Elara Maison Heritage – Privacy Policy for Candidates | Data Protection & GDPR Compliance

Elara Maison - Candidate Privacy Statement

Statement on the protection of your personal data collected in the recruitment process

This Candidate Privacy Statement (hereinafter the "Privacy Statement") is intended to provide visitors and users (hereinafter "You") of the www.elaramaison.pl website, as well as all Elara Maison websites with domain extensions .com, .pl, .eu (hereinafter collectively the "Website"), with information on how Elara Maison (hereinafter "Elara Maison" or "We/Us") processes your personal data (hereinafter the "Personal Data" or "Data") and about your rights in this regard.

Elara Maison attaches the highest importance to the protection of your Personal Data and takes all necessary measures to ensure its security and compliance with applicable legal regulations.

Elara Maison - Candidate Privacy Statement

Statement on the protection of your personal data collected in the recruitment process

1. Who are we? Who is the Data Controller of your personal data?

During the recruitment process, the Data Controller of your personal data (hereinafter the "Data Controller"), within the meaning of data protection regulations, in particular Article 24 of Regulation (EU) 2016/679 (hereinafter "GDPR"), is Maryna Yatsava Elara Maison Heritage.

Scope of Activity

Elara Maison Heritage specializes in providing high-quality interior design products, including:

  • Furniture,
  • Interior decorations,
  • Lighting,
  • Textiles.

Data Controller

Maryna Yatsava Elara Maison Heritage, headquartered in Kraków, Poland, registered under NIP: 9452305085, REGON: 540730170, is responsible for processing candidates’ personal data.

Elara Maison Heritage focuses on creating unique collections that combine functionality and aesthetics, providing comprehensive solutions for homes and commercial spaces. Our mission is to offer carefully curated products that enhance interiors and give them a distinctive character.

2. What is "personal data"?

Personal data refers to any information or sets of information that can directly (e.g., name, surname, email address, home address, etc.) or indirectly (e.g., through pseudonymized data, such as a unique identification number) identify a user. Personal data may also include unique identifiers such as a computer’s IP address.

3. Why and how do we process personal data?

3.1 How do we collect your personal data?

We collect your personal data in the following ways:

  • Directly from you – when you use our website and services of Elara Maison Heritage (e.g., by filling out forms on the website, contacting our recruitment department, or other company departments).
  • Automatically – when you visit www.elaramaison.com, certain technical data may be collected, such as your IP address, browsing details, device information, etc.

Our goal is to ensure a secure and efficient recruitment process, manage candidate relationships, and improve the functionality of our website and user experience.

3.2 What data do we collect?

We collect various categories of personal data concerning users:

Personal Data collected directly from you

Your personal data is collected when you use our website www.elaramaison.com and our services. This particularly applies when you:

  • Contact us via contact forms,
  • Subscribe to our newsletter or request informational materials,
  • Apply for job positions we offer.

Categories of collected personal data include:

  • Identification and contact details – name, surname, mailing address, contact information enabling identification and communication.
  • Recruitment-related data – name, surname, email address, phone number, professional experience, and any information provided in the recruitment application and/or CV, including a photo, skills, education level, language proficiency, salary expectations, home address, interests, marital status, etc.

The collected data is used solely for managing recruitment processes related to job opportunities at Elara Maison Heritage and is not used for other purposes, including commercial ones.

Personal Data collected automatically

When using the website, we automatically collect certain technical information, including:

  • Technical information – details about the device you use to access the website, including the operating system, browser type, proxy usage, approximate device location derived from the IP address, access time, visited subpages, and the source from which you reached our website.
  • User activity information – we use tracking technologies to monitor how our website is used and improve service quality.

The collected data allows us to analyze user interactions with our website and enhance its functionality, ensuring a better experience for visitors.

3.3 On What Legal Grounds and for What Purpose Do We Process the Collected Data?

In accordance with applicable data protection regulations, we process personal data only when we have a legal basis for doing so. Personal data is collected based on:

i. Pre-contractual measures,
ii. Your consent,
iii. Our legitimate interest,
iv. Our legal obligations.

(i) Pre-Contractual Measures

We process your personal data in connection with pre-contractual measures, particularly in the context of:

  • Processing recruitment applications (CVs and cover letters),
  • Organizing and managing interview processes.

(ii) User Consent

Based on your consent, we process personal data for the following purposes:

  • Informing you about job opportunities that match your profile,
  • Providing updates on the activities of Elara Maison Heritage.

(iii) Legitimate Interest of Elara Maison Heritage

We process your personal data based on our legitimate interest, particularly for the following purposes:

  • Managing your inquiries and requests – we use your data to respond to your questions and provide the requested information,
  • Defending our interests in the event of a dispute or legal proceedings,
  • Ensuring the security of the website www.elaramaison.com,
  • Preventing fraudulent activities and protecting our resources and content.

(iv) Legal Obligations

We may also store your personal data when required by applicable law or to protect our rights in administrative, judicial, or legal proceedings.

3.4 Who Has Access to Your Data?

3.4.1 Accessibility of Data Within Elara Maison Heritage

Your personal data is processed by Elara Maison Heritage exclusively for the purposes specified in this Privacy Policy and is accessible only to authorized employees who require it to perform their duties.

Your personal data may be processed by the following departments of Elara Maison Heritage:

  • Communication and Marketing Department – to manage your inquiries, requests, and send newsletters and informational materials,
  • Human Resources Department – to process recruitment applications and manage the hiring process,
  • IT Security Department – to ensure the security of the www.elaramaison.com website and IT systems,
  • Legal and Fraud Prevention Department – to manage legal matters, claims, and prevent fraud.

