Terms and Conditions for Referral Program

The following document is applied to general rules of Exadel External Referral Program. To see the terms and conditions for a specific country, please refer to the following pages:

This document presents the terms and conditions of the Exadel External Referral Program, which is carried out in Poland. The aim of the program is to provide a reward to those who refer 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 Polish residents or legally located in Poland. Before submitting a referral to Exadel, you should be ensured that you have the consent of referred individuals to share their personal data with Exadel for further communication and prior evaluation of the candidate. 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 of Exadel and who has given his/her approval for participating in the External Referral Program. Data controller and Program Owner: Data controller of your personal data and program owner is Exadel Poland SP Z O O Warszawa, 00-688, Emilii Plater 28 (“Exadel”). Processor: Exadel Inc. provides software tools (website, Greenhouse) for Referral Program and is headquartered in 1340 Treat Blvd., Suite 375, Walnut Creek CA 94597. All personal data of participants shall be processed in accordance with our Privacy Policy.

1. Scope of the External Referral Program

  1. The range of positions at Exadel covered by the External Referral Program includes technical positions only (including Software Engineer, Software Tester Automatic).
  2. The External Referral Program does not cover non-tech positions (including Software Tester Manual, PMs, BAs).
  3. 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 notice of open positions. Any decision in this respect shall rest with Exadel.
  4. The External Referral Program covers candidates starting from Middle-level contributors. The Program does not cover the Associate-Level Candidates (junior level).
  5. The determining factors for the award are: the position that the candidate is ultimately hired on and the level of experience established during the recruitment process – regardless of the level of experience originally declared, and the position originally applied at.
  6. The Referral Program covers positions regardless of the form of employment associated with them(employment contract, civil law contract).
  7. Referrals are valid for 3 months from the date of submission.

2. Objective

The External Referral program offers a one-time referral payment to persons unaffiliated with Exadel, to help Exadel attract, hire, and retain the very best talent.

3. Eligibility

  1. Referral awards can be granted to any Recommender who meets the conditions described in this Policy.
  2. Recommender and Candidate must be Polish residents or legally located in Poland.
  3. 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.
  4. Minors or other persons who do not have full legal capacity cannot be Recommenders.
  5. Staffing/recruiting agencies or recruitment consultants are not eligible to participate in the Program.
  6. Exadel reserves the right to exclude from the program any person who sends the candidate’s data without his/her knowledge or consent or otherwise violates these Terms and Conditions – and to prohibit such a person from receiving the award.
  7. After your Candidate has successfully passed the probationary period, you will be asked to fill out a questionnaire with your 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. PIT settlement will be delivered before 31st January to an address you provided in a questionnaire.
  8. In order to lawfully process the information, including Referrer’s personal data, provided by the Recommender, Exadel also provides the Candidate with the relevant data processing clause, which constitutes the website form and Appendix #1.

4. 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 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.

5. Process to refer candidates

To refer candidates for potential positions at Exadel, please follow the steps outlined below:

  1. Submission Method: All candidate information must be submitted through the Exadel website. Candidates recommended through any other means, without providing all the required information, or without proper identification, will not be eligible for the referral program.
  2. Required Information: To be eligible for an external referral bonus, you must provide the following information at the time of your initial submission:
    1. Your name and contact information (phone number and email address);
    2. The full name of the potential candidate;
    3. The contact information of the potential candidate (phone number and email address);
    4. The requisition number(s) to which you are referring the potential candidate.
  3. Status Updates: The Exadel recruiter will communicate status updates on the candidate’s hiring process to the recommender via email.
  4. Candidate Data:
    1. CV Submission: If the candidate expresses interest in participating in the recruitment process, they are required to send their full CV to Exadel;
    2. 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 #1. Exadel will confirm the candidate’s interest in participating in the recruitment process and obtaining complete data;
    3. 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.
  5. Multiple Recommendations: Recommenders are welcome to recommend more than one person for the program. Additionally, multiple candidates can be recommended for a single position.

6. Payment terms

  1. Exadel will process the external referral bonus within 30 days after the referred employee completes the 3 month probation period.
  2. Exadel shall pay a one-time external referral payment in the amount 4000 PLN Gross for Middle position, 5500 PLN Gross for Senior position and 6500 PLN Gross for Lead position.
  3. To be eligible for participation in the program, the referred candidate must meet the following criteria:
    1. Acknowledge that they were referred by the recommender;
    2. Be hired for a position eligible for the external referral program;
    3. Not have been previously referred by anyone else. The first referrer will be considered the eligible recommender;
    4. Not have been rejected by Exadel within the last 3 months prior to the referral;
    5. Not have submitted an application for the position themselves prior to the referral;
    6. Be actively employed by Exadel at the time the external referral bonus is to be paid.
  4. The recommender must complete the form provided in Recommender’s personal data within 30 days of the request. Failure to provide the required information within this timeframe may result in the expiration of the referral award. Exadel may request additional information for payment processing, and failure to provide such information may cause a delay or cancellation of the reward payment.
  5. The referral award for a specific candidate will be granted once the referred person completes three months of continuous work. Upon fulfilling this condition and submitting the signed questionnaire in Recommender’s personal data, the recommender is entitled to receive their award.
  6. If the referred person is absent for at least 10 working days during the probation period, the probation period will be extended by the duration of their absence, unless Exadel decides otherwise.
  7. The referral award will be transferred to the recommender within 30 days after meeting the conditions outlined in § 6. The recommender must provide the account details for the transfer, including the bank account number, the name of the holder, and, if applicable, the IBAN or SWIFT number.
  8. The Recommender shall be provided a relevant tax return for the year in which indicate the referral award. The Recommender who made an external referral is fully responsible for the filing of any other relevant tax documentation, as well as the payment of tax for the award received based on the Referral Program.
  9. 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 it without any further involvement from Exadel.

Appendix #1

Information clause on processing of Candidate’s personal data

Your basic personal data has been provided to us by the person who referred you for a position at Exadel Poland sp. z o.o. and who confirmed that you are interested in such a candidacy. The scope of the Candidate’s personal data shared with us is:

  • name and surname;
  • email address;
  • English level;
  • Location;
  • Linkedin account (optional);
  • Phone number (optional).

Information clause: According to the art. 13 paragraph 1 and 2 of the General data protection regulation (GDPR) we inform that: Data controller: Data controller of your personal data is Exadel Poland SP Z O O Warszawa, 00-688, Emilii Plater 28 tel. +48 22 630 32 30. Processor: Exadel Inc. provides software tools (website, Greenhouse) for Referral Program and is headquartered in 1340 Treat Blvd., Suite 375, Walnut Creek CA 94597. Purposes and legal basis of processing: Your data will be processed in order to concluding the employment contract (art. 6 point 1 letter b of the General Data Protection Regulation) during recruitment and all information about processing personal data will be provided for candidate at the first contact with him.