This document (“Terms and Conditions” or “Policy”) provides the terms and conditions for the Exadel External Referral Program, Hungary (“Program” or “External Referral Program”). A reward is given to a person who recommends and refers a successful candidate to Exadel. A ‘successful Candidate’ means a candidate who ends up being hired by Exadel and joins the company. Both (Recommender and Candidate) must be Hungarian residents or legally staying in Hungary.
Before submitting a referral to Exadel, a recommender should be assured that they have the consent of referred individuals to share their personal data with Exadel for further communication and prior evaluation of the candidate. Referrals sent to Exadel (registered seat: 1051 Budapest, Széchenyi István tér 7-8., Reg. No.: 01-09-409926), are only valid if you attach the consent form as per Appendix #1, whereby the Candidate gives consent to be contacted by Exadel following the referral. All personal data of participants on this Program shall be processed in accordance with our Privacy Notes.
This Program is applicable to positions as advertised under the “Scope of the External Referral Program”.
For each successful referral, where a Candidate is hired and meets all conditions, the amount of the reward for referring a Candidate depends on the level of the position for which the Candidate has been qualified for by Exadel.
Recommender (“Referrer”). A person who voluntarily participates in the External Referral Program by referring eligible friends to become a Candidate.
Candidate (“Referral”). Referral means a candidate referred by a Recommender. A candidate is a person who is not an existing employee or contractor of Exadel and who has given his/her approval for participating in the External Referral Program.
Exadel reserves its right to unilaterally modify or terminate this Program anytime, within its own discretion.
1. Scope of the External Referral Program
- The range of positions at Exadel covered by the External Referral Program includes technical positions only
(i.e.
the following positions:
- Software Engineer;
- DevOps Engineer;
- Automation QA;
- Senior Software Engineer;
- Senior DevOps Engineer;
- Senior Automation QA;
- Lead Software Engineer;
- Lead Architect).
- The External Referral Program does not cover non-tech positions (including Software Tester Manual, PMs, BAs). Exadel may, at its discretion, extend the Program to positions other than set out in these Terms and Conditions, e.g. those relating to technological issues for a specific project (e.g. Scrum Master), which will be indicated in the advertisement of open positions. Any decision in this respect shall rest with Exadel.
- The External Referral Program covers Candidates starting from Middle-level positions. The Program does not cover the Associate-Level Candidates (junior level).
- The determining factors for the award are: the position that the successful Candidate is ultimately hired for and the level of experience established during the recruitment process – regardless of the level of experience originally declared, and the position originally applied for.
- The External Referral Program covers positions regardless of the form of employment associated with them (employment contract, civil law contract).
- Referrals are valid, if Exadel contacts the Candidate within 3 months from the date of the recommendation.
2. Objective
The External Referral Program offers a one-time referral payment to Recommenders for referring persons unaffiliated with Exadel, to help Exadel attract, hire, and retain the very best talent.
3. Eligibility
- Referral awards can be granted to any Recommender who meets all the conditions described in this Policy.
- Recommender and Candidate must be Hungarian residents or legally staying in Hungary.
- Recommenders under the External Referral Program can only be persons not currently employed by Exadel on the basis of an employment contract or persons cooperating with Exadel on the basis of civil law contracts.
- Minors or other persons who do not have full legal capacity cannot be Recommenders.
- Staffing/recruiting agencies or recruitment consultants are not eligible to participate in the Program.
- Exadel reserves the right to exclude from the Program any person who sends the candidate’s data without his/her knowledge and explicit consent or otherwise violates these Terms and Conditions, and to prohibit such a person from receiving the award.
- After your Candidate has successfully passed his/her probationary period, or in case of Candidates hired under civil contractual agreement he/she passed the first three months, the Recommender will be asked to fill out a questionnaire with his/her personal data. Personal data is needed for the purpose of creating a personal income tax settlement and making the referral program payment. This settlement must be included in your tax declaration for other income that you are obliged to take into account in the annual tax return.
- In order to comply with data protection requirements, Exadel also provides the Candidate and the Recommender with the relevant data processing notifications, which constitutes the Appendix #2, Recommender’s personal data.
4. Eligibility of the Candidate
The Candidate must comply with the following to be eligible to take part in the Program:
- Acknowledges that he or she was referred by the Recommender;
- He/she was referred to an External Referral Program eligible position;
- Has not been referred by anyone else – in such case the first Referrer is considered to be the eligible Recommender;
- Has not been rejected by Exadel within the last 3 months for similar position before the referral is made;
- Must not, prior to his/her referral, submit the application himself/herself.
