Bloom & Wild Recruitment Privacy Notice

1. Introduction

1.1. This Privacy Notice applies to Bloom and Wild Limited and all its affiliated companies, including but not limited to Bloomon Nederland BV, Bloomon SSC BV, Bloomon SSC 2 BV, Bloom and Wild GmbH, Very Bloom SAS, Very Bloom BV, Very Bloom GmbH, Bloomon Deutschland GmbH (Hereinafter: ‘’Bloom & Wild’’) and describes how and for which purposes Bloom & Wild processes personal data you provide on our jobs website https://jobs.lever.co/bloomon (“Site”) and/or through other means during your application process.

2. When does this Privacy Notice apply?

2.1. This Privacy Notice is applicable to the processing by Bloom & Wild of all personal data related to individuals who apply for a job at Bloom & Wild (job applicants).

3. Who is responsible for your personal data?

3.1. Bloom & Wild is the data controller for the processing of your personal data.

4. Which of your personal data do we process?

4.1. We highly appreciate your interest in working for Bloom & Wild. When you apply for a job at Bloom & Wild, Bloom & Wild processes your personal data. We store your data in a secure Applicant Tracking System (Lever) and we will use your personal data for recruitment purposes only. We do not pass on your information to third parties for commercial purposes. Only third parties such as recruitment agencies who help us find new colleagues sometimes need access to (parts) of your personal data. We ensure that these third parties handle your information with care and that they comply with the rules and regulations.

4.2. Bloom & Wild will collect and process the following categories of personal data from you as a job applicant (Some data may vary depending on the precise role you are applying for):

a) Contact information: Your first name, last name, city, state, country, email and phone number

b) Applicant information: your resume and or cover letter, links to LinkedIn, GitHub and or Portfolio; language skills, previous and/or relevant work experience or other experience, education, or other information you provide to us in support of an application and/or the recruitment process.

c) Interview information: information collected during face-to-face interviews, video-calls and/or phone-screenings you may have.

d) Recruitment events: Information on recruitment events you attended such as event registration information. Details of how you heard about the position you are applying for.

e) Employment information: Details of the type of employment you are or may be looking for, your notice period in relation to your current employment, current and/or desired salary and other terms relating to compensation and benefits packages, willingness to relocate or travel, and/or other job preferences.

f) Sensitive / demographic information: This obtained in accordance with applicable law during the application or recruitment process. The personal data collected includes gender, information about your citizenship and/or nationality and/or right to work or reside in a specific country.

g) Reference information: Information and/or information received from Bloom & Wild employees, background checks (where applicable), including information provided by third parties (e.g. recruitment agencies) and Information relating to any previous applications you may have made to Bloom & Wild and/or any previous employment history with Bloom & Wild.

h) Travel information (includes travel and housing preferences): this is only processed if traveling is part of the recruitment process.

i) Payment details: this is only processed if necessary. Includes bank account number necessary for reimbursements of permitted expenses as part of the recruitment process.

j) Work permit details:this is only processed if required.

Only applicable for applications of the Bloom & Wild in the UK:

k) Special categories of personal data: we process pseudonymised data related to your race, ethnicity, religion, sexual orientation and health (disability). These personal data are processed as an optional part of your application data.

5. For which purposes do we process your personal data?

5.1. We process your personal data for the following purposes:

a) Assessing your skills, qualifications, interests, and suitability against our career opportunities.

b) Communications with you about the recruitment process and/or your application(s).

c) Reimbursement of costs made by you for which you are eligible to receive reimbursement.

d) To register you for Bloom & Wild recruitment events.

e) Assisting you with obtaining an immigration visa or work permit where required.

f) As permitted by applicable law, verifying your information and carrying out reference checks and/or conducting) Background checks (where applicable) if you are offered a job.

h) Making improvements to Bloom & Wild’s application and/or recruitment process; and/or

i) Complying with applicable laws, regulations, and legal processes.

j) Creating a diverse and inclusive work environment.

6. What legal base do we use to process your personal data?

6.1. In view of purpose (a) to (e), Bloom & Wild relies on the legal basis that the processing of your personal data is necessary in the context of the intention to enter into a contract with you. If you do not provide the requested information, Bloom & Wild cannot properly assess your application or enter into a contract with you.

