Let’s Talk
What you share stays between us. If your project needs it, we sign an NDA before you go into details.
Volodymyr Golembivs'kyi
Founder & CEO
Golem Agency is the trading name of Private Entrepreneur Volodymyr Golembivs’kyi. This notice explains what data we receive when you apply for a vacancy, send your CV to our talent pool or refer a candidate to us, how we use it and how long we keep it.
We collect only what we need to assess whether you are a fit for the role.
| Data controller | Private Entrepreneur Volodymyr Golembivs’kyi (trading as Golem Agency) |
|---|---|
| Registered address | 49A Dehtiarivska St., Kyiv 03113, Ukraine |
| Postal address | 17 Lvivska St., Kyiv 03115, Ukraine |
| Data requests | [email protected] |
| Vacancy questions | [email protected] |
| Where data is stored | Our HR system, hosted on a server in Poland (EU). Copies of applications sent through the website are kept in the hr@ mailbox (server in Poland) for up to 30 days |
From you — through the forms on our website, job boards (Djinni, DOU, robota.ua, LinkedIn) or email. Our partner universities also share our vacancies, but they do not pass your data to us: you apply yourself.
| Type of data | What exactly | Why | Legal basis |
|---|---|---|---|
| Contact details | Name, phone, email | Contacting you about the vacancy | Steps taken at your request before entering into a contract |
| CV and cover note | Experience, education, skills, languages, portfolio links and anything else you included | Assessing your fit with the vacancy requirements | Steps taken at your request before entering into a contract |
| Interviews | Interviewers’ notes | Comparing candidates and making a decision | Steps taken at your request before entering into a contract |
| Test task | Your solution and our assessment | Checking practical skills | Steps taken at your request before entering into a contract |
| Professional profiles | Public portfolio, LinkedIn, GitHub, Behance — via links in your CV or publicly available | Verifying the experience stated in your CV | Legitimate interest |
| References | Feedback from people whose contacts you provided | Verifying your experience | Your consent — we contact them only after asking you |
We do not ask for or process data about health, religion, political views, family status or other sensitive data. Please do not include it in your CV — we do not need it to assess you.
If you were not selected for a specific vacancy but your experience interests us, we may keep your CV to offer you another role in the future.
| How to join | Send your CV through the “Can’t find the right role?” form, or accept our offer by email after the selection is complete |
|---|---|
| Legal basis | Your consent |
| Period | 2 years from the date of consent. Before it ends, we will ask whether to keep your data; if we receive no reply, we will delete it |
| How to leave | Email [email protected] and we will delete your data |
If you refer someone you know, make sure they know about it and do not object. In our first contact, we will tell the candidate who gave us their details and link to this notice. If the candidate is not interested, we will delete their data.
We use the referrer’s data (name and contact details) only to communicate about that referral.
| Candidates we decided not to hire | Up to 30 days after we notify you of the decision |
|---|---|
| Application emails in the mailbox | Up to 30 days after receipt; after that, only in the HR system |
| Talent pool | 2 years from the date of consent, with the option to extend |
| Referred candidates who did not respond | Up to 30 days after the first contact |
| Candidates we start working with | Data moves to the personnel file and is kept as required by law |
When the period ends, we delete the data.
| Agency founder | All candidates |
|---|---|
| HR specialists | Candidates for vacancies they help recruit for. Work under a contract with a confidentiality obligation |
| Heads of departments | Only candidates for vacancies in their department, including team members in Poland and Germany |
| Job boards | Process the data you post on them under their own rules |
| Hosting and email provider (ukraine.com.ua) | Receiving forms and emails from the website |
| Interviewers | Candidates for vacancies in their department. |
We do not share candidate data with other companies or sell it.
Team members in Poland and Germany can access the HR system for their own vacancies. Email, the website and our HR system are hosted on a server in Poland. The EU provides a level of data protection no lower than Ukraine’s.
| HR system on our own server | Role-based access: everyone sees only their own vacancies | Two-factor authentication |
| Encrypted disks and backups | An NDA with every team member | Deletion when the retention period ends |
Decisions about candidates are made by people. We do not use automated screening or AI to assess CVs. If this changes, we will update this notice before we start.
| Right | What it means |
|---|---|
| Access | Find out what data we hold about you and get a copy |
| Rectification | Correct inaccurate or outdated data |
| Erasure | Ask us to delete your data, including leaving the talent pool |
| Restriction | Temporarily pause processing while we review your request |
| Portability | Receive your data in a machine-readable format |
| Objection | Object to the review of your professional profiles |
| Withdrawing consent | Withdraw consent to the talent pool or to contacting your references at any time |
| Complaint | Contact the Ukrainian Parliament Commissioner for Human Rights ([email protected]) or, if you are in the EU, the data protection authority in your country |
Write to [email protected]. We will reply within 30 days.
Age. We consider candidates aged 18 and over. If you are younger, please do not send us your data.
Other data. How we process the data of website visitors and clients is described in our Privacy Notice.
Applicable law. We process data under the Law of Ukraine “On Personal Data Protection” and, for candidates in the EU, also under the GDPR.
Changes. The effective date is shown at the top of this notice. We will announce material changes on the Careers page.