5.Non-eligible candidates
You will not be eligible for an external referral payment if the candidate you refer falls under any of the following categories:
- Self-referral: You are recommending yourself for the role (you cannot recommend yourself);
- Previously referred candidate: The candidate has already been referred by a current Exadel employee;
- Current applicant to Exadel: This includes individuals who have applied to Exadel within the last 3 months;
- Rejected candidate: The candidate has been was rejected in the last 6 months;
- Recent or current contractor, temporary worker, payrollee, or consultant;
- Former Exadel employee;
- Family member of a current Exadel employee;
- Candidates who do not meet the required qualifications or experience for the position;
- Candidates who have a conflict of interest with Exadel or its clients;
- Candidates who do not have the legal right to work in the country where the position is located;
- Candidates who have previously violated Exadel’s code of conduct or ethics policies.
Please note that referral payments will not be made for candidates who meet any of the above criteria.
6.Process to refer candidates
To refer candidates for potential positions at Exadel, please follow the steps outlined below:
- Submission Method: All candidate information must be submitted through the Exadel website at https://careers.exadel.com/referral-program/. Candidates recommended through any other means, without providing all the required information, or without proper identification, will not be eligible for the referral program.
- Required Information: To be eligible for an external referral bonus, you
must provide the following information at
the time of your initial submission:
- Name and contact information (phone number and email address);
- The full name of the potential candidate;
- The contact information of the potential candidate (phone number and email address);
- The requisition number(s) to which you are referring the potential candidate.
- Status Updates: The Exadel recruiter will communicate status updates on the candidate’s hiring process to the recommender via email.
- Candidate Data:
- CV Submission: If the candidate expresses interest in participating in the recruitment process, they are required to send their full CV to Exadel;
- Consent and Data Processing: Upon receiving a referral, Exadel will provide the candidate with information regarding the processing of their personal data. This information can be found in Appendix #2; Exadel will confirm the candidate’s interest in participating in the recruitment process and obtaining complete data;
- Unauthorized Data Submission: If it is discovered that a candidate’s data has been submitted without their knowledge and/or consent, Exadel will immediately cease processing the data for recruitment purposes.
- Multiple Recommendations: Recommenders are welcome to recommend more than one person for the program. Additionally, multiple candidates can be recommended for a single position.
7.Payment terms
- Exadel will process the external referral payment within 30 days after the successful Candidate completes the 3 months’ probation period, taking into account the below.
- Exadel shall pay a one-time external referral payment in the amount 347.000 HUF Gross for Middle position, 476.000 HUF Gross for Senior position and 549.000 HUF Gross for Lead position.
- The Recommender must provide the information necessary for the payment upon Exadel’s request. If the information is not provided within 30 days, the reward will expire. Exadel may require additional information to process the payment, and failure to provide such information may result in a delay or cancellation of the reward payment.
- The referral award for a particular successful Candidate is due on condition that the referred person continues the cooperation after three months of continuous work and that he/she is actively employed by Exadel at the time when the external referral bonus is to be paid.
- Once this condition is fulfilled and the information necessary for the payment is provided by the Recommender, the person is entitled to issue an appropriate document, e.g. a bill (if such a document is needed for the payment).
- In the event that the successful Candidate is absent during the first three months of his/her employment of civil contractual relationship for at least 10 working days for any reason, the eligibility period for the referral award will extend accordingly with the term of absence of the successful Candidate, unless Exadel decides otherwise.
- The gross referral award will be transferred within 30 days of meeting all the conditions in this Policy and the Recommender providing the details of the account to which it is to be transferred, in particular the bank account number, the name of the holder and, where applicable, the IBAN or SWIFT number.
- All referral reward amounts will be made in local national currency of the location of hire and are subject to applicable local taxes, where applicable. However, unless stipulated otherwise, it is the referrer’s responsibility to report this bonus to the relevant tax authority, if required. In other words, if any tax expense arises out of this bonus payment, the referrer/recipient is solely responsible to settle this without any further involvement from Exadel.
APPENDIX#1
CONSENT FORM
Thank you for your interest in working at Exadel Hungary Kft. (registered seat: 1051 Budapest, Széchenyi István tér 7-8.; registration number: 01 09 409926; hereinafter referred to as: “we”, “us”).
To contact you appropriately in connection with the recruitment process, we need the following personal data: your name, phone number and email address, the position you are referred to, your location and the level of your English proficiency. However, we need your explicit consent to process this personal data for the purpose of contacting you.
Before giving your consent, please read our privacy notice, accessible via the following link: Appendix #2.
By signing the present consent form, I declare that I have read and understood the Privacy Policy and I consent to the processing of my personal data for the purpose of being contacted by Exadel Hungary Kft. or its data processors.
Name: | ____________________________ |
Date and place: | ____________________________ |
Signature: | ____________________________ |
Appendix#2
Data privacy notice
on processing of Candidate’s personal data
1. What is the purpose of this Notice?
Your basic personal data has been provided to us by you in connection with the referral made by you for a position at Exadel Hungary Kft. (registered seat: 1051 Budapest, Széchenyi István tér 7-8.; Reg. No.: 01-09-409926; hereinafter: “Exadel” or “Company”) in the framework of Exadel’s External Referral Program.