6.2. In view of purposes (f) to (i)Bloom & Wild relies on its legitimate business interest to assess you during the recruitment procedure, to provide its recruitment services to you and to improve its recruitment process. When using personal data to serve its legitimate interest, Bloom & Wild will always balance your rights and interests in the protection of your information against Bloom & Wild’s rights and interests. For purpose Bloom & Wild relies also where applicable on compliance with legal obligations. Where needed under applicable law, Bloom & Wild will obtain your consent prior to processing your personal data.

6.3. If you wish to object to the processing set out under (e) to (g) and no opt-out mechanism is available to you directly (for example in the email we sent you), to the extent applicable, please contact dpo@bloomandwild.com.

6.4 In addition, on a voluntary basis, we ask UK based applicants to provide us with demographic information such as age, ethnicity, gender identity, preferred pronouns, sexuality, religion and disability with consent as a legal basis. This information will only be used to help us to evaluate and improve our recruitment, diversity and inclusion efforts. This information will be processed completely separate from your personal data and the application process and whether you choose to answer will not affect your job application. Any submitted information will be kept secure and confidential. Consent to the processing of such data can be withdrawn at any time by contacting Bloom&Wild at dpo@bloomandwild.com.

7. Why do we process personal data for an assessment?

7.1. Depending on the vacancy, you may be requested to perform an online assessment to establish whether you meet certain job requirements (e.g. language tests, availability to work at given times, job preview and competency test). Your assessment results shall be automatically transferred to Bloom & Wild and will be part of your application file. Your assessment results may be used to provide specific training and/or coaching during your employment with Bloom & Wild and your assessment results may be shared with managers and/or coaches for this purpose.

8. Why do we process personal data for a screening?

8.1. If your application is successful, your personal data may be used for a pre-employment screening check by a third party as permitted by applicable law. Depending on the vacancy and applicable law, a pre-employment screening may include verification of skill proficiency, and other information that may be necessary for determining your qualifications and suitability for the open position at Bloom & Wild. You will be informed thoroughly about the entire screening process beforehand separately.

9. With whom do we share your personal data?

9.1. We share your personal data as follows:

a. Sharing with Affiliates: in order to assess whether your profile fits with the vacancy, your information which may include personal data may be shared with subsidiaries of the Bloom & Wild corporate family. As permitted by law, your information may also be shared for analytical purposes. b. Bloom & Wild may need to share some parts of your information which may include personal data with other members of the Bloom & Wild group, for compliance purposes as permitted by applicable law and strictly necessary to protect Bloom & Wild and its members, from fraudulent activities and investigating and handling data security breaches. c. Sharing with Third parties: Sometimes we share your data with third parties as permitted by applicable law and as described below. We do not sell or rent your personal data. d. Service Providers (including suppliers): we share your information with third party service providers for example to provide our recruitment services, store data and/or maintain the Site on our behalf. These service providers shall process personal data only as instructed by and to provide the services to Bloom & Wild. e. Payment Providers and other Financial Institutions: To process payments between you and Bloom & Wild your information, as relevant, is shared with payment providers and other financial institutions. f. Travel agencies: if you have to travel as part of the recruitment process, we may share your information, such as your name, contact details and passport number, with travel agencies for making travel arrangements. g. Screening: We may share your information with third parties to conduct pre-employment screening as permitted by applicable law. h. Compelled Disclosure: when legally required, strictly necessary for the performance of the recruitment services, or to protect our rights, or the rights of the Bloom & Wild group of companies or users, we disclose your information to governmental authorities including law enforcement (subject to a lawful request), any of the affiliate’s part of Bloom & Wild or in legal proceedings. i. Sharing and Disclosure of Aggregate Data: we may share information in aggregate form and/or in a form which does not enable the recipient of such information to identify you, with third parties, for example for industry analysis and demographic profiling.

9.2. When third parties are given access to your personal data in line with the above, we take required contractual and organisational measures to ensure that your personal data are processed only to the extent that such processing is legitimate and necessary. We will take reasonable steps to ensure that third parties will only process your personal data in accordance with those measures and applicable law.

