Intellias Recruitment Privacy Notice

Typically, Intellias Global Limited is the company that is responsible for handling and processing your personal data under this notice. However, if you apply for a job with another company within Intellias group, that specific company will oversee your data. You may find the list of such companies and their details here.

This company operates as a data controller. Occasionally, its role may vary, but in any case, it retains responsibility for the data processing carried out by Intellias and other authorized persons. The specifics of this role will be outlined and explained in a more detailed privacy notice or another relevant document that pertains to you

In the course of our recruitment processes, we collect your personal data through a variety of methods. You can provide it directly to us, including through our website contact forms or by email. Additionally, we may obtain your data from third parties or other external sources

For example, if you apply for a job vacancy posted on our website, you may send us your CV. We may also gather recruitment data from external sources like LinkedIn, JustjoinIT or similar platforms where you have made your data publicly available. Occasionally, we may receive your data from third parties, including those who recommend you for potential employment. When we receive data from third parties, we take appropriate measures to inform you about the information provided.

Usually, you provide us with your data voluntarily. However, if you choose not to provide certain data, we might not be able to assess your application, and you might be excluded from the recruitment process.

For recruitment purposes, we collect and use the following data:

• Basic data. This refers to basic identification information, such as your full name and, where relevant and permitted by applicable law, citizenship, date of birth, gender, personal photo and similar details.
• Qualification data. This category covers information about your skills, education, work experience, areas of expertise, professional accomplishments, awards, certifications, previous employment history and other qualifications.
• Contact data. This category includes contact details that enable us to get in touch with you, including your phone number, email address, Skype ID, current city of residence and social media accounts like LinkedIn, JustjoinIT, or others.
• Your preferences. This category includes information regarding your preferences related to professional development, such as your desired position, salary expectations, career goals and other related data.
• Other data. This includes additional information that we collect, receive or generate for recruitment purposes and that is not covered above. It may include data from your CV, results of CV assessment, screening responses, matching scores or indicators and structured interview feedback generated or prepared with AI-assisted recruitment tools, hobbies and interests, publications, information regarding participation in Intellias corporate events, video and audio recordings of online meetings and interviews, CCTV footage, and other data required by applicable law for recruitment purposes.

Please note that we do not intentionally collect data concerning your health, racial or ethnic origin, political opinions, or religious and philosophical beliefs. Therefore, we ask you to not provide us with such data, as well as any other excessive data.

Whenever we collect and use your data, we try to ensure that such collection and use is performed exclusively for the legitimate purposes specified in this notice, and that the data is not used in a manner that is incompatible with such purposes.

The data outlined in this notice is only collected and processed for recruitment purposes. In addition, we may use your data for secondary purposes closely related to the mentioned above in circumstances where you would reasonably expect such use. To that extent, we may use such data in the following ways:

• Responding to your applications, queries and requests related to your recruitment.
• Conducting interviews with potential candidates.
• Identifying and evaluating candidates for potential employment, as well as for future roles that may become available.
• Using AI-assisted tools to support pre-screening, structure interview feedback, compare candidate information with vacancies, and support interview-integrity checks, including identifying potential unauthorized AI assistance.
• Maintaining job application, recruitment and hiring records.
• Conducting background checks, where permitted or required by applicable law.
• Complying with internal and external audit requirements, as well as for information security purposes.
• Holding corporate events within Intellias, such as seminars, workshops, courses and others.
• Ensuring compliance with recruitment legal requirements.

Intellias operates video surveillance systems that may view or record individuals at our business premises. Such systems may include CCTV (closed-circuit television) cameras or similar technology. We use these systems for legitimate security, access-control, health and safety, and incident-management purposes, as permitted by applicable law. However, if you visit our offices, for example, for an interview or participation in our corporate events, we may process your image captured on the video recordings. Usually, you may find our systems installed in the entry point, office reception or common places. The monitored areas are appropriately designated and the recordings are stored for the time necessary for operational purposes depending on local specifics.

There is always a clear and visible signage in place to make sure you are informed that CCTV or other surveillance technology is in use.

Where permitted by applicable law and, where required, with your consent, Intellias may record and/or transcribe HR and technical interviews to support a consistent, fair and high-quality recruitment process. Recordings may include audio and video materials, as well as automated speech-to-text transcriptions, and may be used by recruiters and hiring managers to review interview content and support hiring decisions.

Additionally, Intellias applies rules related to scam prevention, identity verification, and the use of AI-based tools during interviews and assessments to ensure a fair, transparent and secure recruitment process. These rules are set out in a separate Scam prevention and AI use policy.

