If you subscribe to our mailing list we will need to know your name, email address, company name, telephone number, and job title.

If you receive emails from us, we may use certain analytics tools to capture data. We automatically place single-pixel gifs, also known as web beacons, in every email sent by our users. These are tiny graphic files that contain unique identifiers that enable us and our users to recognize when their subscribers have opened an email or clicked certain links. These technologies record each subscribers email address,

IP address, date, and time associated with each open and click for a campaign. We use this data to create reports for our users about how an email campaign performed and what actions subscribers took.

Please note that if we do ask for your contact details, we will only use this information to notify you about updates to our product, legal documents, offer customer support, or marketing emails. Except for cases where we are required to do so by law (e.g. notifying you of a data breach), you shall have the opportunity to unsubscribe from receiving these messages free of charge.

Alternately you may opt-out by:

(1) Following the instructions to Unsubscribe that we include in each of our promotional email campaigns.

(2) Informing us at dpo@cosylab.com that you no longer wish to receive such communications

We store your data on a secure database on our servers or on cloud-based servers.

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

• We may use the information to improve our products and services.
• We may periodically send promotional emails about service updates, new products, or other information which we think you may find interesting using the email address which you have provided.
• From time to time, we may also use your information to contact you for market research purposes.
• We may contact you by email, phone, fax, mail, or SMS.
• We may use the information to customize the website according to your interests.
• Internal record keeping

We collect and process some or all of the following types of information from you:

1. During the selection phase:

• Personal data allowing identification of the candidate: title, surname, first name, date, and place of birth
• Information provided by the candidate to contact the candidate and to allow the practical organization of admission tests: street, postcode, place, country, telephone number, email address, Skype ID, etc.
• Information provided by the candidate to allow the verification of the eligibility and selection criteria as laid down in the vacancy notice: nationality, education and training (diploma awarded), professional experience (job title, length, company name, company type and web address of company (optional), main tasks and responsibilities), linguistic and job-related skills and competencies.
• Motivation letter of the candidate.
• In case of an admission test: results of written and oral tests.

 2. During the recruitment phase:

• Diplomas, certificates, and complementary training
• Proof from previous employment and references
• Contracts and amendments and job descriptions of previous employments
• Medical aptitude certificate
• Date of Birth
• Place of Birth
• Birth certificate of dependent children
• Permanent Residence or/and Temporary Residence
• Personal Bank Account No. and bank, where the Account is open
• Income Tax No.
• SLO ID number (EMŠO)
• Cell Phone Number
• Skype ID

We rely on legitimate interest as the lawful basis on which we collect and use your personal data. Our legitimate interests are the selection and recruitment of staff for Cosylab’s business.

We use information held about you in the following ways:

• To consider your application in respect of a role for which you have applied.
• To consider your application in respect of other roles.
• To communicate with you in respect of the recruitment process.
• To enhance any information that we receive from you with information obtained from third-party data providers.
• To select and recruit appropriate suitable candidates to fill Cosylab’s job openings.

We are committed to ensuring that your information is secure. In order to prevent unauthorized access or disclosure, we have put in place suitable physical, electronic, and managerial procedures to safeguard and secure the information we collect online.

We store your personal data from the recruitment process in our own systems (Document Management System and HR database). The recipients of your data from the recruitment process will be the Human Resources Department, the members of the selection panel as well as the Head or Director of the Unit which hires.

For other purposes, such as improvement of our products and services, promotional activities, statistical analysis, and similar, we store the data on Document Management System. The data can be accessed only by the persons responsible for each data collection.

Cosylab will only keep your data for the duration deemed necessary to fulfill the purpose for which the data was collected and further processed (i.e. for recruitment and employment process).

When the law requires Cosylab to keep certain information, Cosylab will keep such information for the period set forth by the law.

Personal data that Cosylab processes based on personal consent of the individual will be kept until the consent is withdrawn or until a claim for termination of processing has been made. Cosylab will delete such data before the withdrawal only in case the purpose of processing has been fulfilled (i.e. in case Cosylab finishes the employment process for the position for which the candidate applied).

After the keeping period has ended, the data controller will efficiently delete or anonymize all the personal data so that it can no longer be linked to an individual.