Exadel qualifies as a “data controller” in the context of its processing the personal data of the persons making referrals in the External Referral Program. The objective of the Company is processing all such personal data in accordance with applicable data privacy laws and to ensure the protection of the rights of the data subjects in manner that is secure and free from discrimination.
The purpose of this privacy notice (“Notice”) is to help the persons making referral in the framework of the Company’s External Referral Program to understand what kind of personal data is collected, for what purpose and how such data is processed by the Company; further, also the rights of the Company and the recommenders in connection with such data processing.
2. What is “personal data” and “processing of personal data”?
The term “personal data”, as used in this Notice, is any piece of information that, either on its own or together with any other pieces of information, can be traced back to a living individual, and any other data that qualifies as personal data in accordance with the law applicable to the Company.
This Notice covers all personal data that is in any form considered processed under the relevant law in relation to you as a Recommender, including personal data that is kept, stored, collected, transferred, disclosed or otherwise handled.
3. What kind of personal data will Exadel process and with what purpose?
3.1 The Company will process personal data only for the purposes for which such data was collected, as set out below. The personal data will be stored and processed manually and with the help of electronic devices.
The Company has taken appropriate technical, administrative, physical and procedural protection measures for the protection of personal data in its use and possession in order to ensure that such personal data is protected against misuse, unauthorized access, publication, corruption, modification and destruction.
3.2 We collect the personal data below about you during the (i) implementation of the External Referral Program and – upon your confirmation to your participation in it and the consent to the respective data processing – (ii) the recruitment process.
- Information provided by the person referring you in respect of your participation in the External Referral Program, based on your consent: your full name, your contact information (phone number and email address), the position you are referred to, your English proficiency, and your location.
- Information provided in your curriculum vitae, application form, cover letter and during the interview process including: your name, date of birth, age, home address, personal email address, education, qualification and work experience details, and references.
- Information collected or created by us during the implementation of the External Referral Program and/or the recruitment process, including: level of experience established by Exadel, interview notes, test scores and correspondence between us.
- Background checks: we may carry out background checks as part of the recruitment process that may include checking information about criminal convictions or publicly available social media activity as necessary and relevant to the role.
3.3 We use your personal data for the following purposes:
- assess your referral under the External Referral Program and contact you, if you have consented to the respective data processing;
- upon your confirmation on taking part in it progress the recruitment process, assess and make a decision about your suitability for a role, to communicate with you and to carry out reference checks.
3.4 We will also use your information to comply with legal and regulatory requirements. Sources of personal data:
- In respect of your participation in the External Referral Program (a) your basic personal data is provided by the person referring you, (b) certain personal data may be provided by you;
- In the course of the recruitment process your personal data is either (a) provided by you; (b) obtained from third parties through the application and recruitment process; or (c) created by us in the course of the recruitment process.
3.5 We process your data on the following legal bases:
In respect of the External Referral Program: (1) we only process your personal data if you have given your consent for us order to contact you to know if you would like to take part in the External Referral Program and the hiring process, or (2) because we or a third party (i.e., the person who referred you) have legitimate interest in connection with the External Referral Program (among others, assess your recommendation, inform the person who referred you of the outcome of the hiring process, administer and pay out the referral bonus);
In respect of your hiring process: we will use the information collected from you because: (1) we need to process your information in order to comply with a legal or regulatory obligation; or (2) because we or a third party have a legitimate interest to: (a) ensure the effective administration and management of the recruitment process; (b) ensure we hire a suitable individual for a role; and (c) ascertain your fitness to work.
3.6 How we use special personal data:We do not use special personal data in respect of the implementation of the External Referral Program and/or during the recruitment process.
3.7 Information about criminal convictions: As part of the recruitment process, we may ask you for information in relation to criminal convictions AND/OR we carry out criminal background checks. We use this information and these checks to assess your suitability for a regulated role.
3.8 In case you do not provide us with your confirmation in respect of the participation in the External Referral Program, you cannot participate in it as a Candidate. Regarding the hiring process, we ask you to provide information only in case if we believe it is necessary. There is neither statutory, nor contractual obligation to provide personal data during the recruitment process. However, in case of insufficient information or if you do not provide the required personal data, we may not be in a position to process your application properly or at all. It could also happen that we may not be able to meet our legal obligations.
4. Persons having access to your personal data and information that we share:
Personal data will only be available to authorized employees holding a position that requires them to process personal data to perform their work (as specified in Schedule 1). These employees will only be granted access in accordance with the principle of “least privilege”, meaning that they will only have access to personal data that is strictly necessary for the purpose of the processing to perform their work.
