Privacy statement 8vance
8vance helps to match business data to bring supply and demand of work closer together.
8vance processes personal data in several ways to offer our services and execute our agreements. In this privacy statement, we inform you of how we handle the personal data we process in the context of our talent-matching service. 8vance is the responsible party (the data controller) for the processing activities described in this privacy statement. This means we determine the purposes and means of processing personal data collected through our platform, including training data and individual talent information.
Our software can also be purchased by other companies for various purposes, including internal matching. In such cases, the purchasing company can also become the data controller. If you have gained access to the platform through a partner and are unsure who the data controller is, you may reach out to both 8vance and the partner for clarification. At the bottom of this page, you will find the relevant contact details if you have any questions or if you would like to contact us regarding your rights under the GDPR.
What does 8vance do?
8vance has developed an autonomous matching technology that allows talent to be matched to a specific search request from a user, for example, a company or organisation. Workers or job seekers can take advantage of this matching by creating a business profile on 8vance’s platform.
Advanced AI algorithms, Big Data and Digital Twin Technology are employed to meticulously analyse user profiles, extracting pertinent information such as skills, experience, educational background, and career aspirations. Our matching technology, unlike some other recruitment methods, focuses on skills and competencies. This focus makes matches more objective and avoids any bias in search results.
How our matching technology works
Technically, the matching works in the following way: A list of characteristics is compiled from the vacancy or talent profile by using algorithms to describe a candidate in a standardised manner within 8vance’s platform. The resulting ‘digital twin’ is used to match a profile to a vacancy or the other way around.
The input for the matching data that 8vance uses comes from the information provided by candidates themselves when creating and updating their accounts. The matching tool uses this data to arrive at a result with suitable job vacancies or candidates. The actual selection and contacting of candidates is done by the 8vance users themselves. Talents actively search for matches themselves or make their profiles public on the platform so that companies and employers can approach them.
The AI-based matching technology was necessarily trained during its development. Publicly published profiles from several business platforms were used for this training. From these, identifying information was removed, including first and last names, photos, company names, references to other profiles and sensitive information from free text fields to compile a training dataset. By removing identifying information, it is no longer possible for us to find a specific profile in the training data. The data consists only of sets of work experience, skills and education. In other words, the data has been anonymised. These are the minimum data needed to train matching technology for useful purposes.
What information does 8vance collect and process?
If you create an account to use 8vance, we ask for a minimum amount of personal data, including first and last name, e-mail address and password.
Optionally, candidates can enter further contact details and provide further information about their current position, experience, skills, training, availability, desired future position and so on.
Below, we explain what the different personal data are used for within the platform.
Objectives and bases
8vance’s main goal is to match job demand and supply as accurately and fairly as possible. To enable applicants and providers to find each other and make contact, it is necessary to process certain personal data. To develop the technology that enables this, 8vance has to use training data.
8vance bases the processing of personal data on the following bases:
- Execution of an agreement: Matching between demand for and supply of work is done to provide our services to candidates and organisations and to execute our agreements with them. The personal data entered by users in the platform are processed on the basis of an agreement they signed digitally when creating their accounts.
- Consent: We may need your consent in specific cases, such as for the processing of your data for the newsletter or cookies. In that case, we will inform you separately. Consent can always be withdrawn, although previous data processing based on that consent remains valid in itself.
- The legitimate interest: For the collection and use of training data, 8vance relies on its legitimate interests. In doing so, we act in compliance with the ‘handreiking [guide] scraping by private and private organisations‘ (May 2024) of the Personal Data Authority. The full elaboration of the legitimate interest is dealt with in a separate document. In summary, the interest is based on the need for the proper functioning of the 8vance matching technology for economic exploitation as well as a societal interest. Indeed, the use of the 8vance platform can contribute to a better flow in the labour market and reduce discrimination, as name, origin, age and gender are not taken into account in matching.
- There may be legal (administrative) obligations that require 8vance to process your personal data. In such circumstances, personal data will be processed for purposes that have not been determined by 8vance and therefore cannot be changed.
At all times, no more personal data will be processed than is strictly necessary for the purposes we intend to achieve.
Retention periods
8vance retains data, including personal data, for as long as necessary for its services to function properly. If 8vance no longer needs your personal data for the purpose for which the data was received it will be deleted, unless we are required by law to keep it. For example, profiles that haven’t been logged into for a year are automatically deleted in full. Trial accounts of companies or organisations are deleted three months after the end of the trial.
8vance users have and retain full control over their own personal data and can deactivate the matching, adjust visibility and other privacy settings, or delete their accounts at any time. In addition, 8vance users always have privacy rights that allow them to ensure that their personal data is no longer retained. For further explanation, see the section “Your rights under the GDPR”.
Third parties and international transfer of personal data
8vance works with IT service providers and other third parties to make 8vance’s services (technically) possible. If these parties process personal data on behalf of 8vance, then 8vance will enter into processing agreements with them, through which they are also obliged to comply with the relevant privacy regulations.
8vance stores data on servers located in the European Economic Area. Should 8vance at any time transfer personal data to a country outside the EEA, we will take appropriate measures to protect your privacy so that it is at a comparable level to that within the EEA. You will retain all your rights as applicable under the GDPR.
Protection
8vance has taken appropriate technical and organisational measures to ensure that personal data is properly secured. For example, 8vance is ISO 27001 certified. Throughout the entire organization, the ‘privacy by design’ principle is applied, which includes, for example, access security, separation of data storage environments, and encryption.
8vance performs penetration tests regularly and at least annually to test the security system. In addition, 8vance applies data minimisation principles, which means that we will always critically assess whether the personal data we process are really necessary to achieve our goals. The starting point of our way of working is privacy by default at all times, i.e. the most privacy-friendly approach is chosen. This is evident, for example, from the fact that nearly all personal data can be entered voluntarily (see more under ‘What information does 8vance collect and process’).
Your rights under the GDPR
Under the GDPR, you have several privacy rights when your personal data is processed:
If you wish to request to exercise the above rights or if you have any questions about how 8vance handles your personal data, please contact 8vance using the contact details below.
8vance will process your question or request and get back to you as soon as possible and certainly within the applicable time limits. 8vance may need additional information to process your request. For example, in the case of a request for inspection or deletion, 8vance will want to verify your identity to be sure that you are the person about whom the personal data are concerned. To do so 8vance might ask for information to help confirm your identity.
Users who have created a profile with 8vance can view the personal data processed through that profile, adjust privacy settings and, if they wish, delete their personal data or account.
There is also the legal right to file a complaint with the supervisory authority. In the Netherlands, this is the Personal Data Authority.
Contact details
This privacy statement applies to the processing of personal data by:
8vance Matching Technologies B.V. (controller)
Kazernestraat 15a
5928 NL Venlo
Netherlands
Telephone: +31(0)77 8080 140
Email: privacy@8vance.com
(Contact) details of our data protection officer:
Jasmin Lieffering
Verdener Landstrasse 4
31623 Drakenburg, Germany
E-mail: info@litc.de
Version 16 August 2024