Recruitment Privacy Notice

NOTICE TO JOB APPLICANTS ON THE PROCESSING OF PERSONAL DATA – FODELE BEACH RESORT & THE SYNTOPIA HOTEL

 

The company under the corporate name “S. GIANNIKAKIS TOURISM ENTERPRISES S.A.”, with its registered office in Adelianos Kampos, 74100 Rethymnon, with Tax Identification Number (TIN) 094083440 (hereinafter the ‘Company’, ‘we’ or ‘us’), in its capacity as Controller, attaches particular importance to the protection of the personal data of job applicants.

This Notice (“Notice”) explains how the Company collects, uses, stores, and otherwise processes your personal data in the context of recruitment procedures for employment positions at Fodele Beach Resort and The Syntopia Hotel, as well as your rights under Regulation (EU) 2016/679 (the “General Data Protection Regulation” or “GDPR”) and the applicable Greek legislation on the protection of personal data.

This Notice applies regardless of how you submit your application, including through the Workable platform, job search websites, email, recruitment agencies, or directly to the Company.

  1. THE CONTROLLER

The Controller of your personal data is “S. GIANNIKAKIS TOURISM ENTERPRISES S.A.”, headquartered in Adelianos Kampos, 74100 Rethymnon, Greece, with TIN 094083440.

For any matters relating to the protection of your personal data, you may contact the Company’s Data Protection Officer (DPO) at: dpo@fodelebeach.gr.

  1. WHAT PERSONAL DATA WE COLLECT

Depending on the position for which you are applying and the stage of the recruitment process, we may collect and process the following categories of personal data:

2.1 Identification and contact details

  • full name;
  • contact details;
  • home address, where necessary;
  • telephone number;
  • email address;
  • nationality and/or details regarding the right to work in Greece, where required for the position concerned.

2.2 Professional and educational details

  • CV;
  • professional experience;
  • previous employment;
  • professional skills and qualifications;
  • education, training, certifications and professional licences;
  • language and other skills;
  • information you provide during interviews or other stages of the assessment process.

2.3 Information obtained during the recruitment process

We may process:

  • our communication with you;
  • notes and assessments from interviews;
  • the progress of your application;
  • information regarding your availability;
  • information necessary to assess your suitability for the position concerned.

2.4 Data from other sources

In certain cases, we may receive information about you from:

  • job search websites;
  • recruitment and selection agencies;
  • people who have recommended you as a candidate;
  • professional platforms, such as LinkedIn;
  • publicly available professional information from online sources;
  • other sources lawfully used for the purposes of recruiting and assessing candidates.
  1. PURPOSES FOR WHICH WE PROCESS YOUR PERSONAL DATA

The Company processes your personal data for the following purposes:

  1. to review and assess your application for the specific position for which you have applied;
  2. to communicate with you regarding your application and the recruitment process;
  3. to organize and conduct interviews and other stages of the assessment process;
  4. to communicate with you regarding the outcome of the recruitment process;
  5. to retain your personal data and CV for future recruitment purposes and, during the retention period, to assess your suitability for other or future available positions that match your qualifications, experience and skills, taking into account the seasonal operation of the hotels and recurring staffing needs;
  6. to protect and exercise its legal rights and legitimate interests, including the establishment, exercise or defence of legal claims;
  7. to comply with obligations imposed by applicable law.
  1. LEGAL BASIS FOR PROCESSING

The Company processes your personal data on the basis of one or more of the following legal grounds, depending on the specific purpose of the processing:

4.1 Legitimate interests – Article 6(1)(f) of the GDPR

For the purpose of reviewing and assessing your application, as well as retaining and reviewing your application details for future recruitment purposes, the Company relies on its legitimate interest in identifying, assessing, selecting and maintaining an appropriate pool of candidates to meet its current and future staffing needs.

This legitimate interest is particularly related to the seasonal operation of the hotels, recurring and changing staffing needs, and the need for effective planning and recruitment for future positions.

The retention of data for the above purpose is limited to the retention period specified in this Notice and is subject to the principles of necessity, proportionality, data minimization and storage limitation.

4.2 Legal obligation – Article 6(1)(c) of the GDPR

In certain cases, we may process your data in order to comply with obligations laid down by applicable legislation.

  1. SPECIAL CATEGORIES OF DATA

The Company does not require applicants to provide special categories of personal data, such as health data, genetic or biometric data, data revealing racial or ethnic origin, religious or philosophical beliefs, trade union membership, or data concerning an individual’s sex life or sexual orientation, unless their processing is permitted or required under applicable law and an appropriate legal basis exists.

  1. AUTOMATED PROCESSING

The Company uses the Workable platform to manage the recruitment process.

Depending on the features enabled by the Company, the platform may use automated tools to organise, search, match, or rank candidates based on criteria relevant to the specific job position.

The use of such tools does not mean that recruitment decisions are made solely by automated means. The final decision regarding the recruitment of a candidate is made by authorised representatives of the Company and includes human review and assessment.

