Privacy Policy

We value your trust and are respect the sensitive nature of any personal information you provide to us.

This Privacy Policy is combined to help you understand what information we collect, why we gather it, and how you can manage, update, and delete your data. Our organisational, contractual and technical data security measures ensure the utmost protection of your personal information in adherence to the legislation and against accidental or intentional manipulation, loss, destruction or against access by unauthorised persons.

Terms & Conditions

This Privacy Policy describes how and why we process your personal data and clarifies type, scope and purpose of the processing of personal data within our website exoft.net , online offering, functions, and content connected with it (hereinafter jointly referred to as “the website”), in the course of our marketing and recruitment activities, for communicating our services and business development.

In addition to setting forth your privacy rights, this policy explains how to contact us if you have any questions.

Who We Are

Exoft LLC (hereinafter “we”, “us”, “our”, or “Exoft”) has created this website to communicate with visitors, potential clients, and companies interested in our services as well as to provide information about Exoft and the IT outsourcing industry. Our website is a place for users to view information and to communicate directly with Exoft.

All personal data processed in compliance with this policy is under our control. Your use of this website implies acceptance of our Privacy Policy and consent to the collection of personal data during your visit. If you do not agree with the terms of our Privacy Policy, you may choose to exit the website.

Please note that our website is not intended to provide services directly to children, and we do not knowingly collect information from minors. If you are under the age of 16 and wish to contact us, please obtain written consent from your parents or legal guardians to allow us to process your personal information.

What Data We Collect

We gather, retain, and utilize necessary information to optimize visitors' experience on our website.

The following data is collected during your website session:

Information you provide directly through contact forms or email messages, such as your email address, phone number, name, surname, company name, job title, postal address, and any other relevant information you choose to disclose.
Data regarding your browsing behavior during your visit, including information about the web pages you view and how you navigate the website.
Statistics related to your visit, such as the specific pages you visit, the number of unique website entries, your browser type, screen resolution, and the platform you use.

Additionally, we gather your personal data during our marketing campaigns and communication about our services through your preferred mode of communication. We may also use your personal data for secondary purposes that are closely connected to the purposes mentioned above, in cases where such use would be reasonably expected.

During our marketing and recruitment activities, as part of our efforts to promote our services and expand our business, we may gather the following information:

Data obtained directly from you or from the third parties, as well as information sourced from public records. This may include your email address, phone number, name, surname, company name, job title, postal address, and other relevant data.
Information you provide to us when using our services, or data generated during your use of those services, such as the frequency, timing, and pattern of service utilization.
Information present in or pertaining to any communication you send to us or through this website, such as correspondence with us, communication content, and metadata associated with the communication.
Information you provide while participating in Exoft events, including live or web conferences.
Any additional personal data that you may choose to share with us.

The data mentioned above is gathered with your consent or based on other legal grounds outlined below, and in accordance with relevant regulations, including necessary filings with data protection authorities where required. To provide your consent, you may send an email to [email protected].

We obtain most non-public personal information directly from you or your representatives, whether through face-to-face interactions, over the phone, or electronically.

In certain instances, we may receive your personal information from the third parties (such as a recommendation for potential employment). In such cases, we take reasonable measures to ensure that you are notified about the data shared with us by the third party.

Please note that Exoft does not intentionally collect any sensitive information about you.

How We Use the Collected Data

The personal data that you submit to us through this website as well as the personal data that we gather from you, the third parties, or public sources, will be utilized (processed) exclusively for the purposes outlined in this Policy.

We will use your personal data on the following legal basis:

Legitimate interest (Article 6 para. 1 (f) GDPR)
Consent (Article 6 para. 1 (a) GDPR)
Other legal bases available under Article 6 GDPR

Customarily, your personal data will be used to:

Respond to any inquiries you may have and send you requests or promotional materials.
Enhance your website experience during your next visit by providing you with personalized content based on your past usage or usability patterns identified through the behavior of other users on the site or other research.
Customize specific offers or display targeted content through recommendations, newsletters, or personalized pages.
Communicate with you via various channels, including social media, email, phone, and other networks. You can choose to opt out of receiving this targeted content. However, we may still utilize your data for other campaigns to improve messaging for other users.
Analyze our marketing campaigns, previous transactions, and current customers.
Fulfill internal and external audit requirements as well as for information security purposes.
Comply with legal obligations, such as preventing crimes, aiding in investigations, or preventing loss or fraud. In such cases, we may have to share data as part of legal proceedings.

No personal data processed by Exoft is a subject to profiling or automated decision-making.

For the US citizens or individuals located in the USA, we want to make it clear that Exoft does not sell your personal data.

Who We Share Your Data With

During our business operations, we may share your personal information with service providers and partners who assist us in running this website, marketing and recruitment efforts, as well as affiliated companies and, on certain occasions, legal authorities.

Your personal data may be disclosed to the following third parties:

Contractors, service providers, agents, vendors, or partners who act on our behalf or at our request.
Legal authorities in order to comply with legal obligations, judicial proceedings, court orders, or any other legal process, including but not limited to responses to subpoenas and court orders.
In the event of an acquisition of our company or a merger with another entity, we may also share your personal data with relevant authorized third parties.

With the exception of these specific, limited circumstances, we will not disclose your non-public personal information to other companies who may wish to sell their products or services to you without your explicit consent.

International data transfers

As a global company, Exoft may utilize personal data in countries located outside of the EU/EEA, which may have less stringent data protection regulations compared to those in the EEA. By providing us with your personal data, you consent to its transfer outside of Ukraine and the EEA.

We guarantee the use of suitable measures to ensure the secure handling of your data during international transfers.

