Privacy Notice

1. Contact information for privacy cases

If you have any questions regarding your personal data, feel free to contact us via [email protected]

2. Sources of your personal data

RubyGarage may collect and process information that:

  • you personally provided to us by email or through messengers to our representatives,
  • we generate internally during performance of a contract between you and RubyGarage,
  • you provide during interaction with our web sites, through cookies and web forms,
  • we obtain from third parties, integrated services or recruitment agencies,
  • we obtain from open sources, social media sources, public web sites or press releases.
  • RubyGarage will not process your personal data if such is prohibited by data protection laws or regulations.

3. Purposes of processing

RubyGarage processes your personal data linked to particular purposes and corresponding legal bases outlined below:

  • purposes to which you agree in a consent form;
  • for the fulfilment of the contract as further specified in our contracts with employees, clients and consultants;
  • in order to comply with legal obligations specified in a particular law or regulation;
  • legitimate interests pursued by RubyGarage, except where such interests are overridden by your interests or fundamental rights and freedoms.
  • In case RubyGarage is planning to change the purpose of processing to such that is incompatible with the original one, we will contact you to provide you with further information on purposes for processing prior to it taking place, at all times ensuring appropriate legal basis for processing, which may include asking for your additional consent.

4. Recipients of personal data

RubyGarage in this policy means DigitalRockets OU (Republic of Estonia), which is legal entity and owner of trademark "RubyGarage".

Our full contact details are as follows:

  • Full name of company: DigitalRockets OU d/b/a RubyGarage
  • Email address: [email protected]
  • Physical address: Tallinn, Lasnamäe linnaosa, Liikuri tn 10-107, 13618

All your personal data will be kept strictly confidential and will not be disclosed to unauthorized third parties or made public without your prior notification by this notice or in person. RubyGarage will not transfer your personal data internationally without reasonably ensuring that the rights and freedoms of you as the data subject are protected.

We never sell your data or share it with other third parties in order to obtain financial gains.

5. RubyGarage stores your personal data

The data collected by RubyGarage is stored within the information in the cloud systems operated by well-known providers. After receiving personal data from you, a third party or a public source, RubyGarage will use all reasonable procedures and security measures to avoid unauthorised access, loss, disclosure or amendment of the personal data.

6. Storage period

We store your personal data for a limited period of time, which varies depending on type of data, the purposes of processing, legal requirements and duration of contractual relationship with RubyGarage.

To obtain information about the storage period of your personal data, please contact us via [email protected]

7. Your rights

As a data subject you have the following rights:

  • right to obtain information in relation to your personal data;
  • right to access your personal data;
  • right to data portability;
  • right to withdraw the consent;
  • right to correct mistakes in your personal data;
  • right to stop the unwarranted processing;
  • right to be forgotten (erase your personal data);
  • right to be aware of the existence of the automated individual decision-making and to object in this regard;
  • right to lodge a complaint to a supervisory authority.

Employees and specialists

Sources of your personal data

RubyGarage collects and process the information originated as follows:

  • Information that you personally provide, e.g. by filling in questionnaires or during the communication with HR department specialists, information entered into IT systems to which you have been granted access with corporate emails.
  • Information that you store at company-owned equipment provided to you;
  • Data provided by third parties, e.g., information collected and provided to us by third parties for execution of a contract and maintenance of contractual relationship between you and RubyGarage. This data may include feedback from clients that have experience of working with you, background check results, compliance check results, whistle-blower reports or feedback from RubyGarage client representatives;
  • Data generated internally, e.g.,your login in the systems, logs of performed actions in the internal systems, corporate structure data, collaboration history, data obtained from your team leads, other employees or specialists.

Types of information

RubyGarage collects and processes the following types of information:

For the purpose of maintenance of employment records: name, surname, date of birth, gender, citizenship, division, department, position, passport details, passport scan, tax id scan copy, email, phone number, skype, registration address, residence address, country, town, education, diplomas, certificates, employment history, work experience, CV, references, contracts and amendments to the contracts, start date, end of probation date, link to social profiles, job satisfaction surveys, reasons for termination of the employment

For the purpose of maintenance of records for individual contractors/entrepreneurs: name, surname, date of birth, gender, citizenship, department, position, passport details, passport scan, tax id scan copy, email, phone number, registration address, residence address, country, town, education, diplomas, certificates, employment history/work experience, CV, references, individual entrepreneur documents scans, individual entrepreneur reports, information about remuneration, contracts and amendments to the contracts, acts on performed work, start date, end of trial period, background check results, evaluation (after interview), link to social profiles, reasons for termination of contract

For the purpose of workplace administration: name, surname, position, passport number, email, phone

For the purpose of business trip management and related financial accounting: name, surname, date of birth, phone, email, itinerary project, department, budget holder name, budget holder surname, travel dates, destination, passport scan copy, passport issuing date, passport expiration date, passport number, citizenship, tax id scan copy, reservation details, travel documents, travel costs

For the purpose of event organisation: name, surname, date of birth, gender, citizenship, department, position, email, phone, location.

