Recruitment Privacy Notice for Applicants and Candidates
Version date: 3 June 2026
Thank you for your interest in job opportunities at QuoIntelligence.
This Recruitment Privacy Notice explains how QuoIntelligence processes personal data in connection with applications, recruitment, candidate assessments, interviews, candidate pools, reference checks, background checks and onboarding preparation.
This notice applies to recruitment activities carried out by QuoIntelligence GmbH, QuoIntelligence SRL and QuoIntelligence Spain SLU, together referred to as “QuoIntelligence”, “we”, “us” or “our”.
Our employer branding, careers site and applicant tracking system are managed centrally. Further information on the processing of personal data in connection with our careers site, cookies and applicant tracking system is provided in our Careers Site Privacy Policy.
1. Who is responsible for your personal data?
QuoIntelligence GmbH, QuoIntelligence SRL and QuoIntelligence Spain SLU act as joint controllers for the recruitment processing described in this Recruitment Privacy Notice, where they jointly determine the purposes and means of processing.
The relevant hiring entity is responsible for decisions relating to the specific role and the potential employment relationship. QuoIntelligence GmbH provides central recruitment infrastructure and support services for the QuoIntelligence group, including the applicant tracking system, careers site and related recruitment processes.
QuoIntelligence GmbH acts as the primary contact point for candidates and data subjects. This does not affect your right to contact any other QuoIntelligence entity or to exercise your rights against any of the joint controllers.
Joint controllers:
QuoIntelligence GmbH
Sebastian-Kneipp-Straße 41
60439 Frankfurt am Main
Germany
QuoIntelligence Spain SLU
c/Violeta 42
28860 Paracuellos de Jarama
Spain
QuoIntelligence SRL
Via Chieti 6
00161 Roma
Italy
Data Protection Officer:
[email protected]
2. Scope of this Recruitment Privacy Notice
This Recruitment Privacy Notice applies if:
- you apply for a position with QuoIntelligence;
- you create a candidate profile with us;
- you join our candidate pool or talent pool;
- we contact you about a potential role;
- you are referred to us by an employee, partner or recruitment service provider;
- you participate in interviews, assessments, tests or reference checks;
- you are selected for onboarding; or
- you are named as a reference by a candidate.
This notice does not replace our employee privacy notices, which apply after a candidate has been hired and employee data is processed in our HR systems.
3. What personal data do we process?
Depending on the recruitment process and the role, we may process the following categories of personal data:
Identification and contact details
Name, address, email address, telephone number, country of residence and similar contact information.
Application data
CV, cover letter, work experience, education, qualifications, certificates, work samples, portfolio links, salary expectations, availability, notice periods and other information included in your application.
Recruitment process data
Interview notes, feedback, evaluation results, assessment results, test results, recruitment status, communication with you, internal comments, hiring team feedback and decision documentation.
Candidate profile data
Information you provide in your candidate profile, candidate pool preferences, job interests, communication preferences and profile updates.
Public professional profile data
Information from publicly available professional sources, such as LinkedIn, professional websites, employer websites or other public sources related to your professional background.
Referral and reference data
Information provided by employees, partners, recruitment service providers or references, including information about your professional relationship with the reference provider and feedback about your suitability for a role.
Interview, meeting and communication data
Emails, messages, calendar invitations, interview recordings where applicable, transcripts, AI-generated interview notes or summaries, video interview data and related communication metadata.
Assessment and test data
Information generated through recruitment tests and assessments, including test answers, results, scores, reviewer comments and evaluation outcomes.
Background and pre-employment check data
Where legally permitted and relevant to the role, we may process information required for reference checks, background checks or other pre-employment checks. The exact scope depends on the role and the applicable legal requirements. We do not conduct criminal background checks unless permitted by applicable law and necessary for the relevant role.
Technical and system data
Log data, device information, access data and usage information generated when you use our recruitment systems or careers site.
Onboarding and employment preparation data
If you are selected for employment, we may process data required to prepare your onboarding and employment contract, such as employment details, role information, start date, work location, contact details and documents required for onboarding.
We ask you not to provide sensitive personal data, such as health data, religious beliefs, political opinions or trade union membership, unless this is specifically required for the role or legally necessary. If you voluntarily include such information in your application documents, we may process it only to the extent necessary for the recruitment process or as otherwise permitted by applicable law.
