Insula Labs Privacy Policy
Version
This version of Privacy Policy was published on 18.03.2024.
1. Introduction
Welcome to the privacy policy of Insula Labs LLC ("we," "our," or "us"). Company is registered under laws of Ukraine with place of business at 16 Urlivska st. apt. 89, Kyiv, Ukraine, 02095. This document outlines how we collect, use, disclose, and protect personal information in the course of providing recruitment and IT outstaffing services. Please read this privacy policy carefully to understand how we handle your information.
2. Information We Collect
2.1 Personal Information
In the course of our business activities, we may collect the following types of personal information:
- If you are a client, we are collecting and processing the following personal data: your name, phone number, email address, location, LinkedIn profile information, your role/position, data on our previous communications.
- If you are a candidate, we are collecting and processing the following personal data: your name, phone number, email address, location, information on your CV, LinkedIn profile information,
2.2 Source of Information
We collect personal information directly from clients, candidates, and vendors when providing recruitment and outstaffing services.
3. Purpose of Data Collection
We collect and process personal information for the following purposes:
- Candidate recruitment
- Employee management
- Communication with clients
- Consulting services
- Outstaffing and outsourcing
Insula Labs LLC does not collect sensitive data. Sensitive data includes, but is not limited to, the following:
- Racial or ethnic origin
- Political opinions
- Religious or philosophical beliefs
- Trade union membership
- Genetic data
- Biometric data
- Health or medical information
- Sexual orientation
4. Legal Basis for Processing
Our processing of personal information is based on the following legal grounds:
4.1 Consent
We may rely on your consent to collect and process personal information for specific purposes. By providing your consent, you authorize us to use your personal information as described in this privacy policy. You have the right to withdraw your consent at any time by contacting us at olga@insulalabs.co. However, please note that withdrawal of consent may affect our ability to provide certain services to you.
4.2 Contractual Necessity
In some cases, we may need to collect and process personal information to fulfill our contractual obligations and provide you with the services you have purchased from us. This includes activities such as candidate recruitment, employee management, client communication, consulting services, outstaffing, and outsourcing. The processing of personal information in these circumstances is necessary for the performance of a contract between you and Insula Labs LLC.
4.3 Compliance with Applicable Laws
Additionally, we may process personal information to comply with legal obligations, such as those imposed by EU data protection laws and other relevant regulations.
By using our services or providing personal information to us, you consent to the collection, processing, and sharing of your personal information as described in this privacy policy.
5. Data Usage and Sharing
We may disclose your information to various recipients, including:
- Our affiliated companies
- Professional advisers
- Third-party service providers
- Partners
- Contractors
- Employees
We share your information for the purposes described in this Privacy Notice or as notified to you.
Additionally, we engage service providers to assist us in providing, supporting, and enhancing our business and website. These service providers offer a range of services, including but not limited to:
- Cloud hosting
- Content delivery
- Customer and technical support
- Recruitment and HR-related services
- Background checks
- Migration services
- Insurance services
- Marketing
- Analytics
- Event hosting
Furthermore, we may share your information with competent law enforcement bodies, regulatory agencies, government authorities, courts, or other third parties when such disclosure is necessary to comply with a legal obligation, protect your vital interests, or safeguard the vital interests of another person.
6. Data Security Measures
At Insula Labs LLC, we take the security of your personal information seriously and have implemented comprehensive measures to safeguard it. Our data security measures include, but are not limited to:
6.1 Encryption
We utilize industry-standard encryption protocols to protect data transmission over networks. This ensures that your information remains secure during transit.
6.2 Access Controls
Access to your personal information is restricted to authorized personnel who have a legitimate need to access it for the purposes outlined in this Privacy Policy. Access controls are regularly reviewed and updated to prevent unauthorized access.
6.3 Secure Storage
We store personal information in secure databases with stringent access controls and monitoring mechanisms in place. This helps prevent unauthorized access, disclosure, alteration, or destruction of your data.
6.4 Regular Security Audits
We conduct regular security audits and assessments to identify and address any vulnerabilities in our systems. This proactive approach allows us to continually improve our security measures and ensure the ongoing protection of your information.
6.5 Employee Training
Our employees undergo comprehensive training on data protection practices and security protocols. This ensures that they understand their responsibilities in handling personal information and reduces the risk of human error or misuse.
6.6 Compliance Monitoring
We continuously monitor our data processing activities to ensure compliance with applicable data protection laws and regulations, including EU laws and policies. This includes regular review of our privacy practices, policies, and procedures to maintain alignment with legal requirements.