For the purpose of background and compliance check: name, surname, passport id, tax id scan copy, information obtained during the check from publicly available and generated sources

Purposes of processing

RubyGarage processes data for the fulfilment of the contract or in order to comply with legal obligations specified in a particular law or regulation, which may vary in countries where we operate. When personal data is processed based on a legitimate interest of RubyGarage as an employer, partner or service provider we ensure that your interests as a data subject are not overridden by your interests or fundamental rights and freedoms. Data is processed for following purposes:

  • Maintenance of employment records: Official employment documents processing, resourcing, team management, establishment of contractual relationships, employment, employment & performance of a contract, remuneration.
  • Maintenance of records for individual contractors/entrepreneurs: Performance of contractual obligations, resourcing, team management, establishment of contractual relationships.
  • Workplace administration: workplace location, office administration, procurement of services / equipment, user access management, postal services.
  • Provision of benefits and payments to employees and specialists: payments to employees and specialists, tax reporting.
  • Financial accounting and operations: financial accounting, payment of taxes, bank account opening, financial audit, financial reporting, payments for services, obligatory payments.
  • Provision of access to information resources and hardware: provision access to information resources, software accounting, hardware accounting.
  • Internal and external communication: communications, promo actions and marketing, event organisation.
  • Performance of services: software development, project delivery, management of the projects.
  • Business trips management: business trips organization, business trips accountancy, taxi booking.
  • Operational support and maintenance: service request management, business continuity management, infrastructure support, system testing.
  • Protection of assets: Information security monitoring and troubleshooting.
  • Education, knowledge and performance management.
  • Whistleblowing.

Recipients

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

  • client, whom you are providing services too, for performance of a contract;
  • external tutors;
  • external providers of benefits;
  • external providers that provide services of transportations, accommodation or other service providers that may support during business trip;
  • external auditors;
  • attorneys and legal councils;
  • banks and other financial service providers for transfer of remuneration for your services;
  • governmental entities where required by law or mandatory order;
  • security operation centres and other service providers;
  • printing service providers.

Retention period

Based on the type of processed personal data, it may be stored for a different period of time from 1 year up to a period of time that is required by applicable law. If you need more information, please, contact us via [email protected]

Candidates

Types of information

RubyGarage collects and processes any information that was provided by you directly to us or by the companies acting as recruitment agencies or your referees. RubyGarage processes your personal data including your name, email, phone, links for social media profiles, work experience, technologies, education, location, feedback from interviewers and client representatives etc. We do not collect sensitive personal data for recruitment purposes. Please note that in case you provide sensitive data voluntarily, for example by including it in your CV, RubyGarage may store this personal data in files that you provided, which become attached to your profile in our internal systems, but will not process or use the data for other purposes than storage.

Purposes of processing

All personal data is collected and processed only for the following purposes:

  • entering your information into RubyGarage systems in order to provide additional offers about open vacancies that may be interesting for you;
  • establishment of a contractual relationship between you and RubyGarage. Additional information may be requested from you by RubyGarage representatives in order to prepare the contract of proceed with background and compliance checks;
  • technical maintenance of our internal systems, including data back-up, data migration without any modification of your personal data.

Recipients

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

  • email service provider;
  • our client representatives if they are participating in candidates interview and approval for opened positions;
  • service providers supplying and servicing our internal system for candidates relations management.

Retention period

Retention period of your data may vary based on current legislative requirements. Generally, RubyGarage does not store your personal data for a period longer than 6 months from the last contact with you. If you would like to be erased from the RubyGarage candidates database earlier, please contact us via [email protected]

Web-Site Visitors

Types of information

During visiting our web-site RubyGarage may collect information directly entered by you in contact us forms or through cookies, beacons and other trackers. In this case, RubyGarage may process your personal data which include your IP, location, visited web pages on our web-site, and, if you filled your name, email, phone and country and information in text of the message.

Purposes of processing

All personal data is collected and processed only for the following purposes:

  • to ensure stable operation of RubyGarage web site;
  • to monitor popularity of our publication and web-pages;
  • to provide relevant information on our website.