Apart from them, we will only share your personal information with the following third parties for the purposes of processing your application: (1) the person who you referred, and (2) regulators and competent authorities, if necessary. We will also share personal data within our group for the purposes of administration, accounting and reporting purposes.
5. Retention of your personal data:
We will not store or process personal data for a period longer than necessary to fulfil the data processing purposes or as prescribed or allowed by applicable laws. Accordingly, when the purpose has been fulfilled in relation to a specific type of personal data, we will stop using the personal data for that purpose and, if the same data is not relevant for any other purpose, delete the relevant personal data as soon as reasonably possible. The same applies if you inform us that you have not agreed to participate in the Program and have not authorized the person referring you to refer you.
Accordingly, we will retain your personal information for the duration of the administration of the External Referral Program, the recruitment process and for the length of any applicable limitation period for claims which might be brought against us later, as applicable. If you are successful in applying for a position, your personal information will be retained for a further period, as set out within our Employee Privacy Notice.
6. Where your information will be held:
The transmission of your personal data will primarily take place within the territory of the European Union. In the event that personal data is transferred to a country which offers a lower level of protection for personal data than the protection ensured by authoritative data protection regulations in the European Union, then the Company shall, in accordance with the mandatory laws regarding data transmission, take all necessary measures in order to ensure that the data recipient undertakes the protection of personal data in accordance with the authoritative data protection regulations in the European Union.
7. Your rights:
You have several rights when it comes to your personal data. These rights are summarized below. Please note that, under applicable law, these rights may be qualified, for example, where your information is being used in legal proceedings. Please contact the Privacy Coordinator (as specified in Schedule 1) if you have any questions in this regard.
a) Right to access and rectification
You have the right to request access to the personal data relating to you. This includes the right to be informed
whether or not personal data about you is being processed, what personal data is being processed, and the purpose
of the processing. We do not have to provide your personal data if this would adversely affect the rights and
freedoms of others. You also have the right to rectify or add personal data if the personal data is inaccurate or
incomplete.
b) Right to erasure (“right to be forgotten”)
You have the right to request that your personal data be erased in certain cases, e.g., if the personal data is no
longer necessary for the purposes for which it was collected and no other legal grounds exist for continuing to
process such data, if the processing is unlawful, or the personal data has to be erased in order to enable the
Company to comply with a legal requirement. Please note that we could reject your request if the processing is
permitted or required according to law or any other relevant legal ground.
c) Right to object and restriction of processing
You are also entitled to object to certain processing or request that the processing of the personal data be
restricted such as if you believe the personal data may not be correct, if you believe the processing is unlawful,
or if you believe that Company no longer needs the personal data for the purposes stated in this Notice.
d) Right to data portability
You are also entitled to request that personal data about you that you yourself have provided, if such personal
data is being processed with your consent or in accordance with a contract between you and Company, be provided to
you in a structured, commonly-used and machine-readable format and you may also request that such personal data be
transmitted to another controller, if this is technically feasible.
e) How do I make use of my rights?
If you want to make a request in relation to the processing of your personal data, please contact the Privacy
Coordinator (as specified in Schedule 1). Please note that we will contact you and ask you to confirm your
identity to ensure that we do not disclose your personal data to any unauthorized person, and that we may ask you
to specify your request before we perform any actions.
8.What should I do if I have any complaints?
If you have any complaints about the way in which the personal data is being processed, or would like further information, please contact the Privacy Coordinator (please see Schedule 1). You can also make a complaint about the data processing to the relevant data privacy supervisory authority or, without prejudice to the aforementioned legal remedies, you are also entitled to seek judicial remedy. In the interests of achieving an efficient and fast resolution to the dispute, we ask you to submit your request of complaint first to the Company before turning to the authorities.
How will the Company act when receiving a request?
Once we have confirmed your identity, we will handle your request in relation to your personal data accordance with applicable laws. Please note that even if you object to certain processing of personal data, we may still continue this processing if permitted or required to do so by law, for example to enable us to fulfil legal requirements, administer the employment or fulfil obligations under a contract with you.
I have read and understood the above Notice in connection with the processing by the Company of my personal data.
Schedule 1
- Privacy Coordinator:
Name: Etelka Katona Contact details: +36 30 823 0784 - Positions authorized to process personal data:
Position: IT Department Position: HR Department Position: Recruitment Department - Supervisory Authority and contact details:
Nemzeti Adatvédelmi és Információszabadság Hatóságaddress: 1055 Budapest, Falk Miksa utca 9-11 P/O box: 1363 Budapest, Pf.: 9. phone: +36 (30) 683-5969; +36 (30) 549-6838; +36 (1) 391 1400 fax: +36 (1) 391-1410 e-mail: [email protected] homepage: http://www.naih.hu/
Please note that you can find further contact details of the national data privacy authorities inside of the EU under the following website.