As part of our recruitment process, Intellias may use AI-assisted tools to collect answers to pre-screening questions, structure interview feedback, and compare candidate information with available vacancies. Some tools may generate matching scores or indicators. A matching score may be used to determine which candidate profiles are shown to recruiters as potential matches. An interview-integrity tool may analyze an interview transcript and generate a probability indicator of potential unauthorized AI assistance.

These tools support, but do not replace, human review. They do not automatically reject candidates or make final hiring decisions. Recruiters and hiring professionals remain responsible for hiring decisions. Interview-integrity indicators are subject to human review and will not be used as the sole basis for rejecting or otherwise disadvantaging a candidate. The tools may process candidate-submitted information, CV content, candidate profile data stored in Intellias systems, screening comments, interviewer notes and interview transcripts.

Where you interact directly with an AI-assisted tool, we will make this clear at the point of interaction where required by applicable law.

Intellias collects and uses your personal data mentioned in this notice in compliance with applicable data protection laws and regulations. The collection and processing of your data are based on one or more of the following legal bases:

• Steps before entering into a contract. Where you apply for a role or otherwise ask us to consider you for employment or engagement, we may process your data where necessary to take steps at your request before entering into an employment or similar contract.
• Legal obligation. Processing of your data may be necessary to comply with applicable laws and regulations, requests, decisions or queries from governmental or other competent bodies, as well as other legal obligations to which Intellias is subject. For example, this may involve verifying your eligibility to work in the specific jurisdiction before your employment starts or other “right to work” checks.
• Legitimate interest. In certain cases, we may process your data where necessary for our legitimate interests, including managing recruitment, sourcing and matching candidates for current or future roles, maintaining recruitment records, improving recruitment processes, preventing or investigating fraud and security incidents, and establishing, exercising or defending legal claims. Where required, we assess whether these interests are overridden by your interests or fundamental rights and freedoms.
• Your consent. Where we rely on consent, we will ask for it for a specific purpose. You may withdraw your consent at any time without affecting the lawfulness of processing carried out before withdrawal. Consent is used only where appropriate under applicable law.

There may be other legal bases for processing your data, as permitted by applicable law.

We disclose and share your data as described in this notice with specific categories of recipients, including third parties.

Such categories of recipients include:

• Our affiliates and subsidiaries. Intellias is an international group of companies, and therefore we may disclose and share your data with our affiliates and subsidiaries to optimize and facilitate our business activities, as well as structure our processing procedures to comply with applicable laws and regulations. Also, your data may be disclosed and transferred to relevant third parties in case of acquisition of our company or merger with another company. The list of our affiliates and subsidiaries is here.
• Our service providers and partners. Intellias works with service providers and partners that support our recruitment and business operations, including recruitment platforms, providers of AI-assisted recruitment or transcription tools, hosting providers, and security service providers. They may process personal data only for the relevant services and subject to appropriate contractual and data-protection safeguards.
• Our personnel, independent contractors, agents and consultants. As a global business, Intellias requires the expertise of experienced specialists in different areas. These specialists may be engaged as part of our personnel, consultants, independent contractors or agents. We may delegate certain data processing operations to these specialists. Either way, such specialists act on our behalf and under our control regarding your data.
• Competent authorities and regulators. In certain situations, as required or permitted by applicable laws, we may disclose and share your data with competent authorities, courts, regulators and law enforcement agencies. This may be necessary to comply with legal proceedings, court orders, investigation procedures or other lawful processes. Such disclosure and sharing of data will always be carried out in accordance with the laws and regulations that govern Intellias’ operations.
• Our clients. Where relevant to a potential project or engagement, our clients may receive your CV or other necessary recruitment information to assess your suitability. We use anonymized or pseudonymized information where reasonably possible. Where identifiable personal data is shared, we do so only where permitted by applicable law and provide any required notice or obtain consent where required.
• Other recipients. We may also disclose and share your data with other recipients. However, we will ensure that there is a suitable legal basis for such disclosure or transfer. Where applicable, we will also notify you of, or obtain your consent for, such disclosure and transfer.

As part of our employee referral program, we may share limited status information about the recruitment process with the person who referred you where necessary to operate the program. We do not share detailed interview feedback, assessment results or reasons for hiring decisions unless this is permitted by applicable law and necessary for a specific purpose. Your data will otherwise be handled in accordance with this notice.

