1. Who we are

Backoffice solutions, UAB (“Backoffice”, “we”, “us”, “our”) is a private limited liability company registered in the Republic of Lithuania, company code 307630360, with its registered office at Švitrigailos g. 11K, LT-03228 Vilnius, Lithuania. We are the data controller for personal data processed in connection with our recruitment activities.

Contact details:

• Email: career@backoffice.lt
• Registered office: Švitrigailos g. 11K, LT-03228 Vilnius, Lithuania

We do not have a designated Data Protection Officer; any privacy-related requests should be sent to career@backoffice.lt.

2. Scope of this notice

This notice applies whenever you apply for a role at Backoffice, express interest in working with us, or otherwise share your personal data with us in a recruitment context. It explains what personal data we collect, why we collect it, how we use it, who we share it with, how long we keep it, and what rights you have over it under the General Data Protection Regulation ((EU) 2016/679, “GDPR”) and Lithuanian data protection law.

3. What personal data we collect

We collect and process the following categories of personal data:

• Identification and contact data: name, email address, phone number (if provided), and your general location or city
• Professional information: CV or résumé, cover letter, portfolio, LinkedIn or GitHub profile, links to personal websites, work history, skills, languages, professional qualifications, references
• Application content: anything you voluntarily include in your application, cover message, or correspondence with us
• Correspondence: emails, chat messages, and any other communications you have with us during the recruitment process
• Interview records: notes taken by the Backoffice team during interviews or evaluations; we do not record audio or video of interviews unless we explicitly ask for and receive your consent
• Work assignment results: the output of any practical tasks or assignments you complete as part of the process
• Technical metadata: if you submit an application through our website, basic metadata such as timestamps and the referring page may be processed to prevent abuse

We do not ask for and do not knowingly process special categories of personal data (racial or ethnic origin, political opinions, religious beliefs, health data, sexual orientation, biometric data, etc.). Please do not include such information in your application unless it is strictly relevant and you explicitly consent to us processing it.

4. Why we process your personal data

We process your personal data for the following purposes:

• To manage the recruitment process and communicate with you about it
• To assess your suitability for the role you applied for, or for other roles you may be a good fit for
• To make hiring decisions
• To maintain records of the recruitment process for legal and accountability purposes
• To contact you about future opportunities, where you have given us your consent to do so
• To defend ourselves against potential legal claims related to the recruitment process
• To improve our recruitment processes over time

5. Legal basis for processing

Under the GDPR, we rely on the following legal bases to process your personal data:

• Steps prior to entering into a contract (Article 6(1)(b) GDPR) — where you have applied for a role and we are considering whether to enter into an employment contract with you
• Legitimate interests (Article 6(1)(f) GDPR) — our legitimate interest in running an efficient recruitment process, assessing candidates, considering you for other relevant roles, and defending ourselves against legal claims. We have assessed that these interests are not overridden by your rights and freedoms
• Consent (Article 6(1)(a) GDPR) — where you have explicitly agreed that we may keep your details on file for future opportunities, or where consent is otherwise required by law. You may withdraw your consent at any time (see Section 10)
• Legal obligation (Article 6(1)(c) GDPR) — where we are required to process certain data to comply with Lithuanian or EU law

6. How we collect your personal data

We collect personal data about you from the following sources:

• Directly from you — through your application, CV, cover letter, interviews, and correspondence with our team
• From public professional sources — such as LinkedIn or your personal website, when relevant to assessing your application
• From referrals — if you are referred to us by a current or former colleague, and only to the extent that the referrer has your permission to share your details
• From your named references — only after you have provided their contact details and we have informed you that we will be contacting them

7. Who we share your personal data with

Your personal data is reviewed by the founders and any team members directly involved in the hiring process for the role you applied for. We do not sell, rent, or share your personal data with third parties, except with the service providers below, who act as data processors on our behalf:

• Vercel Inc. (USA) — hosts our careers website and provides privacy-friendly page view analytics. Submissions sent via the website pass through Vercel’s infrastructure only as long as necessary to deliver them
• Telegram FZ-LLC (United Arab Emirates) — we currently deliver application submissions to our internal hiring team through a private Telegram group chat. When you submit an application through our website, the contents of your application and any attached CV are transmitted to Telegram’s servers so that our team can review them
• Email service providers — if you contact us by email, your message is delivered and stored via standard email infrastructure
• Google Ireland Ltd. — for general business operations such as Google Workspace (email, drive, calendars)

All of our service providers are bound by contractual obligations to protect your personal data, to use it only for the purposes we instruct, and to implement appropriate security measures. We may also disclose your personal data to courts, law enforcement, or other public authorities where we are required to do so by law.

