Ubiminds: Scale Distributed Engineering Teams In Brazil

1. Intro

Ubiminds (henceforward also called “Ubimind IT Services”, “Ubiminds”, “we”, “us” and/or “our”) operates this website as a key channel of information and communication with its users (“you” and “your”) about the company and the services it provides.

There are two main user types: (i) Brazilian IT Professionals (“Talent”, “Candidates”) who wish to offer their software development, engineering and other related skills and services (“Services”); and (ii) American Companies (“Clients”, “Customers”) who wish to hire these services through Ubiminds.

Brazilian IT Professionals go through extensive screening, testing and vetting processes, carried out by our tech recruiting team made up of seasoned psychologists, software engineers, software developers and other specialists of relevant experience level and training, before being put in contact with Recruiting, Product and Operation teams in American Companies for distributed/remote work.

This Privacy Policy signals the ways in which Personal and Professional Data Ubiminds receives from Brazilian IT Professionals and American Companies is acquired, handled and discarded. It describes differences among practices to each specific user type in the sections “Talent” and “Customers”, respectively.

2. Scope

This Privacy Policy sets out how Ubiminds collects, retains, and uses information, including professional and personal data (“Data”), about Talent, Clients, other Site visitors and individuals, including our vendors, partners, blog readers, and job applicants. This Privacy Policy also covers data that Ubiminds collects digitally through its social media channels and marketing automation, and in-person in events, meetups, conferences, trade shows and meetings.

3. Talent

3.1 Information collected by Ubiminds

Ubiminds collects information provided by you in forms submitted to our website, during phone interviews, video calls and other online messaging platforms. In order to do this, we request your authorization repeatedly upon each interaction.

This data is used in order to evaluate and match your specific skills, education and experience level to our customers’ expectations and needs. Sourcing, testing and vetting criteria include English and Portuguese language skills, behavioral competencies, domain-specific knowledge, technical abilities and competence.

These requirements are described in each specific job description, and, in this context, we might ask for personal data such as name, contact information, mailing and email address, work experience and education. We do not share information with third parties other than customers, and only to the extent of need-to-know basis.

We also use data collected automatically as described in the “Site visitors” section. In all these processes, we abide by American and Brazilian data handling and protection laws.

3.2 Data use and applications

Ubiminds always informs the intended use for the required information – no data will be used in a manner which is not consistent with its intended use, nor in disagreement with this Privacy Policy. Automatically generated data or information provided by you is used only to foster the agreed upon legitimate interests:

- Forwarding information regarding job applications, status of the recruiting process and/or tests;
- Analysing market fit regarding talent acquisition in order to increase traffic to our website and further our offers and service delivery;
- Complying with fiscal, legal and technical requirements, responding to both internal and external authorities.

We also collect further data in case of other assessments related to your application, such as interviews and technical tests. It is your personal choice of which information you wish to disclose in order to participate, but these often include qualifications, employment history, or salary expectations.

We support Talent and Customers in making the best informed decisions considering roles and processes, and therefore generate assessment notes on your suitability for the role based on the collected data. Also, we retain your contact details and resumé in order to contact you in case of future opportunities of work advancement.

If your application is successful, our Personnel team will be in touch to request information necessary to legal, fiscal and labor documentation in order for us to proceed with the hiring. These include identification documents such as registration or driver’s license, proof of address, photograph, signature and additional forms.

If you are hired, your professional data will be used as part of your employee record under our employee privacy policy, and partially shared with the Customer for which you will report to. Both Ubiminds and its clients are legally required to delete your data upon request, keeping only the basic identifiers necessary to avoid further unwanted processing.

4. Customers

4.1 Information collected by Ubiminds

Ubiminds mainly collects data provided voluntarily by representatives of prospective clients in forms submitted to our website, during phone interviews, video calls and other online messaging platforms. This information is complemented with automatically collected data regarding interactions with our channels and services. Please read the “Site Visitors” section below for more information.

On occasion, Ubiminds may also supplement our database with publicly available information from third-party databases or services.

4.2 Data use and applications

Ubiminds processes company and personal data necessary to provide services and respond to requests. The data you provide will only be used for the authorized reason for which it was provided, based upon legitimate interests:

- Forwarding information regarding job positions and candidates and status of the recruiting processes;
- Analysing market fit regarding customer acquisition in order to increase traffic to our website and customer success, furthering our offers and service delivery. Each marketing communication we send you contains “opt out” instructions.
- Complying with fiscal, legal and technical requirements, responding to both internal and external authorities.

We do not share this with other parties, unless legally required to do so, in answer to requests from public and government authorities.

5. Site Visitors

When you interact with Ubiminds through our website, blogs, emails and other points of contact, we and service providers acting on our behalf will automatically collect information about you through cookies (small text files placed on your device) and other technologies.

As a visitor to our website, campaign landing pages or blogs, our servers record information (“log data”), including information that your browser automatically sends whenever you visit the site. This log data includes your Internet Protocol (“IP”) address, browser type and settings, the date and time of your request.

Our legal basis for the use of this automatically generated information is that:

- It is necessary for the purpose of maintaining the safe operation of our site;
- It allows us to learn how visitors interact with our site to improve its use.

6. Events

We may collect data from you when you attend one of our events or those of our business partners, such as meetups, conferences and trade shows. We only collect information you voluntarily give us (such as your business card or contact details) in order to develop a business relationship and in a manner consistent with the purpose you gave the information for.

7. Disclosure of data and information

Ubiminds is not in the business of selling your information. There are, however, certain circumstances in which we may share your Personal Data with certain third parties, as set forth below:

7.1 Business Transfers

As we develop our business, we might sell or buy businesses or assets. In the event of a corporate sale, merger, reorganization, dissolution or similar event, your information may be part of the transferred assets.

7.2 Legal Requirements

Ubiminds may disclose your Personal Data if required to do so by law or in the good faith belief that such action is necessary to either:

- comply with legal and regulatory obligations;
- protect and defend our rights or property of Ubiminds and against legal liability;
- act to protect the safety and privacy of users.

7.3 Your choices

You can use the website without providing any personal data, however, you may not have access to some tools, resources or services.

Also, our site, blogs, landing pages and social media channels contain links to other websites not operated or controlled by Ubiminds, and therefore not endorsed by us. The information that you share with third party sites are governed by the specific privacy policies and terms of service of each specific site. We suggest contacting those sites directly for information on their privacy practices and policies.

7.4 Data security

Ubiminds takes reasonable and appropriate steps to protect data and information provided against loss, misuse, and unauthorized access, disclosure, alteration, or destruction. However, there are always risks and you should choose carefully what information you send to us in this way.

8. Policy updates

Ubiminds reserves the right to update or modify this Privacy Policy at any time and from time to time without prior notice, unless otherwise required by the applicable law. Please review it periodically. Your continued use of our marketing or recruiting channels indicate your agreement with the terms of such revised Privacy Policy, without prejudice to your rights under the applicable law.

8.1 Contacting Ubiminds

Please contact us if you have any questions about Ubiminds’s Privacy Policy or the information practices of this Site. You can reach us by phone at +1 (646) 480 0560 or by email email at ubiminds@ubiminds.com or by post at Ubimind IT Services, SC 401, 4150 - A-03 • Florianópolis • SC, BRAZIL.
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