A cookie is a small file which asks consent to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyze web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes, and dislikes by gathering and remembering information about your preferences.

Currently, we operate an ‘implied consent’ policy which means that we assume you are happy with our use of cookies. If you are not happy, you should either not use this site, you should delete our cookies once you have visited the site, or you should browse the site using your browser’s anonymous usage setting (called “Incognito” in Chrome, “InPrivate” for Internet Explorer, “Private Browsing” in Firefox and Safari, etc.)

We also use traffic log cookies to identify which pages are being used. This helps us analyze data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of our website.

[user_consent_state]

If you don’t want to receive cookies, you can modify your browser so that it notifies you when cookies are sent to it, or you can refuse cookies altogether. You can also delete cookies that have already been set.

If you wish to restrict or block web browser cookies which are set on your device then you can do this through your browser settings; the Help function within your browser should tell you how.

Alternatively, you may wish to visit www.aboutcookies.org, which contains comprehensive information on how to do this on a wide variety of desktop browsers.

Session cookies – We use session cookies to remember your credentials for when you log into our Client Area. You can learn more about session cookies and what they are used for at http://www.allaboutcookies.org/cookies/session-cookies-used-for.html

Google Analytics – We use Google Analytics to understand how the Cosylab website is being used in order to improve the user experience. User data is kept anonymous. You can find out more about Google’s position on privacy as regards its analytics service at http://www.google.co.uk/intl/en/analytics/privacyoverview.html

[cookie_audit columns=”cookie,description” heading=”The below list details the cookies used in our website.”]

Our website may contain links to other websites that may be of interest to you. Please note that once you have used these links to leave our website, you should note that we do not have any control over that other website. We cannot be held responsible for the protection and privacy of any information which you provide whilst visiting such websites. You should exercise caution and look at the privacy statement applicable to the website in question.

Under the regulation, in order to ensure fair and transparent processing, you, as an individual, have the following rights:

If you as an individual agreed to the processing of your personal data (for one or more purposes), you have the right to withdraw your consent at all times. Withdrawing your consent does not affect the legality of the data processing made before the withdrawal was made.

You can withdraw your consent by sending us a written form to dpo@cosylab.com

As an individual, you have the right to be notified by Cosylab (the collector of the personal data) of whether any of your personal data is being processed, and in such cases, you have the right to access your personal data and information of:

• Processing purpose
• Data type
• Users or user categories who received or will receive your data, especially users In third countries or international organizations;
• The estimated retention period or, if this is not possible, the criteria used to determine that period;
• The existence of the right of an individual to request from the company a correction or deletion; the existence of the right to object to such processing and the right to lodge a complaint with the supervisory authority;
• The source of the personal data, when the data was not obtained from the individual to whom they relate to;
• The possible existence of automated decision-making, including the creation of profiles that have legal or similar effects in relation to individuals. If the above applies, reasonable information on the reasons for such treatment, as well as the significance and intended consequences for the individual to whom the personal data relates to.

As an individual, you have the right to request from Cosylab to correct inaccurate information, which should be done swiftly, clearly and without undue delay. As an individual, having in mind the purpose of the processing, you have the right to complete incomplete information.

As an individual, you have the right to request from Cosylab to delete personal data relating to you without undue delay. Cosylab must delete the information without undue delay when one of the following reasons exists:

• The company no longer needs the personal data relating to an individual for the purposes for which the data was first collected or otherwise processed;
• An individual has withdrawn the consent for processing for a particular purpose or purposes, and there is no other legal basis for the company to continue processing;
• The company is processing personal data illegally;
• An individual objects the processing in accordance with European Union law or the national law, and there are no other legitimate reasons that prevail;
• A legal obligation to delete exists in European Union law or the national law;
• In other cases set forth by the European Union law or the national law.

As an individual, you have the right to request from Cosylab to delete personal data relating to you without undue delay. Cosylab must delete the information without undue delay when one of the following reasons exists:

• The company no longer needs the personal data relating to an individual for the purposes for which the data was first collected or otherwise processed;
• An individual has withdrawn the consent for processing for a particular purpose or purposes, and there is no other legal basis for the company to continue processing;
• The company is processing personal data illegally;
• An individual objects the processing in accordance with European Union law or the national law, and there are no other legitimate reasons that prevail;
• A legal obligation to delete exists in European Union law or the national law;
• In other cases set forth by the European Union law or the national law.

