Privacy Policy
At Medier Agency ("We", "Our", or "Us"), we prioritize a high level of data protection to safeguard your privacy while you use our website and services.
This privacy policy outlines how we process and protect your personal data, details your rights, and explains how you can exercise them. We are dedicated to ensuring that you feel secure and informed about how we handle your personal data.
In this privacy policy, references to "you" or "your" are directed to you in your capacity as a website visitor, business contact (B2B contact), such as the contact person for a company or organization we engage with, a job applicant, or any other relevant third party who interacts with us.
1. Who We Are?
We are a dynamic marketing firm dedicated to crafting customized, impactful campaigns across digital, social media, public relations, and event management.
Medier Agency, Agias Fylaxeos 38, Nicolas Court, 1st floor, office 101, Katholikis, 3025, Limassol, Cyprus, is the personal data controller for the personal data you provide to us through the use of our services and other contact with us.
You can find our contact details in the "How To Contact Us" section.
2. What Personal Data Do We Process About You?
2.1 Collection and Sources of Personal Data
We collect and process your personal data in various circumstances, such as when you:
- Visit our websites or social media channels.
- Use our products or services.
- Reach out to us, fill in forms, attend meetings or events, or engage with us in business dealings.
- Submit your CV or resume for a job application. For more information about how we process such data, please refer to our candidate privacy notice.
2.2 Types of Personal Data Collected
The personal data we collect may vary based on our interaction, but it generally includes:
- Personal data such as your name, contact details, email address
- Employment data, such as information from your job applications
- Technical and usage data, such as IP addresses, device and browser information, and details about how you interact with our site, may be collected via cookies and similar technologies.
- Correspondence and communication data, including records from communications with us, including emails and social media interactions
2.3 Additional data collection
- We may also collect data from third parties such as background check providers, credit reference agencies, or other publicly available sources.
- We use cookies and similar tracking technologies to gather data about your visits to our websites. You can read about our use of cookies in our cookie policy.
- Third-party services like Google Analytics may be used to monitor and analyze our website traffic.
Our website may contain links to other sites that are not operated by us. We encourage you to review their privacy policies.
3. How We Use Your Personal Data and Our Legal Basis
This section provides detailed information on how we use the personal data we collect from you, alongside the legal bases for each type of processing. We clearly identify the circumstances under which we rely on your consent, contractual necessity, legal obligations, or legitimate interests to process your data. For situations where consent is required by law, we will ensure to obtain your consent beforehand.
It's important to note that we may process your personal data based on more than one legal ground, depending on the specific purpose for which we use your information. If you need further clarification regarding the precise legal basis we are using for processing your personal data, please feel free to contact us.
Consent
Consent
Legitimate interests in managing our business relationships
Legitimate interest in administering our products and services
Consent
Security monitoring and incident management
Necessary for compliance with legal obligations
Legitimate interest to market our products and services, with opt-out options available.
4. Who We Share Your Data With?
4.1 Internal Access Within Medier Agency
In accordance with this Privacy Policy, access to your personal data is restricted to Medier Agency employees who need it to perform their roles.
4.2 External Sharing With Third Parties
We may share your personal data with third parties when necessary for business operations or to provide services. Key external recipients include:
- Service Providers: Including IT system suppliers, hosting, and support services.
- Professional Advisers: Such as lawyers, accountants, and auditors.
- Other Affiliated Companies: For contract fulfillment purposes.
- Public Authorities: When required by law.
5. Where is Your Personal Data Stored?
We will primarily store and access your personal data within the countries we operate in the European Economic Area (EEA). However, we may also transfer to and process your personal data in countries outside the EEA, where necessary (e.g., to an affiliate, a business partner, or service providers located in such country). We will take all reasonable measures necessary to ensure that your personal data is handled securely and in accordance with applicable data protection laws. We will ensure that all personal data transfers outside the EEA are conducted in accordance with Chapter 5 of the GDPR. For instance, in the absence of an adequacy decision from the EU Commission, we will enter into standard contractual clauses to safeguard your personal data during such transfers.
6. How We Keep Your Personal Data Secure
Ensuring the security of your personal data is a priority at our agency, and we want you to feel confident and secure when sharing your information with us. We implement comprehensive organizational, physical, and technical security measures to protect your personal data. These include robust protocols, controls, policies, procedures, and guidelines designed to safeguard the data we collect. We continuously evaluate and adjust these security practices in response to the risks associated with the specific types of personal data we process and the methods we use for processing.
7. How Long Do We Keep Your Personal Data?
We retain your personal data only as long as necessary to fulfill the purposes outlined in this Privacy Policy. This includes retaining data to comply with our legal obligations (such as those requiring us to keep certain information for tax or audit purposes), resolving disputes, and enforcing our agreements and policies. We regularly review and delete personal data that is no longer required for these purposes.
Technical data and usage data collected for internal analysis are typically kept for a shorter duration unless we need to retain it longer for security enhancements, functionality improvements of our website, services, or systems, or if legal requirements dictate a longer retention period.