6.7 Incident Response Plan
In the event of a data breach or security incident, we have established procedures in place to promptly respond, contain, and mitigate the impact. Our incident response plan includes notification procedures to relevant authorities and affected individuals, as required by law.
6.8 Third-Party Security Assessments
We conduct thorough assessments of our third-party service providers to ensure they maintain adequate security measures to protect your personal information. This includes contractual obligations to adhere to data protection standards and requirements.
6.9 Physical Security Measures
Physical access to our premises, where personal information is processed or stored, is restricted to authorized personnel only. We employ security measures such as surveillance cameras, access badges, and entry controls to prevent unauthorized access.
7. Cookies and Tracking
Insula Labs LLC utilizes cookies and similar tracking technologies to enhance your experience on our website and to analyze how it is used. Cookies are small text files that are stored on your device when you visit a website. They help us recognize your browser and capture certain information about your visit.
7.1 Types of Cookies Used
We may use the following types of cookies on our website:
- Essential Cookies: These cookies are necessary for the website to function properly. They enable basic functionalities such as page navigation and access to secure areas of the website. Without these cookies, certain features of the website may not be accessible.
- Performance Cookies: These cookies collect information about how visitors use our website, such as which pages are visited most frequently and if any error messages are encountered. This information helps us improve the performance and usability of our website.
- Functionality Cookies: These cookies enable enhanced functionality and personalization of the website. They may remember choices you have made (such as language preferences) or provide enhanced features based on your interactions with the website.
- Targeting Cookies: These cookies are used to deliver targeted advertisements or promotions based on your interests and browsing habits. They may also be used to measure the effectiveness of advertising campaigns.
7.2 Third-Party Cookies
We may also allow third-party service providers, such as advertising networks or analytics providers, to set cookies on your device when you visit our website. These cookies are subject to the privacy policies of the respective third parties and are used for purposes such as tracking website usage, delivering targeted advertisements, and measuring the effectiveness of advertising campaigns.
7.3 Cookie Management
You have the option to control cookies through your web browser settings. You can configure your browser to accept, reject, or delete cookies, or to notify you when a cookie is being sent. Please note that disabling cookies may affect the functionality of certain features on our website.
7.4 Consent to Cookies
By continuing to use our website, you consent to the use of cookies and tracking technologies as described in this privacy policy. If you do not consent to the use of cookies, please disable them in your browser settings or refrain from using our website.
8. Compliance with Laws
Insula Labs LLC is committed to complying with all applicable data protection laws and regulations, including those in the European Union and Ukraine. We adhere to the following principles and standards to ensure compliance:
8.1 GDPR Compliance
We comply with the General Data Protection Regulation (GDPR) and related data protection laws in the European Union (EU). This includes implementing appropriate technical and organizational measures to protect personal data and uphold data subjects' rights under the GDPR.
8.2 Ukrainian Data Protection Laws
In addition to EU laws, we comply with data protection laws and regulations in Ukraine, including the Law of Ukraine "On Protection of Personal Data." This legislation governs the collection, processing, and protection of personal data within the territory of Ukraine.
8.3 Privacy by Design and Default
We integrate privacy considerations into our business processes and systems from the outset, following the principles of privacy by design and default. This ensures that data protection is a fundamental aspect of our operations and services.
8.4 Data Transfer Mechanisms
When transferring personal data outside the European Economic Area (EEA) or Ukraine, we implement appropriate safeguards to ensure the security and legality of such transfers. This may include using standard contractual clauses approved by the European Commission or other recognized transfer mechanisms.
8.5 Data Subject Rights
We respect the rights of data subjects under applicable data protection laws, including the right to access, rectify, erase, restrict processing, and object to the processing of their personal data. We provide mechanisms for data subjects to exercise these rights effectively.
8.6 Data Protection Officer
Insula Labs LLC has appointed a Data Protection Officer (DPO) to oversee compliance with data protection laws and regulations, including GDPR and Ukrainian data protection laws. The DPO serves as a point of contact for data subjects and supervisory authorities.
8.7 Ongoing Compliance Monitoring
We conduct regular assessments and audits of our data processing activities to ensure ongoing compliance with applicable laws and regulations. This includes monitoring changes in legislation and updating our policies and procedures accordingly.
8.8 Cooperation with Authorities
We cooperate with supervisory authorities and other relevant stakeholders in the event of inquiries, complaints, or investigations related to data protection matters. We strive to maintain transparency and accountability in our data processing practices.
9. Updates to the Privacy Policy
We may update this privacy policy periodically. Please review the latest version on our website.
For any questions or concerns about this privacy policy, please contact us at olga@insulalabs.co
Thank you for choosing Insula Labs LLC.