As an individual, you have the right to demand Cosylab restricts the processing in cases the following applies:

• When the data subject disputes the accuracy of the data, for the period which allows the company to verify the accuracy of the personal data;
• The processing of personal data relating to an individual is illegal, the data subject opposes the deletion of personal data and instead demands a restriction on its use;
• The company no longer requires the personal data for the purposes of the processing, but the data subject requires the data to enforce, implement or defend legal claims;
• The data subject filed an objection concerning the processing in accordance with the European Union law or the national law; for a period of time until the company’s legitimate reasons are verified to prevail over the reasons of the individual to whom the data relates.

As an individual, you have the right to receive personal data relating to you, which you have provided to Cosylab, in a structured, widely used and machine-readable form. You have the right to forward this information to another controller, without Cosylab obstructing you to do so, in cases when:

• Processing is based on consent or contract; and
• Processing is carried out with automated means.

When exercising the right of portability, where it is technically feasible, you have the right for the data to be transferred directly from one controller (Cosylab) to another.

As an individual, you have the right at any time to challenge the processing of personal data necessary for the performance of public-interest or public authority tasks assigned to Cosylab or required for legitimate interests on the grounds relating to your particular situation, which are Cosylab’s or a third party’s effort, including profiling based on those processes. Cosylab ceases processing personal data unless it proves necessary legitimate grounds for processing that prevail over your interests, rights and freedoms, or to enforce, enforce or defend legal claims.

Where personal data are processed for marketing purposes, an individual shall have the right at any time to object to the processing of data relating to him or her for the purposes of such marketing, including the creation of profiles insofar as they relate to such direct marketing; when an individual opposes processing for direct marketing purposes, the data is no longer processed for these purposes.

Where data is processed for scientific or historical research purposes or for statistical purposes, an individual shall have the right to object, for reasons connected with his particular situation, to the processing of data relating thereto, unless processing is necessary for the performance of the task being carried out for reasons of public interest.

Without prejudice to any other (administrative or other) legal remedy, you, as an individual, have the right to file a complaint with the supervisory authority (in Slovenia, this is the Information Commissioner), in particular in the country in which you have your normal place of residence, in which a violation allegedly took place if you believe that the processing of personal data in relation to you violates the rules on the protection of personal data.

Without prejudice to any other (administrative or extra-judicial) remedy, as an individual, you have the right to an effective remedy, against a legally binding decision of the supervisory authority, as well as in cases where the supervisory authority does not deal with your complaint or does not inform you of the status of the case or of the decision on the complaint within three months. Courts of the Member State in which the supervisory authority is established shall be competent for proceedings against the supervisory authority.

An individual may address in writing at dpo@cosylab.com to the controller all requirements relating to the exercise of rights in connection with the personal data processed and stored by Cosylab. The company considers the request insofar as it is understandable and covers everything that is necessary. Above all, it must include the personal name of the individual to whom the personal data relates to, the address, the e-mail address and other information necessary for the search and for the identification of the personal data to which the request relates, or for resolving the request, any information about the proxy or an agent of the individual, a definition of the form in which he/she wishes to receive an answer, and the definition of the required personal data.

For the purposes of reliable identification, the controller may request additional information from an individual and may refuse to act only if the controller proves that the individual cannot be reliably identified.

The controller must respond to the request of the individual without undue delay, and no later than one month after the individual lodged the request.

In the event of a breach of the protection of personal data, Cosylab is obliged to inform the competent supervisory authority thereof, except where it is likely that the rights and freedoms of individuals are not jeopardized by the infringement. If there is a suspicion that a criminal offence was committed, Cosylab is obliged to inform the police and/or the competent prosecution office.

In the event that there is an infringement that can pose a great risk to the rights and freedoms of individuals, Cosylab is obliged to immediately or, where this is not possible without undue delay, informs the data subjects of the breach. The individual should be notified in an understandable and clear language.

If you believe that your rights or regulations on the protection of personal data have been violated, you can appeal to the competent national authority: Information Commissioner of the Republic of Slovenia, Zaloška 59, 1000 Ljubljana, telephone: 01/2309 730, e-mail:
gp.ip@ip-rs