8. What Are Your Rights?
Under certain conditions and legal exceptions, you are entitled to various data protection rights, which are designed to give you control over your personal data:
- Right to Access: You can request information about the personal data we hold on you and obtain a copy if such data exists.
- Right to Rectification: If your personal data is inaccurate or incomplete, you have the right to correct it.
- Right to Erasure: You may ask us to delete your personal data when it is no longer necessary for the purposes for which it was collected.
- Right to Object: You have the right to object to the processing of your personal data, particularly if we process it based on our legitimate interests. We will cease processing unless there are compelling legitimate grounds for the processing that override your interests, rights, and freedoms or for the establishment, exercise, or defense of legal claims.
- Right to Restriction: You may request that we restrict the processing of your personal data under certain circumstances. This means that your data would remain stored but not actively processed.
- Right to Data Portability: You are entitled to receive a copy of your personal data in a structured, commonly used, and machine-readable format, applicable primarily to data you have provided to us based on consent or contract.
- Right to Withdraw Consent: If we process your personal data based on your consent, you can withdraw that consent at any time, which may affect our ability to provide certain services or content.
- Right to Object to Direct Marketing: You can object to our direct marketing activities, including profiling for marketing purposes. You can opt out of our direct marketing communications by following the unsubscribe instructions in any marketing email.
- Right to Request Human Intervention: For decisions made solely by automated processing that significantly affect you, you have the right to request human intervention, express your views, and contest the decision.
- Right to Complaint: If you believe our processing activities are infringing your data protection rights, you have the right to lodge a complaint with the Cyprus Data Protection Authority (DPA) or your local supervisory authority within the EEA.
Exercising Your Rights: You can exercise any of these rights by emailing our DPO at dpo@medieragency.com. We may request proof of identity to process your requests.
9. Updates to Our Privacy Policy
We may periodically revise our Privacy Policy. We will inform you when we make significant updates by posting the updated Privacy Policy on this page. If we are in a business relationship with you, we will notify you of any significant changes.
Please regularly review this Privacy Policy to stay informed about how we protect the personal data we collect. Please note that changes become effective once published on this page.
10. How To Contact Us
If you have any questions about how we process your personal data or about this Privacy Policy, please do not hesitate to contact us.
If you have inquiries, requests, or complaints about your data, please email our Data Protection Officer directly at dpo@medieragency.com. We are here to assist you and address any concerns you may have.
V1.2
Effective date: February 2025
Candidate Privacy Notice
Table of Content
- Introduction
- What Does This Notice Cover
- Personal Data We Process
- How We Use Your Personal Data
- Where We Receive Your Personal From
- Our Lawful Grounds For The Processing of Your Personal Data
- Who May Have Access to Your Personal Data
- How Long We Keep Your Personal Data
- How We Protect Your Personal Data
- International Transfer of Your Personal Data
- Your Rights
- Contact Us
- Updates to This Notice
Introduction
This policy explains:
- What personal data we collect during our application and recruitment process and why we collect it; and
- How we use that personal data.
What Does This Notice Cover?
This Notice applies to the processing of your personal data by Medier Agency (“We, Us”, “Our”) in the context of a job application to the Company.
This Notice also applies to:
- The processing of your personal data in connection to our communication with you;
- The processing of any of your queries;
- The assessment of your job applications recruitment and candidacy;
- The process of onboarding you as a Company employee;
- The Company's compliance with legal requirements we are subject to as an employer;
- Any other relationship with you that is not covered by a separate privacy Notice.
Personal Data We Process
We may process several categories of personal data needed for activities related to the application and recruitment process. These categories include, but are not limited to:
- Contact details such as name and surname, phone number, email address, and other contact information.
- Information included in your CV and/or cover letter: such as employment history, academic background, skills and experience, languages spoken and written, recommendations and referees, and any other information you provide to us in support of an application and/or application and the recruitment process.
- Details of the type of employment you are or may be looking for, current/desired salary and any other terms relating to compensation and benefits packages, right to work in the country where the role you applied to is based and immigration status, willingness to relocate, and/or other job preferences.
- Information related to assessing your suitability such as information given in interviews, test results undertaken during the recruitment process.
- National Identifiers such as ID card or passport copy.
- Criminal record checks if required by the law.
- Health or medical information and information about citizenship and/or nationality.
- General communications.
- Information from publicly available sources, including online, that we believe is relevant to your application or a potential future application (e.g. your LinkedIn profile).
- Technical data on how you interact with our recruitment tools and services including IP address and cookies.
How We Use Your Personal Data
- Assessing your skills, qualifications, and interests against our career opportunities.
- Verifying your information and carrying out reference checks and/or conducting background checks where applicable.
- Communications with you about the recruitment process and/or your application(s), including informing you of other relevant opportunities in our company.
- Assisting you with obtaining an immigration visa or work permit where applicable.
- Complying with applicable laws, regulations, legal processes, or enforceable government requests.
- Manage the performance of our recruitment process.