3.4.2 Accessibility of Data to Third Parties

Certain third parties may have access to your personal data, specifically:

(i) Our Subcontractors and Service Providers – for technical and logistical purposes, including:

  • Courier and transport service providers,
  • Website hosting and maintenance companies,
  • Service providers responsible for security management and fraud protection,
  • Companies responsible for sending newsletters and email communication,
  • Recruitment agencies supporting us in managing the candidate database and selecting profiles.

(ii) Administrative and Judicial Authorities – when the disclosure of data is required by law, regulatory provisions, or a court order, or when it is necessary to protect our rights and interests.

All third-party entities processing your data act in compliance with applicable data protection laws and under agreements that require them to ensure the security of your data.

3.5 Is Personal Data Transferred Outside the European Economic Area (EEA)?

Your personal data is processed in Poland by Elara Maison Heritage. However, in some cases, we may use external service providers based outside the European Economic Area (EEA) or those that cooperate with data processors located outside the EEA, in countries where data protection regulations may differ from those in the European Union.

When transferring data outside the EEA, we apply appropriate safeguards, such as Standard Contractual Clauses (SCCs) issued by the European Commission or other mechanisms ensuring an adequate level of protection in compliance with applicable data protection laws.

Regarding recruitment-related data, Elara Maison Heritage takes all necessary measures to ensure its security and compliance with legal regulations. Any data transfers are conducted only when necessary and in accordance with data protection regulations.

3.6 How Long Do We Store Your Data?

Your personal data is stored only for the period necessary to fulfill the purpose for which it was collected and is then deleted or anonymized unless applicable legal regulations require a longer retention period.

  • Identification data (e.g., name, surname, mailing address, and contact details) is stored as long as necessary to process your inquiries and requests. After this process is completed, the data is deleted or anonymized unless legal regulations require further retention.
  • Data related to newsletter subscriptions is retained for the duration of your subscription and deleted once you unsubscribe.
  • Application data (e.g., CVs, cover letters, professional experience, qualifications, contact details) is stored for two years from the date of submission or the last contact with the candidate. After this period, we may contact you to request consent for continued retention of your data in our candidate database. Upon your request, your data will be deleted within one month.
  • Technical data related to devices, including IP address, browser type, and operating system, is stored for six months to ensure website security and is then deleted or anonymized.
  • Data related to complaints and disputes is retained for the entire period required to process the claim and for an additional five years after the resolution. In the case of legal proceedings, data is stored until the full execution of a court ruling or settlement agreement.

After the defined retention periods, personal data is permanently deleted or anonymized, unless there is a legal obligation to retain it further.

4. What Are Your Rights Regarding the Processing of Your Data?

4.1 Right of Access, Rectification, and Data Portability

In accordance with applicable regulations, you have the right to access your personal data. You may also request the correction of your personal data if it is inaccurate or outdated. Depending on the purpose of processing, you also have the right to complete any incomplete personal data.

To process your request, we may ask you to provide proof of identity. In some cases, additional information or supporting documents may be required to confirm your rights. We will make every effort to respond to your request as soon as possible.

You also have the right to data portability, which allows you to obtain a copy of the personal data you have provided to us in a structured and commonly used format, enabling its further use. This right can be exercised within the limits provided by applicable laws.

4.2 Right to Erasure of Data and Restriction of Processing

You have the right to request the deletion of your personal data in the following cases:

  • You believe that the processing of your personal data is no longer necessary for the purposes defined in this Privacy Policy,
  • You believe that the processing of your data is unlawful or you contest its accuracy,
  • You have withdrawn your consent for the processing of your personal data.

Alternatively, within the scope provided by applicable laws, you may request a restriction on the processing of your personal data.

However, please note that despite exercising your right to erasure or restriction of data processing, Elara Maison Heritage may be required to retain certain personal data if mandated by legal obligations or if it is necessary to protect our rights and interests.

4.3 Right to Establish Instructions for the Management of Your Data After Your Death

In accordance with applicable laws in certain jurisdictions, you may determine how Elara Maison Heritage should handle your personal data after your death.

4.4 Procedure for Exercising Data Protection Rights

You may exercise your rights regarding data protection or submit questions and complaints about the processing of your data by contacting us through one of the following methods:

  • By email: at gdpr@elaramaison.pl
  • Through the contact form available on our website: www.elaramaison.pl/contact
  • By traditional mail: by sending a letter to:
  • Data Protection Officer
    Elara Maison Heritage
    ul. [Company Address], 30-000 Kraków, Poland
  • You also have the right to file a complaint with the relevant Data Protection Authority. In Poland, this is:

Personal Data Protection Office (UODO)
Stawki 2, 00-193 Warsaw
Phone: +48 22 531 03 00
Website: https://uodo.gov.pl/

A list of supervisory authorities in other European countries is available on the website of the European Data Protection Board:
https://edpb.europa.eu/about-edpb/board/members_en

If your data is processed based on consent (e.g., newsletter subscription), you have the right to withdraw your consent at any time without justification. You can do this by adjusting your subscription settings or clicking the unsubscribe link included in each email we send.

5. How Do We Protect Your Personal Data?

Elara Maison Heritage implements appropriate technical and organizational measures in compliance with European Union and Polish regulations to protect personal data against unauthorized access, loss, alteration, or disclosure.

We cooperate only with service providers who commit to implementing sufficient data protection measures in accordance with applicable laws. Despite these safeguards, we remind users of the risks associated with using the internet and encourage additional precautions when sharing data online.

6. Third-Party Websites

Our website may contain links to third-party websites that we do not control and that are governed by their own privacy and data protection policies. This Privacy Policy does not apply to those websites.

We encourage you to review the privacy policies of each website you visit to understand how they process your personal data. Elara Maison Heritage is not responsible for how third parties process your personal data.