Overview

Thank you for considering a career with Hostaway! We know how important your privacy is, and we’re committed to protecting any personal information you share with us during the application process. This policy explains how we collect, use, and safeguard the information you provide when applying for a job with us.

We use a trusted third-party applicant tracking system to help manage applications; this provider has robust security measures and safeguards in place to protect your data. By submitting your application, you’re agreeing to this policy, so we encourage you to read through it and let us know if you have any questions.



1. Information we collect

We collect and process information that you provide when you apply for a role with Hostaway. This includes information provided through an online job site, via email, in person at interviews, and/or by any other method. Specifically, we may collect:

• Personal Details: Such as your name, email address, address, date of birth, qualifications, skills, and experience, as well as employment history.

• Application Data: Information such as job preferences, salary expectations, work authorization status, and any other details you share related to your qualifications.

• Communication Records: If you contact us, we may keep a record of that correspondence.

• Hiring Process Records: Notes or updates on your progress through any hiring process we may conduct.

• Technical Data: Your IP address when accessing our online application systems.

• Video Interview Recordings: A recording of your video interview if conducted through our video interview feature.



2. How we use your information

Hostaway collects and uses your personal information for the following purposes:

• Evaluating Applications: To assess your qualifications, experience, and suitability for the position you applied for.

• Communication: To communicate with you regarding your application status, interviews, and other recruitment-related matters.

• Legal Compliance: To comply with legal, regulatory, or contractual obligations, including reporting and employment eligibility verification.

• Improving Recruitment Processes: To improve our hiring practices and understand trends in applicant backgrounds.

Your information will not be used for any purpose incompatible with those listed above, except with your explicit consent.



3. How we share your information

We may share your personal information with third parties in the following circumstances:

• Service Providers: Third-party providers who assist in recruitment services, background checks, and other related functions.

• Legal Requirements: If required by law or legal process, to comply with government requests, subpoenas, or other lawful demands.

• Corporate Changes: In case of a merger, acquisition, or sale of Hostaway, your personal information may be transferred as part of the transaction however it will never be sold to third parties.

Hostaway ensures that these third parties are bound by confidentiality and data protection obligations consistent with this Privacy Policy.



4. Data security

We take appropriate technical, organizational, and administrative security measures to protect your personal information from unauthorized access, use, disclosure, alteration, or destruction. However, no data transmission or storage can be guaranteed as completely secure. If you have concerns about data security, please contact us using the information provided below.



5. Data retention

Hostaway retains your personal information only as long as necessary to fulfill the purposes for which it was collected, in accordance with applicable data protection laws. We are committed to complying with data retention requirements specific to the applicant's jurisdiction and, as a European company, are bound by the General Data Protection Regulation (GDPR) however we will always apply the same measures for any other applicable territories. This means that applicant data will generally be retained for no longer than 12 months after the application process concludes unless a longer retention period is required by local law or specific regulatory obligations.



6. Your rights

Depending on your jurisdiction, you may have the right to:

• Access your personal information and request copies of it.

• Request corrections to any inaccurate or incomplete information.

• Request the deletion of your personal information, subject to legal and contractual obligations.

• Restrict or object to the processing of your personal information.

To exercise these rights, please contact us at the information provided below.



7. International data transfers

As a global company, Hostaway may process your personal information in countries other than your country of residence. We will ensure that such data transfers comply with applicable data protection laws and are subject to appropriate safeguards.



8. Policy changes

Hostaway reserves the right to amend this Privacy Policy at any time. Any changes will be posted on our website, and, where appropriate, you will be notified by email. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your information.



9. Contact us

If you have any questions about this Privacy Policy, your personal information, or your rights, please contact us:

Hostaway

Address: Bulevardi 21, Helsinki, 00180, Finland 

Registration: Registration No 2726246-5

Email: dataprotection@hostaway.com