate interests; legal obligations; establishment, exercise or defence of legal claims |
| Consider an unsuccessful candidate for suitable future roles | Contact, application and recruitment records | Your consent where required or used; otherwise our legitimate interests, subject to your right to object |
| Monitor and improve equal opportunity and recruitment processes | Voluntary diversity or demographic data, preferably aggregated | Legal obligations or legitimate interests; and an applicable special-category condition where required |
5. Sensitive data and checks
We will process special category or sensitive personal data only when necessary and permitted by law. Depending on the circumstances, this may be based on obligations and rights in employment or social-protection law, substantial public interest, the establishment or defence of legal claims, or your explicit consent. Criminal-record information will be requested and processed only when authorised by applicable law and necessary for the role. Access is restricted and additional safeguards are applied.
6. Where we obtain personal data
Most data comes directly from you. We may also receive it from a person who referred you, a recruitment agency, referees, former employers where lawful, assessment or screening providers, professional networking platforms such as LinkedIn, job boards, and publicly available professional sources. If another person provides information about you, we use it only for relevant recruitment purposes and provide this notice within the period required by applicable law.
7. Who receives personal data
We disclose candidate data only where necessary to:
authorised Precoro recruiters, hiring managers, interviewers, HR, legal, compliance, IT and relevant executives;
Precoro group companies involved in the role or centrally managed recruitment;
service providers acting for us, including Recruitee as our applicant-tracking-system and AI-assisted screening provider, and providers of cloud hosting, communications, scheduling, interview recording, transcription, AI-assisted note-taking, assessment, screening, recruitment and professional advisory services;
referees or other parties involved in checks, with appropriate notice or permission;
regulators, law-enforcement bodies, courts, advisers or other recipients where disclosure is legally required or necessary to protect legal rights; and
a buyer, investor or successor in connection with a proposed or completed corporate transaction, subject to appropriate confidentiality and legal safeguards.
Our processors may use personal data only on our documented instructions, must protect it, and must delete or return it as required by contract and law. We do not sell candidate personal data or share it for cross-context behavioural advertising.
8. Data location and international transfers
Candidate records in our applicant tracking system are hosted in the European Union. Because Precoro operates internationally, authorised personnel and service providers may access or otherwise process data from countries outside the European Economic Area, United Kingdom or Ukraine, including the United States. Some of those countries may not provide an equivalent level of legal protection.
Where required, we use an applicable adequacy decision, the European Commission Standard Contractual Clauses, the UK International Data Transfer Addendum or International Data Transfer Agreement, contractual safeguards required by Ukrainian law, and supplementary technical and organisational measures. You may contact privacy@precoro.com for more information about the safeguards relevant to your data.
9. How long we keep personal data
We normally retain candidate records for up to three years after the later of your most recent application, meaningful recruitment interaction, or completion of the relevant recruitment process. This period enables us to consider you for future opportunities, maintain recruitment records, and establish or defend legal claims. Where consent is the applicable basis for future-opportunity retention, you may withdraw it at any time.
Interview audio recordings and transcripts are retained only for as long as needed to prepare and verify the interview notes and complete the relevant recruitment process, and never longer than the general three-year maximum unless a legal hold applies. We aim to delete the original recording and transcript earlier once accurate notes have been produced and they are no longer required. Withdrawing consent does not affect the lawfulness of recording or transcription carried out before withdrawal.
We may keep data for a shorter period where it is no longer needed, or for longer where required by law, necessary for an active dispute or investigation, or reasonably required to protect legal rights. Pre-employment vetting materials that are no longer necessary will be deleted earlier; we may retain a limited record of the check and its outcome where lawful. If you are hired, relevant application data will become part of your personnel record and be handled under the applicable employee privacy notice and retention schedule. At the end of the retention period, data is deleted, anonymised or securely archived where a legal hold applies.
10. Automated decision making
Precoro uses AI-assisted functionality within Recruitee to help screen, search, organise or evaluate candidate information against role-related criteria. The output may help recruiters prioritise or review applications, but it is not the sole basis for a final hiring decision. Authorised Precoro personnel review relevant information and make the decision whether to progress or reject an application.
We may also use an AI-enabled meeting notetaker during interviews to record audio, create a transcript and generate notes or a summary. Before recording begins, we inform the candidate and ask whether they agree. Recording is optional. If you do not agree, or if you withdraw consent before or during the interview, we will use an alternative such as manual notes and this will not disadvantage your application. AI-generated notes are treated as supporting material and may be checked and corrected by the interviewer.
Precoro does not make final recruitment decisions based solely on automated processing where the decision would produce legal or similarly significant effects. If we introduce such processing, we will explain the logic involved, its significance and likely consequences, and the rights available to you before it is used. You may contact us if you believe information produced by an automated tool is inaccurate or if you want relevant processing reviewed by a person.
11. Your privacy rights
Depending on the law that applies and subject to legal exceptions, you may have the right to:
request confirmation that we process your data and obtain access to it and a copy;
correct inaccurate data and complete incomplete data;
request deletion or restriction of processing;
object to processing based on legitimate interests, including future-opportunity consideration;
receive data you provided in a structured, commonly used, machine-readable format and transmit it to another controller where the right to portability applies;
withdraw consent at any time where processing is based on consent;
ask for human review and contest a qualifying automated decision;
not be discriminated against for exercising privacy rights where applicable law provides that protection; and
complain to the competent privacy or data-protection authority.
EU candidates may complain to the supervisory authority in their country of residence, work or the alleged infringement. UK candidates may complain to the Information Commissioner's Office at ico.org.uk. Candidates in Ukraine may contact the Ukrainian Parliament Commissioner for Human Rights at ombudsman.gov.ua. You may also have a right to complain to another competent authority under local law. We encourage you to contact us first so that we can try to resolve the matter.
To exercise a right, email privacy@precoro.com or submit our Data Subject Request Form. We may request information reasonably necessary to verify your identity and locate your records. An authorised agent may act for you where local law permits and appropriate authority is verified. We will respond within the period required by applicable law.
12. Whether you must provide data
Providing an application is voluntary. However, fields marked as required and other information reasonably necessary to assess your application must be provided if you want us to consider you. If you do not provide it, we may be unable to process your application. Optional information may be omitted without affecting your application, unless it later becomes necessary and we explain why.
13. Security
We apply appropriate technical and organisational safeguards designed to protect candidate data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These include role-based access, authentication controls, encryption where appropriate, logging, vendor controls, confidentiality obligations, staff awareness and incident-management procedures. No system is completely secure, but we review safeguards in light of risk and applicable requirements.
14. Cookies and the careers site
The careers site may use cookies and similar technologies that are necessary for operation and, where enabled and permitted, analytics or other optional purposes. Details and available choices are provided through the cookie notice or consent tool displayed on the careers site. Optional cookies will be used only in accordance with applicable consent requirements.
15. Changes to this notice
We may update this notice to reflect changes in law, our recruitment practices or service providers. The current version will be posted on the careers site with its effective date. If a change materially affects how we use data already collected, we will provide additional notice or seek consent where required.