8. International transfers

Some of the service providers listed in Section 7 process personal data outside the European Economic Area (“EEA”):

• Vercel Inc. is based in the United States. Vercel is certified under the EU–US Data Privacy Framework, which provides an adequate level of protection for transfers of personal data from the EU to participating US organisations
• Telegram FZ-LLC is based in the United Arab Emirates. The UAE is not covered by a European Commission adequacy decision. Where personal data is transferred to Telegram, we rely on appropriate safeguards including Standard Contractual Clauses adopted by the European Commission, together with our own assessment of the transfer context and the nature of the data involved

By applying through our website, you acknowledge that your application will be transmitted to these providers as part of normal operation. You may contact us at career@backoffice.lt to request more information about the safeguards in place.

9. How long we keep your personal data

We keep your personal data only for as long as necessary to fulfil the purposes we collected it for, including to comply with legal, accounting, or reporting requirements.

• If you are hired — your recruitment data becomes part of your employee record and is retained in line with Lithuanian employment and archival legislation
• If you are not hired — we retain your application and related information for up to 12 months after the end of the recruitment process, so that we can consider you for similar roles and defend ourselves against any potential claims
• Future opportunities pool (consent-based) — if you give us your consent to keep your details on file for future roles, we will retain your information for up to 3 years from the date of consent, or until you withdraw that consent, whichever comes first

After these periods, your personal data is deleted from our active systems or anonymised.

10. Your rights

Under the GDPR, you have the following rights in relation to your personal data. These rights are not absolute and may be subject to conditions set out in data protection law:

• Right to be informed (Articles 13–14 GDPR) — the right to receive clear information about how we process your data; this notice fulfils that right
• Right of access (Article 15 GDPR) — the right to request a copy of the personal data we hold about you
• Right to rectification (Article 16 GDPR) — the right to ask us to correct inaccurate or incomplete data
• Right to erasure (Article 17 GDPR) — the right to ask us to delete your personal data, subject to our legal obligations
• Right to restriction (Article 18 GDPR) — the right to ask us to limit our processing in certain circumstances
• Right to data portability (Article 20 GDPR) — the right to receive your personal data in a structured, commonly used, machine-readable format where processing is based on consent or contract and carried out by automated means
• Right to object (Article 21 GDPR) — the right to object to processing based on our legitimate interests
• Right to withdraw consent (Article 7(3) GDPR) — where processing is based on consent, you can withdraw it at any time; this will not affect the lawfulness of processing carried out before withdrawal
• Right to lodge a complaint — you have the right to lodge a complaint with a supervisory authority (see Section 11)

To exercise any of these rights, please email career@backoffice.lt. We will respond to your request within one month of receiving it. This period may be extended by up to two further months in cases that are particularly complex, in which case we will inform you of the extension and the reasons for it.

We may need to ask you for additional information to confirm your identity before we act on a request. This is a security measure to make sure personal data is not disclosed to the wrong person.

11. Complaints

If you believe that we have processed your personal data unlawfully or have not adequately respected your rights, we would appreciate the chance to address your concerns directly. Please contact us at career@backoffice.lt.

You also have the right to lodge a complaint with a data protection supervisory authority. In Lithuania, the competent authority is:

State Data Protection Inspectorate (Valstybinė duomenų apsaugos inspekcija) L. Sapiegos g. 17, LT-10312 Vilnius Website: vdai.lrv.lt Email: ada@ada.lt

If you live or work in another EU/EEA country, you may also contact the data protection authority in your country of residence.

12. Security

We take reasonable technical and organisational measures to protect your personal data from unauthorised access, loss, alteration, or disclosure. These measures include:

• Transmission of data over encrypted connections (HTTPS, TLS)
• Access control and strong authentication on the systems and accounts used to review applications
• Limiting access to your personal data to the smallest group of people who need it to evaluate your application
• Regular review of our recruitment processes and the third parties involved

No security measure can guarantee absolute protection. If you believe your personal data may have been compromised, please contact us immediately at career@backoffice.lt.

13. Automated decision-making

We do not make hiring decisions based solely on automated processing. All recruitment decisions are made by humans on the Backoffice team. We do not currently use artificial intelligence or machine-learning tools to evaluate or rank applications.

If this changes in the future, we will update this notice and inform candidates in advance.

14. Changes to this notice

We may update this notice from time to time to reflect changes in our practices or legal requirements. When we do, we will update the “Last updated” date at the top of this page. If the changes are material, we will make a reasonable effort to notify affected candidates directly.

15. Contact us

For any questions about this notice, or about how we process your personal data in connection with recruitment, please contact:

Backoffice solutions, UAB Company code: 307630360 Švitrigailos g. 11K, LT-03228 Vilnius, Lithuania Email: career@backoffice.lt Website: backoffice.lt