Privacy Policy

Last updated November 27, 2022

Introduction

“VideoApply” is a trademark of SIA Vide Infra (Vide Infra), a Latvia-registered company under the registration number 40003009622 with its principal place of business on Avotu street 9-6, Rīga, LV-1011. VideoApply’s website https://videoapply.io and the services we offer (collectively, the “Service”) process data in accordance with GDPR Article 6(1)(a) permission for candidates-interviewees (individuals) and in accordance with GDPR Article 6(1)(b) agreement for the employers-customers (business users). For elaboration about your data use by our customers, please get in touch with them directly. Please get in touch with us through the details provided by the end of this document (“Privacy Policy”) shall you want to know about how we process your data.

In accordance with the General Data Protection Regulation EU 2016 / 679 (GDPR) you have a right to know about which data we will collect and how we plan to use it. This Privacy Policy lets you know about which data we gather, why we gather it, and the appropriate conditions we consider applicable for the processing of your personal data.

What data do we collect?

Personal data means any information relating to an identified or identifiable natural person, most common data being name, email, telephone number or IP address. We may collect, store and process the following types of personal data relating to you through our website, application, by telephone, email or on live chat:

Personal information provided by you. Information that you provide to us when interviewing which may include Name, Email address, Phone number, and recorded video, audio answers and files uploaded to questions.
Billing Information. When you subscribe to a paid plan version of the Services, our payment processor or bank collects your billing details, including Name, Email address, Organisation name, Phone number, IP address, Language preferences.
Social media login data. We may provide you with the option to register with us using your existing social media account details, like your Facebook, Google, or other social media account. If you choose to register in this way, we will collect the information described in the section called How do we handle your social logins? below.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies. For more information on cookies please see our Cookie Policy.

The information we collect includes:

Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called 'crash dumps'), and hardware settings).
Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.
Location Data. We collect location data such as information about your device's location, which can be either precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the Services. For example, we may use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address). You can opt out of allowing us to collect this information either by refusing access to the information or by disabling your Location setting on your device. However, if you choose to opt out, you may not be able to use certain aspects of the Services.

Personal data VideoApply does not collect

Sensitive information. We do not intentionally collect, store, process or transmit any sensitive personal information, such as social security numbers, genetic data, health information or religious information.
No minor’s data. If you're a child under the age of 18, you may not have an account on VideoApply.

How do we process your information?

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
To request feedback. We may process your information when necessary to request feedback and to contact you about your use of our Services.
To protect our Services. We may process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.
To determine the effectiveness of our marketing and promotional campaigns. We may process your information to better understand how to provide marketing and promotional campaigns that are most relevant to you.
To save or protect an individual's vital interest. We may process your information when necessary to save or protect an individual’s vital interest, such as to prevent harm.

What is our legal basis for processing information?

The General Data Protection Regulation (GDPR) require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:

Consent. We may process your information if you have given us permission (i.e. consent) to use your personal information for a specific purpose. You can withdraw your consent at any time. Click here to learn more.
Performance of a Contract. We may process your personal information when we believe it is necessary to fulfil our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
Legitimate Interests. We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests and those interests do not outweigh your interests and fundamental rights and freedoms. For example, we may process your personal information for some of the purposes described in order to:
- Analyse how our Services are used so we can improve them to engage and retain users
- Support our marketing activities
- Diagnose problems and/or prevent fraudulent activities
- Understand how our users use our products and services so we can improve user experience
Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.

If you have any questions about the lawful basis upon which we collect and use your personal data, please feel free to contact our Data Protection Officer at: privacy@videoapply.io.

When and with whom do we share your personal information?

Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents ('third parties') who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will also not share your personal information with any organisation apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct. The categories of third parties we may share personal information with are as follows:

Payment Processors
Sales & Marketing Tools
Social Networks
User Account Registration & Authentication Services
Cloud Computing Services

However, we would not share any customer contact details with other organisations for marketing purposes unless we have express written consent to do so.
A full list of our partners is available upon request.

Do we use cookies and other tracking technologies?

We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Policy.

Our Services offer you the ability to register and log in using your third-party social media account details (like your Facebook or Google logins). Where you choose to do this, we will receive certain profile information about you from your social media provider. The profile information we receive may vary depending on the social media provider concerned, but will often include your name, email address, friends list, and profile picture, as well as other information you choose to make public on such a social media platform.

We will use the information we receive only for the purposes that are described in this privacy notice or that are otherwise made clear to you on the relevant Services. Please note that we do not control, and are not responsible for, other uses of your personal information by your third-party social media provider. We recommend that you review their privacy notice to understand how they collect, use, and share your personal information, and how you can set your privacy preferences on their sites and apps.

Where data will be stored?

VideoApply production data is processed and stored within Amazon Web Services Europe (Frankfurt) Region which uses state-of-the-art multilayer access, alerting, and auditing measures. All persistent data is encrypted at rest using industry-standard AES-256 algorithms.

Information security

We have appropriate security measures to prevent Personal Information from being accidentally lost, or used or accessed unlawfully. We limit access to your Personal Information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

Retention period

The length of time VideoApply retains Personal Information and other information will vary depending on the nature of the services for which the information has been collected and the nature of the information.

Although the Retention Period may extend beyond the last communication between you and the Platform, it will be retained for only so long as necessary for VideoApply to respond to any issues arising from your relationship with VideoApply.

When VideoApply no longer needs or requires your Personal Information in the normal course of business operations, or where a business customer no longer needs or requires your Personal Information and either consents or requests to the deletion of such content, VideoApply will destroy, delete, erase or convert information to an anonymous form without notice to you, including any backups.

Depending on the package of services provided, VideoApply may delete information including, but not limited to, stored messages, interviews, videos, audio, other content, and records of your account without notice to you.

Should your account be terminated, VideoApply may immediately and permanently delete all stored messages, interviews, videos, audio, other content, and records of your account without notice to you.

The foregoing being said, the employer or staffing company for whom you have provided information may be required to retain information beyond VideoApply’s direct use of such information. Because of this, VideoApply must defer to the specific customer's retention requirements.

Children (Under 18 years of age)

The Service is not directed to children and children are not eligible to use our Service without proof of consent from a parent or guardian. Protecting the privacy of children is very important to us. If we learn that a user is under 18 years of age and has not had consent from a parent or guardian, we will take steps to remove that user’s information from our databases and to prevent the user from utilising the Platform in future.

What are your privacy rights?

In some regions (like the EEA and UK), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; and (iv) if applicable, to data portability. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us by using the contact details provided in the section How to contact us below.

We will consider and act upon any request in accordance with applicable data protection laws.

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. You can find their contact details here: https://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm.

If you are located in Switzerland, the contact details for the data protection authorities are available here: https://www.edoeb.admin.ch/edoeb/en/home.html.

Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section How to contact us below.

However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, or by contacting us using the details provided in the section How to contact us below. You will then be removed from the marketing lists. However, we may still communicate with you — for example, to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can:

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services. To opt out of interest-based advertising by advertisers on our Services visit http://www.aboutads.info/choices/.

If you have questions or comments about your privacy rights, you may email us at privacy@videoapply.io.

Changes to this Privacy Policy

We may from time to time make changes to the VideoApply Privacy Policy. When any change is made this a notice will be issued on this webpage.

How to contact us

If you have questions or comments about this Privacy Policy please contact us at the address below:

VideoApply
SIA Vide Infra
Avotu street 9-6,
Rīga, LV-1011
Latvia
privacy@videoapply.io