Candidate Privacy Policy

At Tekai, we value the privacy and personal data of our candidates and potential hires. This Candidate Privacy Policy (“Policy”) describes how we collect, use, store, and share your personal data during our recruitment and screening processes in accordance with the EU General Data Protection Regulation (GDPR).

1. Data Controller

Tekai is the “Data Controller” for the personal data processed during the recruitment lifecycle. If you have any questions regarding this Policy or your data rights, please contact us at:

Email: [email protected]

2. Information We Collect

We process information necessary to evaluate your candidacy for a role at Tekai, including:

  • Identification & Contact Data: Name, email address, phone number, and professional links (e.g., LinkedIn).
  • Professional History: Your CV/Resume, cover letter, work experience, education, and professional certifications.
  • Evaluation Data: Technical assessment results, interview scores, and internal hiring manager feedback/notes.
  • Verification Data: Professional references and, where legally required or permitted, right-to-work documentation.

We process your data based on the following legal grounds under the GDPR:

  • Pre-contractual Necessity: To take steps at your request prior to potentially entering into an employment contract.
  • Legitimate Interest: To ensure an efficient, fair, and documented recruitment process and to defend against potential legal claims.
  • Consent: To retain your profile in our Talent Pool for future opportunities beyond the specific role for which you initially applied.

4. International Data Transfers (Vietnam Operations)

To facilitate global recruitment and screening, authorized personnel in our Vietnam support office may access and process candidate data.

  • Safeguards: Because Vietnam is not currently subject to an EU Adequacy Decision, Tekai has implemented Standard Contractual Clauses (SCCs) with our Vietnam operations to ensure data receives an equivalent level of protection.
  • Security: We maintain strict technical and organizational measures, including encrypted access and restricted permissions, to ensure your data is never stored on unmanaged local devices.

5. Data Retention Period

We adhere to the principle of “Storage Limitation” to ensure data is not kept longer than necessary:

  • Unsuccessful Applications: We retain your data for 6 months following the final hiring decision to satisfy legal record-keeping and defense obligations.
  • Talent Pool: With your explicit consent, we will retain your data for 24 months to contact you about future roles. You may withdraw this consent at any time.
  • Successful Hires: Your data will be transferred to your employee personnel file and governed by our internal Employee Privacy Policy.

6. Your Rights

Under the GDPR, you have the following rights regarding your personal data:

  • Right of Access: You may request a copy of all data we hold about you, including interview evaluations.
  • Right to Rectification: You may ask us to correct inaccurate or incomplete information.
  • Right to Erasure: You may request the deletion of your personal data (subject to our 6-month legal retention requirements).
  • Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time by emailing [email protected].