The Storage Duration of Your Personal Data

We will retain your personal data for as long as it is required to fulfill the purposes specified in this Privacy Policy. Once this period is over, we will delete or archive your data, except if it is essential to retain the data to comply with legal obligations (e.g., to comply with applicable laws), settle disputes, and enforce our legal agreements and policies.

Your Data Protection Rights

Our goal is to ensure complete transparency in our use of your personal data and to provide you with reasonable means to correct, modify, erase, or restrict the processing of your personal data.

You have the following data protection rights:

You have the right to be informed about the collection and utilization of your personal data. You may submit an access request to us at any time and request a copy of your personal data in an easily accessible electronic format.
You also have the right to request information about the purpose of data processing and the third parties who have received your personal data. In case your personal data is incorrect or outdated, you have the right to ask us to rectify it.
You can request restriction of processing, meaning that you may ask us to delete your personal data or stop processing your data at any time. Additionally, you have the right to request the portability of your personal data.
You may raise an objection to the processing of your personal data if you have a legitimate reason. If you have previously granted us consent to process your personal data, you may withdraw it at any time.

Exoft will not levy any charge for your access request, but we reserve the right to charge an administrative fee for furnishing a copy of your personal information. To ensure the protection of your personal data, we may require proof of your identification before disclosing the requested information.

We will promptly review each of your requests and respond with either the requested action or a clear explanation as to why we cannot carry out your request.

You can exercise your rights by submitting a request to the contact information provided in the "Contact Details" section below.

If you have any complaints regarding how we handle your data, please initiate the process by filing a complaint at [email protected]. We will make every effort to resolve your request satisfactorily.

If you are not satisfied with our response, you have the right to file a complaint with the appropriate data protection authority in your country of residence.

Please be aware that if we are contacting you by email or correspondence, you have the option to unsubscribe from our marketing and mailing lists at any time by emailing us using the contact information provided in this Policy or by using the "Unsubscribe" button/link included in our email.

Where Your Data is Processed

We may process your personal data in different locations outside the European Union and the United States, where data protection regulations may differ. Nevertheless, we will take all necessary precautions to ensure that your data is handled securely and in compliance with the highest standards specified in the General Data Protection Regulation (GDPR, Regulation (EU) 2016/679 of the European Parliament and of the Council), this Privacy Policy, and industry norms.

Job Applicants Personal Data Processing

In the course of recruitment, Exoft gathers and handles personal information directly from job seekers, their references, and recruitment agencies acting on our behalf. We are committed to maintaining transparency in the collection and use of this data, in accordance with our obligations under data protection laws.

Types of personal data we collect

Exoft gathers data about you, including but not limited to:

Your name, address, and contact information, such as email address, phone number, Skype ID, and links to social media profiles.
Details of your education, skills, experience, and work history.
Information about your present compensation level, as well as benefits entitlements.
Details about your eligibility to work in the European Union, if necessary for our clients.

Exoft employs various methods to collect personal data, including extracting information from application forms, CVs, resumes, interviews, or other forms of assessment. This data is stored in our Applicant Tracking System and may be exported to other IT systems. When invited to an interview at Exoft, please note that our premises are under video surveillance for security reasons, and images captured on camera may be collected.

Purpose of processing

In order to facilitate potential job opportunities, Exoft needs to process personal data for HR and recruiting purposes. We have a legitimate interest in collecting and processing data during the recruitment process for record-keeping and management purposes.

Collecting data from job applicants allows us to evaluate a suitability for employment and manage the recruitment process.

In the event that your application is not successful, Exoft will promptly inform you and delete your personal data from all Exoft storage systems. However, with separate consent, we may keep your personal data on file for the future employment opportunities. You have the right to withdraw your consent at any time.

Recipients of personal data

As part of our recruitment process, we may need to share your personal data, including data stored in our Applicant Tracking System, with our affiliates, existing and potential clients of Exoft. We will inform you separately if this is the case. Additionally, we may disclose your personal data to other third parties as outlined in this Privacy Policy.

Retention period

Exoft retains the personal data of job applicants until the position is filled, and for no longer than two (2) years. If your application is unsuccessful, your personal data may be retained for up to one (1) year if you have given separate consent and Exoft considers you a potential candidate for future vacancies.

Cookies

To enhance visitors' browsing experience, our website uses cookies, which are small pieces of data that are stored on your computer to enable the website to recognize you upon your return and improve your experience. The information automatically collected by cookies includes non-personally identifiable data, such as your preferred internet browser, operating system, domain name, website interactions, visit time, location, and most-viewed pages per visit.

By continuing to use our website and accepting our Privacy Policy, you are agreeing to the use of cookies. However, if you wish to delete this data from your device and stop further data collection, you can clean or disable cookies in your internet browser settings.

By default, most web browsers automatically accept cookies. However, if you wish to reject, block, or delete cookies, or receive notifications when a website attempts to send a cookie, you can modify your browser settings accordingly. For more comprehensive guidance on this topic, please refer to our Cookie Policy.

External Links on the Website

Visitors to our website should be aware that we may include links to external third-party websites. These websites operate independently of Exoft and are not governed by our Privacy Policy. If you provide any information on the third-party website that is linked to from our website, that data will be subject to the third-party's privacy policy and may be collected and used by them. Please note that Exoft cannot be held responsible for any data processing activities conducted by these third-party websites and cannot guarantee your safety while engaging with them.

Revisions to the Privacy Policy

Exoft retains the right to modify this Privacy Policy at any time and we recommend that you periodically review it for any updates. Any changes made to this Privacy Policy will be effective immediately upon posting on this page. By continuing to use our website, you are indicating your acceptance of the modified policy.

Contact Details

If you have any inquiries or feedback concerning our Privacy Policy, please send an email to [email protected] with the subject line "Privacy Policy Request".

Effective: May 10, 2023