We collect and use your data in compliance with applicable laws and regulations, which grant you certain rights, such as:

• Right to withdraw your consent. If the processing of your data is based on your consent, you have the right to withdraw that consent at any time. You can withdraw your consent using the same or a similar method through which you provided it to us. For example, if you provided consent via email, you could withdraw it by contacting us through email. Anyway, it will be as easy to withdraw as to give your consent.
• Right of access. You have the right to obtain confirmation as to whether or not your data is being processed, and, where that is the case, access to your data and other related information. This includes details, such as the purposes of the processing, the categories of data involved, the source from which the data was collected, including whether it came from publicly accessible sources (if not provided by you), the duration for which your data will be stored, or the criteria used to determine this duration. You also have the right to receive other information depending on the applicable regulation.
• Right to rectification. You may request the correction of your inaccurate data. Taking into account the purposes of the processing, you have the right to have your incomplete data completed, including by providing a supplementary statement.
• Right to erasure. You have the right to ask us to delete or remove your data (right to be forgotten) where:
• The processing of such data is based on your consent and there’s no other legal ground for the processing, for example, the performance of a contract).
• If the data is no longer necessary for the purposes for which it was initially processed.
• The data has been unlawfully processed.
• You object to the processing of your data and there are no overriding legitimate grounds for the processing, or you object to the processing of data for direct marketing purposes.
• The data needs to be erased for compliance with applicable laws and regulations.
• The data has been collected in relation to the offer of services directly to a child.

Please note that the right to erasure is subject to limitations set out by applicable law.

• Right to restriction of processing. You may request to restrict the processing of your data if you contest its accuracy, or if the data is used unlawfully, you need it for legal reasons, provided we no longer need it for the purposes of the processing, or you object to processing.
• Right to data portability. Where applicable, if processing is based on your consent or on a contract and is carried out by automated means, you may have the right to receive personal data you provided to us in a structured, commonly used and machine-readable format and to transmit it to another controller, subject to applicable law.
• Right not to be subject to a decision based solely on automated processing. Where applicable, you have the right not to be subject to a decision based solely on automated processing, including profiling, that produces legal effects concerning you or similarly significantly affects you, unless an exception under applicable law applies. Where such processing is permitted, we will provide the safeguards required by applicable law, which may include human intervention, an opportunity to express your point of view and a right to contest the decision. Our current AI-assisted recruitment tools do not make final hiring decisions or automatically reject candidates.
• Right to lodge a complaint. You may lodge a complaint with a competent supervisory authority, including the UK Information Commissioner’s Office, Office of the Information and Data Protection Commissioner, other
  competent supervisory authority in the EEA member state or any other competent supervisory authority, depending on applicable law
• Right to object. You have the right to object, based on your specific circumstances, at any time to the processing of your personal data which is based on data processing in the public interest or exercising official authority vested in us, if any, or data processing based on a balance of interests, including profiling. You also have the right to object at any time to the processing of your data for direct marketing purposes, which includes profiling to the extent that it is related to such direct marketing.

Please note that these rights are not absolute and may be subject to conditions.

Intellias operates globally, so your personal data may be transferred to or accessed by our affiliates, service providers, partners, clients or personnel in countries outside the jurisdiction where you are located. Where required, we implement appropriate legal, technical, and organizational safeguards to protect your personal data during these transfers.

Intellias will only retain your data for as long as required to fulfil the purposes for which it was collected, as well as to comply with legal, regulatory or reporting obligations.

Generally, data collected during the recruitment process is retained for up to 2 years, unless applicable laws and regulations specify different retention periods. For example, certain jurisdictions may require data controllers to retain your data for a shorter period unless you provide explicit consent for a longer retention period. Conversely, if applicable laws mandate a longer retention period, we will ensure compliance with those requirements.

If your application for employment is successful, the data gathered during the recruitment process will be retained for the duration of your employment and beyond. In this case, the specific retention periods will be communicated to you in a new privacy notice.

To get more details on our retention policies, please click here.

We do not hire underage persons. Therefore, we never knowingly collect or otherwise process children’s data during  our recruitment processes.

On our website and other platforms under our control, we provide links to external websites and social media platforms.  It’s worth mentioning that we do not have control over the data processing practices of those websites or platforms. Therefore, we cannot take responsibility for how your data is collected and processed on those sites.

We encourage you to review the privacy policies of the respective websites and social media platforms for more detailed information on their data processing practices.

Should you have any questions, requests, concerns, or complaints regarding the processing of your data, or if you would like to request the deletion of your data from our databases, report a personal data breach, or discuss any other matter, please feel free to contact us using any of the contact methods listed below:

Intellias Global Limited

Address 204A, Tower Road, Sliema, SLM 1602, Malta

Email privacy@intellias.com

If you are based in the UK or wish to contact our UK representative, you can reach them using the following contact  details:

Digitally Inspired Ltd

Address 2 Bell Court, Leapale Lane, Guildford, England, GU1 4LY

Email privacy@intellias.com

Should you feel unsatisfied with our handling of your data, or about any complaint that you have made to us about processing of your data, you may escalate your complaint to a relevant supervisory authority depending on applicable jurisdiction or your location.