4. Where do we receive your personal data from?
We may receive personal data from the following sources:
Directly from you
For example, when you apply for a role, create a profile, upload documents, complete assessments, communicate with us or participate in interviews.
From our careers site and applicant tracking system
For example, when you submit an application, manage your candidate profile or interact with recruitment-related features.
From recruitment service providers
For example, recruitment agencies, sourcing partners, assessment providers, background check providers or reference check providers.
From employees, partners or referrers
For example, when someone recommends you for a role.
From your references
If you provide references, we may contact them and process information they provide about you.
From publicly available professional sources
For example, LinkedIn, public professional profiles, company websites or other sources related to your professional background.
Data we create during the recruitment process
For example, interview notes, assessments, evaluations, hiring team feedback, candidate status and decision documentation.
If we obtain your personal data from third parties or public sources, we will inform you about the processing at the latest when we first contact you, unless an exception under applicable data protection law applies.
5. For what purposes, on what legal bases and for how long do we process
your personal data?
We process personal data for the purposes set out below.
5.1 Processing and assessing applications
We process your personal data to receive, review and assess your application, communicate with you, conduct interviews, evaluate your suitability and decide whether to enter into an employment relationship with you.
For applications to QuoIntelligence GmbH, the legal basis is § 26(1) BDSG in conjunction with Art. 6(1)(b) GDPR. For applications to QuoIntelligence Spain SLU or QuoIntelligence SRL, the legal basis is Art. 6(1)(b) GDPR in conjunction with applicable local employment and data protection laws.
If your application is unsuccessful, withdrawn or removed from a specific role, we generally delete your application data no later than six months after completion of the recruitment process, unless a longer retention period is required or permitted by law, for example for the establishment, exercise or defence of legal claims.
5.2 Candidate pool and future vacancies
If you choose to join our candidate pool or talent pool, we process your candidate profile, application data, contact details, communication data, preferences and recruitment history in order to consider you for future vacancies and contact you about suitable opportunities.
The legal basis is your consent, Art. 6(1)(a) GDPR and, where applicable in Germany, § 26(2) BDSG.
You may withdraw your consent at any time without affecting the lawfulness of processing carried out before withdrawal. Withdrawing consent will not negatively affect any current or future application.
We retain candidate pool data for up to 12 months from your consent or your last meaningful interaction with us, unless you withdraw your consent earlier. Before this period expires, we may ask whether you would like to remain in the candidate pool.
5.3 Active sourcing and referrals
We may process limited professional profile information, contact details, source information and communication data to assess whether your profile may be relevant for a current or future vacancy and to contact you.
The legal basis is our legitimate interest in identifying and recruiting suitable candidates, Art. 6(1)(f) GDPR.
If you are not interested, we delete your data unless we have another lawful basis to retain it. If you do not respond, we generally delete your data no later than three months after our last contact attempt, unless a longer retention period is justified in the individual case.
5.4 Candidate assessments and tests
We may ask you to complete recruitment-related tests or assessments, for example skills tests, role-specific exercises or other evaluation tasks. We use Vervoe for candidate assessments and tests.
We use assessment and test results to evaluate your suitability for the relevant role. Vervoe is used as a test platform. We do not use Vervoe to make recruitment decisions based solely on automated processing.
The legal basis is the necessity to assess your application and decide whether to enter into an employment relationship with you, Art. 6(1)(b) GDPR and, for applications to QuoIntelligence GmbH, § 26(1) BDSG. Where participation in a specific assessment is optional or requires consent under applicable law, we will ask for your consent separately.
Assessment data is retained as part of your application data and deleted in accordance with the retention periods applicable to your application, unless a longer retention period is required or permitted by law.
5.5 Interviews, video interviews and interview notes
We may conduct interviews by video conference or other communication tools. We use Microsoft services to provide video interviewing capabilities.
We may use Metaview for AI-supported interview transcription and interview note-taking. This may include transcription of interview content and the generation of interview notes or summaries to support the recruitment process.
Metaview is used to support human interviewers and hiring teams. We do not make recruitment decisions based solely on AI-generated transcripts, notes or summaries. Any interview notes, summaries or outputs are subject to meaningful human review.