Where, in a particular case, automated decision-making within the meaning of Article 22 of the GDPR is carried out, you will be provided with specific information regarding such processing, and the safeguards required under the GDPR will be applied.

  1. RECIPIENTS OF YOUR DATA

Your personal data may be disclosed, to the extent necessary, to the following categories of recipients:

  • authorised officers and employees of the Company involved in the recruitment process;
  • recruitment and staffing service providers;
  • Workable and its subcontractors, where applicable;
  • IT and technical support service providers;
  • legal, accounting or other professional advisers, where required;
  • public authorities or other bodies, where required by law.

Recipients are granted access only to the personal data that are necessary for the performance of their duties or the provision of their services and are bound by obligations of confidentiality and personal data protection.

  1. TRANSFERS OF PERSONAL DATA OUTSIDE THE EEA

In the context of the recruitment process, applicants’ personal data may be processed or made accessible in countries outside the European Economic Area (EEA), particularly in connection with the use of the Workable platform and the services provided by Workable’s authorised sub-processors.

The Company takes appropriate measures to ensure that any transfer of personal data outside the EEA is carried out in accordance with the requirements of the applicable data protection legislation and is subject to appropriate safeguards, as provided for under the GDPR.

  1. DATA RETENTION PERIOD

The Company applies the principle of storage limitation and does not retain your personal data for longer than is necessary for the purposes for which the data were collected.

Candidates’ personal data, including CVs and information relating to the assessment process, may be retained for a period of up to five (5) years from the completion of the relevant recruitment process or from the filling of the relevant position, whichever event marks the completion of the process. The five-year retention period is justified by the nature and seasonal nature of the hotels’ operations, as well as their recurring and changing staffing needs.

During this period, the Company may review candidates’ records and assess whether candidates who were not selected or were not available for a particular position or period may be suitable for another or future position, based on the qualifications, experience and skills they have provided.

The Company may conduct periodic reviews of the data retained in order to ensure that such data remain necessary, relevant and appropriate for the purposes for which they are retained.

Upon expiry of the five-year retention period, personal data will be deleted or securely destroyed, unless further retention is required or permitted by applicable law for a specific purpose.

Data may be retained for a longer period only where there is a specific lawful basis or a corresponding legal obligation.

  1. YOUR RIGHTS

Subject to the conditions and restrictions set out in the GDPR, you have the following rights:

Right of Access

You have the right to request access to the personal data we hold about you and to receive information regarding the processing of those data.

Right to Rectification

You have the right to request the rectification of inaccurate personal data and the completion of incomplete personal data.

Right to Erasure

You have the right to request the erasure of your personal data where the conditions set out in Article 17 of the GDPR are met.

Right to Restriction of Processing

You have the right to request the restriction of the processing of your personal data in the circumstances provided for in Article 18 of the GDPR.

Right to Object

Where processing is based on Article 6(1)(f) of the GDPR, you have the right to object to such processing on grounds relating to your particular situation.

The Company will cease processing your personal data unless it demonstrates compelling legitimate grounds for the processing which override your interests, rights and freedoms, or where the processing is necessary for the establishment, exercise or defence of legal claims.

Right to Data Portability

You have the right to data portability in the cases and subject to the conditions set out in Article 20 of the GDPR, in particular where the processing is based on your consent or on a contract and is carried out by automated means.

Right to Withdraw Consent

Where processing is based on your consent, you may withdraw your consent at any time. The withdrawal of consent shall not affect the lawfulness of any processing carried out prior to such withdrawal.

  1. HOW TO EXERCISE YOUR RIGHTS

To exercise any of the above rights, you may contact the Company’s Data Protection Officer (DPO) by email at: dpo@fodelebeach.gr.

When submitting your request, please provide, to the extent necessary:

  • your full name;
  • the right you wish to exercise;
  • the information or data to which your request relates;
  • any other information that may assist us in locating your data.

For security purposes, we may ask for additional information necessary to verify your identity. The Company will respond to your request without undue delay and, in any event, within one (1) month of receiving it. Where permitted under the GDPR, this period may be extended by up to a further two months, taking into account the complexity and number of requests.

  1. RIGHT TO LODGE A COMPLAINT

If you consider that the processing of your personal data infringes the GDPR or the applicable data protection legislation, you have the right to lodge a complaint with the competent supervisory authority. In Greece, the competent supervisory authority is the Hellenic Data Protection Authority (HDPA) – 1-3 Kifissias Ave., 115 23 Athens. Tel.: +30 210 6475600. Website: www.dpa.gr.

We recommend that, where possible, you first contact the Company or the DPO, so that we may review and seek to resolve your concerns.

  1. UPDATES TO THIS NOTICE

The Company may amend or update this Notice from time to time, particularly in the event of changes to its recruitment procedures, the systems it uses, or the applicable legislation. The version of the Notice in force from time to time will be made available to applicants through the Company’s appropriate communication channels.

Last updated: 23/09/2026

 

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