Candidate Privacy Notice

MentorMate Inc. (USA), Inc., headquartered in the U.S., and its group companies, (“MentorMate”, “we”, “us”, “our” or the “Company”) provides this Candidate Privacy Notice (the “Notice”) as part of its continuous effort to comply with the EU General Data Protection Regulation (“GDPR”) and commitment to protecting the privacy of individuals. 

It is important for you to understand how we collect, process, and store your personal data in relation to your candidacy for employment. This Notice provides additional details on MentorMate’s privacy practices associated with the submission, processing, and disclosure of your personal information received during recruitment and application processes whether online or off-line by job applicants (“candidates“) and/or internship opportunities as well as how we use and share that information.

Collection, use, and sharing of your personal information

MentorMate will be the controller of your data for the purposes of your application, administration, resource management, etc. We can also use local hiring entities (agencies). We will process candidate’s personal information for recruitment purposes.

Information we collect:

When applying for a job with us, you need to provide us with some particular information about you so that we can assess whether you meet the requirements for the position and whether you are the most suitable candidate for it. Information submitted to MentorMate (online or offline) for review should only include information relevant to job qualifications and employment history including e.g., names, address, e-mail, phone number, prior employment, relevant positions and dates, significant accomplishments, education, degrees or certifications obtained, dates and issuing institutions and other relevant awards or achievements. Usually, such information is provided via a CV or a resume of yours. Further, we may ask you for additional information during the different phases of the recruitment process, such as interviews, completion of tests, etc.

During the hiring process, we may obtain information about you from publicly available sources or from third parties including references, background check suppliers, and the like, to the extent allowable by law. We take steps to confirm that the information we receive from these third parties has been collected with your consent or that these parties are otherwise legally permitted to disclose your personal information to us. We expressly emphasize that such background checks are not carried out by MentorMate Bulgaria ltd. unless (accidentally) they are imposed in strictly limited and legally permitted cases.

During the application process, we collect and process personal information in connection with your application, including educational, work, and employment history, contact details, job qualifications, references, and previous jobs. You also may choose to provide us with additional information in your CV, employment, and work references, and related information; 

We do not request sensitive personal information in connection with recruiting. However, sensitive information might be voluntarily shared by you in your CV, even if it is not required or requested by us. Sensitive personal information includes, for example, government-issued personal identification number, information relating to a person’s race or ethnic origin, or any other information deemed sensitive under applicable data protection laws. Where permitted by law and to the extent applicable, we may carry out background and/or criminal checks to determine your suitability for an open position at MentorMate.

Sources of personal information:

  • MentorMate will collect information mostly from you. We will ask you to provide personal information about yourself at your discretion via a CV or a resume to process you application. However, some information may be explicitly required by us to complete an evaluation of your application.
  • Additionally, we may collect certain information from you during your visit to our web-sites. Please see our Privacy Policy with this respect. 
  • Further, you may choose to provide us with access to certain publicly available personal information stored by third parties (such as LinkedIn).
  • We may also collect information from third parties who are lawfully entitled to share your information with us, as explicitly explained hereabove.  For the use of such information, when it is not from public sources and requires your prior consent, we will not process such information or contact such third parties before we have your express written consent.

Use of information:

We use your personal information to process and evaluate your application, assess your skills, qualifications and suitability for hiring, carry out verification checks, to make hiring decisions, to prepare a job offer and benefits packages, and to maintain accurate and up-to-date recruiting records. Additionally, we can use the information to communicate with you about e.g., job and scholarship opportunities, to manage and improve our recruiting and hiring processes, to conduct reference and background checks to the permitted extend.

We may need part of the information to keep records related to our hiring processes, subject to your consent, as described hereunder.

Finally, your data may be used to comply with MentorMate legal, regulatory and corporate governance requirements.

We will share your personal information internally and, where necessary, with service providers, agents and other third parties (such as local hiring entities and recruiters, consultants, analytics providers, attorneys and background checking services in connection with recruiting, where and to the extend it is legally permissible). We may share your information with our subsidiaries and such information will only be shared in connection with your recruitment and employment. 

In specific narrow cases and only if necessary to resolve any issues or disputes it is possible your personal information to be provided to our advisors (such as lawyers, outsourced HR consultants etc.).