The legal basis is the necessity to assess your application and decide whether to enter into an employment relationship with you, Art. 6(1)(b) GDPR and, for applications to QuoIntelligence GmbH, § 26(1) BDSG.
Where an interview is recorded, we will ask for your prior consent. Providing consent is voluntary, and refusing consent will not negatively affect your application. If you do not consent, we will conduct the interview without recording.
Interview recordings are deleted no later than 30 days after the interview or once the evaluation has been completed, whichever occurs first. Interview notes, transcripts and summaries are retained as part of your application data and deleted in accordance with the retention periods applicable to your application, unless a longer retention period is required or permitted by law.
5.6 Reference checks and background checks
Where relevant for a role, we may conduct reference checks and, where legally permitted, background checks or other pre-employment checks. We may use Veremark for reference checking and background checks.
The exact scope of checks depends on the role and the applicable legal requirements. We will provide additional information before conducting a specific check where required by law or where the scope of the check is not already clear from this notice.
We conduct background checks only where required or permitted by applicable law, only for roles for which such checks are necessary, and generally only at a late stage of the recruitment process. We do not conduct criminal background checks unless permitted by applicable law and necessary for the relevant role.
The legal basis depends on the specific check and role. It may be the necessity to decide whether to enter into an employment relationship, Art. 6(1)(b) GDPR and, for applications to QuoIntelligence GmbH, § 26(1) BDSG; our legitimate interest in verifying suitability and integrity for specific roles, Art. 6(1)(f) GDPR; compliance with legal obligations, Art. 6(1)(c) GDPR; or your consent, where required by applicable law.
Reference and background check data is retained only for as long as necessary for the relevant recruitment or legal purpose and in accordance with applicable law.
5.7 Recruitment communication and candidate experience surveys
We process your contact details and communication data to communicate with you about your application, interviews, assessments, candidate status and recruitment process.
We may also contact you to ask for participation in recruitment-related surveys, for example to improve our recruitment process and candidate experience.
The legal basis for recruitment communication is the necessity to process your application, Art. 6(1)(b) GDPR and, for applications to QuoIntelligence GmbH, § 26(1) BDSG.
The legal basis for recruitment-related surveys is our legitimate interest in improving our recruitment process, Art. 6(1)(f) GDPR, unless consent is required in the specific case.
Survey responses are retained only for as long as necessary for evaluation purposes and are anonymised or deleted where they are no longer needed in identifiable form.
5.8 Onboarding preparation and transfer to HR systems
If you are selected for employment, we may process personal data required to prepare your employment contract, onboarding and the start of your employment.
When hired, relevant applicant data may be transferred from our applicant tracking system, Teamtailor, to our HR Information System, Factorial, and other onboarding-related systems, such as Mula, where necessary for onboarding and employment administration.
The legal basis is the necessity to take steps prior to entering into an employment contract and to prepare the employment relationship, Art. 6(1)(b) GDPR and, for QuoIntelligence GmbH, § 26(1) BDSG. In some cases, processing may also be necessary to comply with legal obligations, Art. 6(1)(c) GDPR.
After you are hired, processing of your personal data as an employee will be governed by the applicable employee privacy notice and internal data protection rules.
Candidate profiles in Teamtailor are removed automatically no later than 12 months after candidates are hired, unless a longer retention period is required or permitted by law. Data transferred to HR systems is retained in accordance with the applicable employee retention rules.
5.9 Legal claims and compliance obligations
We may process personal data where necessary to establish, exercise or defend legal claims, to comply with legal obligations or to respond to lawful requests from authorities.
The legal basis is our legitimate interest in protecting our rights, Art. 6(1)(f) GDPR, or compliance with legal obligations, Art. 6(1)(c) GDPR, as applicable.
We retain the relevant data for as long as necessary for the respective legal purpose.
6. Who has access to your personal data?
Access to your personal data is limited to persons and entities that need the data for recruitment or related purposes.
This may include:
- the relevant hiring team;
- the People Team;
- responsible managers;
- interviewers;
- relevant business departments;
- group companies involved in the recruitment process;
- service providers acting on our behalf;
- legal, compliance or security personnel where necessary; and
- authorities or courts where legally required.
