Who we are?

Ad Capita Recursos Humanos Lda. trading as Ad Capita, Praça de Alvalade, 6 – 3rd Floor Suite 6, Lisbon, 1700-036, Portugal, capita@adcapita.com, +351 217998110. We provide recruitment services to clients looking to recruit personnel for their business. Ad Capita is responsible for the processing of your personal data and other information related to you and controls how it is used, in accordance with this policy.

What does this Policy cover?

We at Ad Capita take your personal data seriously. This policy:

• sets out the types of personal data that we collect about you
• explains how and why we collect and use your personal data
• explains how long we keep your personal data for
• explains when, why and with who we will share your personal data;
• sets out the legal basis we have for using your personal data;
• explains the effect of refusing to provide the personal data requested;
• explains the different rights and choices you have when it comes to your personal data; and
• explains how we may contact you and how you can contact us.

What personal data we collect and why we collect it

We collect the information necessary to be able to find available opportunities and further information needed to assess your eligibility through the different stages of recruitment. This information includes your name, address, contact details, date of birth, CV’s, identification documents, educational records, work history, employment and references. We will also keep a record of our email or phone call correspondence with you. If we are successful in placing you with one of our clients, we may request details such as your bank details and identification documents.

We may also collect sensitive personal data about you, in the form of racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation. We only collect sensitive personal data from you, and further process this data, where you have given explicit consent.

Where do we collect personal data about you from?

The following are the different sources we may collect personal data about you from:

• Directly from you. This is information you provide while searching for a new opportunity and / or during the different recruitment stages.
• From an agent/third party acting on your behalf. e.g. Contractors Limited Company.
• Through publicly available sources. We use the following public sources:
  • LinkedIn
  • Xing
• By Reference or word of mouth. For example, you may be recommended by a friend, a former employer, a former colleague or even a present employer.

How do we use your personal data?

We use your personal data to match your skills, experience and education with a potential employer. We will initially collect basic information on you such as contact details, job role and experience and then pass this on to the client in search of personnel. If you are chosen by the client and go through to the next stage we will then be collecting more information from you at the interview (or equivalent) stage and onwards in that manner.

How long do we keep your personal data for?

We keep your information in accordance as follows:

• Candidate data: 2 years following the last contact.
• Placed Candidate data: 6 years following the last contact.
• Contractor: 2 years following the last contact.
• Contracted Contractor: 6 years following the last contact.
• Client data: 2 years following the last contact or after termination of service agreement

Who do we share your personal data with?

We share your personal data with the client who has a position to fill, in order to determine with the client whether you are a good fit for the available position. The majority of our clients are medium to large size companies operating in Portugal across a diversity of industries, in particular Financial Services & Banking, Life Sciences & Healthcare, Energy, Natural Resources & Infrastructures, Consumer & Retail, Agribusiness, Technology & Digital, Education, Not for Profit & Government, Professional Services, Industrial and Manufacturing.

We may also share your personal data with the following Data Processors: 

LOBA based in Portugal, who provide IT support services.
Numeros Certos Chartered Accountants based in Portugal, who provide accounting services to us.
NotActivelyLooking Limited based in the UK, who host our Customer Relationship Management system.
Stichting INAC based in The Netherlands, who provide to us administrative assistant and research services.

What legal basis do we have for using your information?

For prospective candidates, candidates, contractors, referees and clients, our processing is necessary for our legitimate interests in that we need the information in order to be able to assess suitability for potential roles, to find potential candidates and to contact clients and referees. We carry out a ‘balancing test’ to ensure that our processing is necessary and that your fundamental rights of privacy are not outweighed by our legitimate interests, before we go ahead with such processing. We keep a record of these balancing tests. You have a right to and can find out more about the information in these balancing tests by contacting us using the details below. 

If you are submitted to a client as a candidate or contractor, then this may involve the processing of more detailed personal data including sensitive data such as health information that you or others provide about you. In that case we always ask for your consent before undertaking such processing.

For clients, we may also rely on our processing being necessary to perform a contract for you, for example in contacting you.

What happens if you do not provide us with the information we request or ask that we stop processing your information?

If you do not provide the personal data necessary, or withdraw your consent for the processing of your personal data, we may not be able to match you with available job opportunities.

Do we make automated decisions concerning you?

No, we do not carry out automated profiling.

Do we use Cookies to collect personal data on you?

No, we do not use cookies to collect personal data on you.

Do we transfer your data outside the European Union?

To better match your employee profile with current opportunities and to help us present your CV to our clients we may transfer your personal data to clients and business partners in countries outside the EU. These countries privacy laws may be different from those in your home country. Where we transfer data to a country which has not been deemed to provide adequate data protection standards we always have security measures and approved model clauses in place to protect your personal data. 

To find out more about how we safeguard your information in relation to transfers contact us on capita@adcapita.com.

What rights do you have in relation to the data we hold on you?

By law, you have a number of rights when it comes to your personal data. Further information and advice about your rights can be obtained from the data protection regulator in your country.

Rights and their meaning

1. The right to be informed – You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Policy.
2. The right of access – You have the right to obtain access to your information (if we’re processing it), and certain other information (similar to that provided in this Privacy Policy).
3. The right to rectification – You are entitled to have your information corrected if it’s inaccurate or incomplete.
4. The right to erasure – This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
5. The right to restrict processing – You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
6. The right to data portability – You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
7. The right to object to processing – You have the right to object to certain types of processing, including processing for direct marketing (i.e. if you no longer want to be contacted with potential opportunities).
8. The right to lodge a complaint – You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.
9. The right to withdraw consent – If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.

We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:

• baseless or excessive / repeated requests, or
• further copies of the same information.

Alternatively, we may be entitled to refuse to act on the request.

Please consider your request responsibly before submitting it. Generally, we’ll respond within one month from when we receive your request but, if the request is going to take longer to deal with, we’ll come back to you and let you know.

How will we contact you?

We may contact you by phone, email or social media. If you prefer a particular contact means over another please just let us know.

How can you contact us?

If you are unhappy with how we’ve handled your information, or have further questions on the processing of your personal data, contact us here: Praça de Alvalade, 6 3rd Floor | Suite 6 | 1700-036, Lisbon, Portugal or capita@adcapita.com.