Where We Receive Your Personal Data From
- Directly from you: We may receive your personal data directly from you when applying for a position with us.
- From a third party: We may also collect your information from recruitment agencies, employee referral programs, educational institutions, professional networking sites such as LinkedIn and Indeed, and other public channels.
- Automatically collected data: We may automatically collect some data such as your IP address and cookie information when you visit our applicant website or tools.
Our Lawful Grounds For The Processing Your Data
We only process personal data when we have defined a relevant purpose and a legal ground for the processing. Our lawful grounds are the following:
1. Consent
Information included in your CV and/or cover letter
General communicationsInformation related to assessing your suitability for the role
2. Legitimate interest
Information provided by your referrer
3. Processing is necessary to take steps prior to entering into a contract
Identification documents
Compensation and payment or benefit-related information
National Identifiers and other information required for the relocation process
4. Processing is necessary for compliance with a legal obligation
Who May Have Access To Your Personal Data
Personal data may be shared with, or accessed by, the following categories of recipients, though this list is not exhaustive:
- Affiliates and business partners: Your personal data may be shared with our affiliates and business partners, in relation to the purposes described above.
- Service Providers: We may also use service providers acting on our behalf to perform some of the services described above including but not limited to the purposes of verification/background checks. Some service providers also provide us with services to store and manage applications, schedule interviews, and perform technical assessments of applications. Some of our service providers include BambooHR, GreenHouse ATS, Hogan Assessment, Video interview tools, and HackerRank.
- Regulatory Authorities: We may also disclose your personal data to regulatory authorities, public agencies, law enforcement, and so on for the purpose of complying with applicable laws and regulations, or in response to legal process.
- Internally: Across different teams taking part in your recruitment process. If you have been referred to us by an employee, with your consent, we may inform that employee about the progress of your application and let them know the outcome of the process.
- Recruitment agencies: We may inform them about the status of your application if your profile was originally provided by them.
- Corporate Transactions: Your personal data may be disclosed or transferred to relevant third parties in the event of, or as part of the due diligence for, any proposed or actual reorganization, sale, merger, consolidation, joint venture, assignment, transfer, or other disposition of all or part of our business, assets, or stock (including in connection to bankruptcy or similar proceeding). If a corporate transaction occurs, we will provide notification of any changes to the control of your information, as well as choices you may have.
How Long We Keep Your Personal Data
Your personal data shall not be kept for longer than is necessary for the recruitment process as follows:
- If you are not selected for the position, we will store your personal data for 1 year. This allows us to consider you for future opportunities that may align with your qualifications.
- If we conclude an employment agreement with you, then we will store the personal data collected during the recruitment process for at least the duration of the employment relationship.
How We Protect Your Personal Data
We protect your personal data using industry-standard security measures, storing it primarily within the EU on encrypted drives or in certified data centers. However, data may be transferred to service providers outside the EEA, with safeguards in place to ensure compliance with EU regulations. Our storage environments meet the ISO/IEC 27001 security standard, and we use secure protocols for data transmission. Access to your data is limited to authorized personnel bound by confidentiality. We retain your data only as long as necessary, considering the purpose and legal requirements. We also have procedures for handling data breaches and will notify you if legally required.
International Transfer Of Your Personal Data
Since we operate globally, it may be required to transfer your personal data to service providers, authorities, and affiliates in jurisdictions that are outside of the European Economic Area. The data protection and other laws of these countries may not be as comprehensive as those of the European Union. In these instances and where applicable, we take ongoing measures to ensure that such service providers and affiliates have implemented appropriate safeguards to protect the security of personal data. This includes standard contractual clauses that have been approved by the European Commission or in conducting the transfer subject to an EU Commission adequacy decision. Your personal data will never be shared with third parties for their own marketing purposes (unless you give your explicit consent).
Your Rights
- Right of access: You can inquire if your personal data is being processed, its purpose, categories, recipients (especially in third countries), retention period, and your rights to rectification, erasure, and restriction.
- Right to rectification: You can request correction of inaccurate or incomplete data about you.
- Right to erasure: In certain situations, such as withdrawing consent, you can request the deletion of your personal data.
- Right to restriction of processing: You can ask to limit the processing of your data under specific circumstances, restricting its use to legal claims or rights.
- Right to object: You can object to the processing of your data if it is based on legitimate interests, including profiling unless there are compelling legitimate grounds.
- Right to data portability: If data processing is based on consent or a contract and is automated, you can receive your data in a machine-readable format and request its transfer to another controller if feasible.
- Right to complain: You have the right to complain to a supervisory authority in the country you reside or work in. You can find a list of all supervisory authorities in the EU here.
Contact us
If you wish to exercise your rights or you have any questions regarding this policy, please contact our Data Protection Officer through email: dpo@medieragency.com.
Updates to this notice
To keep up with changing legislation, best practices, and how we process your personal data, we may update this privacy notice from time to time, without notice. If we make any substantial changes while you are involved in a recruitment process, we will notify you.
V1.0
Effective date: February 2025
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