9.3. If your personal data are transferred to a third party in a country that does not provide an adequate level of protection for personal data, we will, where required, take measures to ensure that your personal data are adequately protected.

10. Data that is collected automatically

10.1. When using our jobs website, our Applicant Tracking System Lever collects information automatically, some of which may be personal data. This includes data such as language settings, IP address, location, device settings, device OS, log information, time of usage, URL requested, status report, user agent (information about the browser version), operating system, result (viewer or applicant), browsing history, and type of data viewed.

10.2. Lever may also collect data automatically through cookies. For information on how Lever uses cookies, please see https://www.lever.co/cookie-policy.

11. How is your personal data secured?

11.1. Bloom & Wild observes reasonable procedures to prevent unauthorized access to, and the misuse of, information including personal data. We use appropriate business systems and procedures to protect and safeguard information including personal data. We also use security procedures and technical and physical restrictions for accessing and using the personal data on our servers. Only authorized personnel are permitted to access personal data in the course of their work.

12. How long do we retain your personal data?

12.1. When we employ you: if Bloom & Wild employs you, Bloom & Wild shall share your relevant personal data with the employing member of the Bloom & Wild Group. Your information which may include personal data collected during the application and recruitment process will become part of your personnel file. All personal data we retain as part of your personnel file will be subject to our internal retention policy for employees. If you have a question about a specific retention period for certain types of personal data we process about you, please contact us via the contact details included below.

12.2. When we do not employ you: if Bloom & Wild does not employ you, Bloom & Wild will retain your personal data for a period of minimum of 4 weeks and a maximum of one year (with your consent) following rejection of the job application procedure, unless otherwise required by applicable law. Please send Bloom & Wild a request if you’d like to have your personal data removed sooner.

13. How can you exercise your privacy rights?

13.1. You have the right to request access to an overview of your personal data, and under certain conditions, rectification and/or erasure of personal data. In addition, you may also have the right of restriction of processing concerning your personal data, the right to object to processing as well as the right to data portability.

13.2. To invoke any of your data subject rights, please contact us by using the contact details at the bottom of this Privacy Notice. Please keep in mind that we may ask for additional information to verify your identity before being able to handle your request.

13.3. If you have given your consent to a certain purpose listed in this Privacy Notice, note that you can withdraw your consent at any time. Should you wish to do so, you can contact us by using the contact details at the bottom of this Privacy Notice.

13.4. Note that you also have the right to lodge a complaint with your local data protection supervisory authority when you have a complaint about the use of your personal data by Bloom & Wild. For example, if you believe that we do not handle your personal data carefully, or because you have sent us a request to access or rectification of your personal data and you are not satisfied with our reply or we did not reply in a timely manner.

13.5. You can at any time review if your personal data is complete, accurate and current. Please inform us promptly of any changes to or inaccuracies of your personal data by clicking on the blue ‘Edit my Information’ in your Lever profile and you will be able to provide a description on the change you would like to make. If you want to exercise your right to request Bloom & Wild to provide a copy of the personal data we hold about you, you can request an overview by clicking on the blue ‘Request Copy of My Data’ button in your Lever profile. To exercise your right to be forgotten, you can click on ‘Remove Me’ in your Lever profile. After sending out the different kinds of requests, Bloom & Wild will take care of these.

14. How can you contact us?

14.1. If you have questions or concerns about our processing of your personal data and or if you want to exercise any of the rights you have under this Privacy Statement, you are welcome to contact us via dpo@bloomandwild.com. All questions and complaints reported to Bloom & Wild will be investigated. Bloom & Wild will attempt to resolve complaints and questions in line with internal policies. You may also contact your local data protection authority with questions and complaints.

15. Changes to the Privacy Notice

15.1. Just as our business changes constantly, this Privacy Notice may also change from time to time. If you want to see changes made to this Privacy Notice from time to time, we invite you to access this Privacy Notice to see the changes. If we make material changes or changes that will have an impact on you (e.g. when we start processing your personal data for other purposes than set out above), we will contact you prior to commencing that processing.