Recipients

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

  • email service provider if the data is transferred to us via email or “get in touch” form;
  • service providers supplying and servicing our internal system for customer relation management;

Purposes of processing

Information collected through cookies, beacons and other trackers is retained no longer than 6 months, however, based on collected information impersonalised and aggregated statistics can be created and processed.

Information entered by you in “get in touch” form can be stored and retained for 12 months from the last contact date (please see section for representatives of potential clients for additional information).

Representatives of Potential Clients

Types of information

RubyGarage collects and processes information that is provided by you or other individuals on your behalf, as well as information available on public and open sources. In this case, RubyGarage processes personal data related to the company or business you represent, including your name, email, job position, linkedIn profile.

Purposes of processing

All personal data is collected and processed only for the following purposes:

  • to establish a contractual relationship between your company and RubyGarage;
  • to enter your information into internal IT systems in order to contact you with information related to our service offerings.

Recipients

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

  • email service provider if the data is transferred to us via email.

Retention period

Personal data is retained for 12 month from the last contact, unless the contractual relationships are established.

Representatives of Current or Former Clients

Types of information

RubyGarage collects and processes information that is provided by you, other individuals from your company and/or entered into written contracts between your company and RubyGarage. In this case, RubyGarage processes personal data related to the company or business you represent like your name, email, company name and address, job position, phone number, social profile reference, Skype, Slack, Jira, Trello, emails sent from you to RubyGarage.

Purposes of processing

All personal data is collected and processed only for the following purposes:

  • to establish contractual relationship between your company and RubyGarage
  • to execute the contract with your company and to maintain a good relationship with your company and its representatives;
  • to inform about changes in performance of the services and additional arrangements, if required;
  • to provide information requested by your company or its representatives.

Recipients

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

  • email service provider if the data is transferred to us via email;
  • electronic signature service provider if contract with you was signed in electronic format;

Retention period

Client and Client representative personal data is stored for 1 year after the end of contractual relationship with the Client. Contractual data may be stored by RubyGarage longer, if it is required by law.

If personal data belongs to individual who is no longer represent a Client personal data may be deleted immediately (except email correspondence which may be used in order to execute contract with the Client) after provision of information via [email protected]

Representatives of Vendors and Service Providers

Types of information

RubyGarage collects and processes information that is provided by you, other individuals from your company or is entered into written contracts between your company and RubyGarage. In this case, RubyGarage processes personal data like your name, email, company name and address, job position, phone number, social profile reference, Skype or other messenger

Purposes of processing

All personal data is collected and processed only for the following purposes:

  • to enter your information into internal IT systems in order to contact you with information related to services that is provided by your company and / or you;
  • to establish contractual relationship between your company and RubyGarage;
  • to execute the contract with your company and to maintain a good relationship with your company and its representatives;
  • to inform about changes in performance of the services and additional arrangements, if required;
  • to provide information requested by your company or its representatives.

Recipients

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

  • email service provider if the data is transferred to us via email;
  • electronic signature service provider if contract with you was signed in electronic format.

Retention period

Personal data is retained during performance of a contract with a Vendor or service provider plus the amount of time that is defined by law in your country.

If personal data belongs to an individual who no longer represents a Vendor or service provider, personal data may be deleted immediately after provision of information via [email protected]

In any cases we are not working with data of individuals under the age of 18

Use of Cookies

This website uses cookies to better the user experience of its visitors. Where applicable, this website uses a cookie control system, allowing users to allow or disallow the use of cookies on their computer/device on their first visit to the website. This complies with recent legislative requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer/device.

Cookies are small files saved to a user’s computer/device hard drive that track, save, and store information about the user’s interactions and website use. They allow a website, through its server, to provide users with a tailored experience within the site.

Users are advised to take necessary steps within their web browser security settings to block all cookies from this website and its external serving vendors if they wish to deny the use and saving of cookies from this website to their computer’s/device’s hard drive.

This site uses the Lucky Orange analytics system to help improve usability and the customer experience. Lucky Orange may record mouse clicks, mouse movements, and scrolling activity. Lucky Orange may also record keystroke information that is voluntarily entered on this website. Lucky Orange does not track this activity on any site that does not use the Lucky Orange system. You can choose to disable the Lucky Orange service at http://www.luckyorange.com/disable.php. Note that doing so will disable other features of the Lucky Orange system that this site employs, such as one-to-one support chat.

Ver. 3.0 October 7, 2021