If we are in the process transforming or restructuring of our business, we may also provide your personal information to a narrow circle of stakeholders in this regard, if strictly necessary.

We might be obliged to provide your personal information to competent public authorities or other persons when required by law.

Legal basis and data protection rights

The processing of the personal information provided by you and further verified by us is based on our legitimate interest in selecting the most successful and reliable candidate for the position, in accordance with the exceptional specifics of our activity.

If we choose you for the vacant position, we will conclude a contract with you. Some of the provided by you information may serve us precisely for the purposes of the conclusion of the labour/civil contract.

In rare cases, if for a vacant position, we need more specific information (proportional to the job description), such as health-related information, information collected from your former employers and other information for we which we do not have other ground for processing, this will be possible only if we receive your explicit consent to collect it. If you do not agree, such data will not be processed and will not be relevant to your application.

You will not be subject to profiling and/or decisions that will have a significant impact on you based solely on automated decision-making.

You have rights to correct, update, request access to, portability, or deletion of your personal information, appeal, and lodge a complaint to your local data protection authority. These rights are not absolute and are subject to conditions or limitations as specified in applicable laws. Where consent to the use of personal information has been obtained, it can be withdrawn by you at any time with future effect; however, withdrawing consent will not affect either the lawfulness of any processing we conducted prior to the withdrawal or the processing of personal information under other legal bases. If you would like to exercise any of the above rights, please complete the contact form on our website . We will process your request in accordance with applicable privacy and data protection laws. To protect your privacy and security, we may take steps to verify your identity before complying with the request.

By submitting information through our site, you may additionally click on and consent to receive information from our talent acquisition team. Please note that by clicking “unsubscribe” in any email communications we send you, or by submitting a request using our on our contact form on the website you can easily opt out of this additional information we may send you. 

Security and confidentiality

We maintain (and require our service providers to maintain) appropriate organizational and technical measures designed to protect the security and confidentiality of any personal information we process. These measures include physical access controls, encryption, Internet firewalls, intrusion detection and network monitoring depending on the nature of the information and the scope of processing. Our staff who may have access to personal information are required to keep that information confidential. 

International transfers

Personal information may be transferred, stored and processed by us and our service providers, partners and affiliates in countries other than where your personal information was collected and other than where you reside, including the United States and other countries whose data protection laws may be different than the laws of your country but only to countries that provide an adequate level of personal data protection (similar to the one in the EU and EEA). When we transfer information to the USA the transfer is subject to appropriate additional safeguards which to ensure adequate Data protection in the USA (eg, concluded contract/s with approved standard contractual clauses). We protect your personal information in accordance with this Notice wherever it is processed and will take appropriate steps to protect your personal information in accordance with this Notice and applicable laws.

Retention and deletion 

We will retain personal information as long as is needed to fulfill the purposes outlined in this Notice, unless a longer retention period is required or permitted by law (such as tax, legal, accounting or other purposes). We may also retain your information in accordance with applicable law to consider you for other job opportunities, if you provide us with an explicit consent, unless you have told us that you do not wish us so. To the extent permitted or required by law, we may delete data at any time.

When we have no ongoing legitimate business need to process your personal information, we will delete it or anonymize it, or, if this is not possible (for example, because your personal information has been stored in backup archives or for technical reasons), then we will securely store your personal information and implement appropriate measures to prevent any further processing until deletion is possible.

With respect to MentorMate please note that the information used for our recruitment process shall be stored by us for a period of 6 months after the last action at the end of the recruitment procedure.

Subject to your explicit consent, we may further retain your personal data collected during the recruitment process in our talent data base for a period of 3 years for the purposes of providing you with information about new job openings at MentorMate that we consider suitable for your qualifications.

After the said periods we will erase and destroy all information in accordance with the law unless you have expressed your explicit consent that we may keep it for a longer period of time. You can always withdraw your consent and we will immediately delete your information. 

In case you are appointed all the information that will not be used for the conclusion of a labour/civil contract with you will be deleted.

Contact us

Please feel free to contact. If you are a citizen of the EU (European Union) you could e-mail the contact person in MentorMate for the processing of your personal data: Eleonora Georgieva, e-mail for contact: [email protected] if you have any questions or concerns.

For requests pursuant to GDPR, please fill in the request at MentorMate will review your requests promptly and revert to how your request will be handled.