The responsible persons involved in the recruitment process may belong to different QuoIntelligence entities. For this reason, your personal data may be shared between QuoIntelligence GmbH, QuoIntelligence SRL and QuoIntelligence Spain SLU where necessary for recruitment, group-wide People Team support, candidate evaluation or hiring decisions.
All persons involved in the recruitment process are required to treat candidate data confidentially.
7. Which service providers do we use?
We use service providers to support our recruitment and HR processes. Where these providers process personal data on our behalf, they act as processors and are bound by data processing agreements in accordance with Art. 28 GDPR.
We may use the following providers, depending on the recruitment process:
Teamtailor AB, Sweden
Applicant tracking system, careers site, candidate profiles, recruitment workflows and candidate pool. We use Teamtailor’s EU region.
Vervoe Pty Ltd, Australia
Candidate assessments and tests. Vervoe is used as a test platform.
Veremark Ltd, United Kingdom
Reference checking and, where applicable and legally permitted, background checks.
Metaview Global Limited, United Kingdom
AI-supported interview transcription, interview note-taking and interview summaries.
Microsoft Ireland Operations Ltd, Ireland
Video interviews, communication, collaboration and related recruitment functionality.
Everyday Software SL, trading as Factorial, Spain
HR Information System, onboarding and employee records after hiring.
Mula GmbH, Germany
Onboarding materials and onboarding-related support.
Workleap Platform Inc., United States
Employee engagement measurement. This provider is generally relevant after hiring and not for all recruitment processes.
We may also use additional service providers where necessary for recruitment, IT security, hosting, communication, administration, legal support or compliance.
Where a provider is used only after you are hired, the processing may be governed primarily by the applicable employee privacy notice.
8. International data transfers
We strive to process personal data within the EU/EEA where possible.
However, some service providers or their sub-processors may process personal data outside the EU/EEA, for example in the United Kingdom, the United States, Australia or other countries.
Where personal data is transferred outside the EU/EEA, we ensure that appropriate safeguards are in place in accordance with the GDPR. These may include:
- an adequacy decision by the European Commission;
- the EU Standard Contractual Clauses;
- the EU-US Data Privacy Framework, where applicable;
- supplementary technical and organisational measures where required; or
- another transfer mechanism permitted by applicable data protection law.
You can contact us for more information about the safeguards used for specific transfers.
9. Automated decision-making and AI-supported tools
We do not make recruitment decisions based solely on automated processing, including profiling.
We do not use automated systems to reject candidates without meaningful human review.
Where we use digital tools, assessments, AI-supported transcription, AI-generated interview notes or other recruitment support tools, these tools are used to support the recruitment process. Final recruitment decisions are made by human reviewers.
10. How long do we keep your personal data?
The retention periods applicable to specific processing purposes are described in Section 5 above.
As a general rule:
- application data for unsuccessful, withdrawn or removed candidates is deleted no later than six months after completion of the relevant recruitment process;
- candidate pool data is retained for up to 12 months from consent or last meaningful interaction, unless consent is withdrawn earlier;
- interview recordings are deleted no later than 30 days after the interview or once the evaluation has been completed, whichever occurs first;
- candidate profiles in Teamtailor for hired candidates are removed automatically no later than 12 months after hiring;
- employee data transferred to HR systems is retained in accordance with employee retention rules;
- data required for legal claims or legal obligations may be retained for as long as necessary for that purpose.
After expiry of the applicable retention period, we delete or anonymise the relevant personal data.
11. Your rights
Subject to the conditions set out in applicable data protection law, you have the following rights:
Right of access
You have the right to request information about whether we process personal data about you and to receive a copy of that data.
Right to rectification
You have the right to request correction of inaccurate personal data and completion of incomplete personal data.
Right to erasure
You have the right to request deletion of your personal data where the legal requirements are met.
Right to restriction of processing
You have the right to request that we restrict the processing of your personal data where the legal requirements are met.
Right to object
You have the right to object to processing based on legitimate interests, Art. 6(1)(f) GDPR, on grounds relating to your particular situation.
Right to withdraw consent
Where processing is based on consent, you have the right to withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.
Right to data portability
Where the legal requirements are met, you have the right to receive personal data you provided to us in a structured, commonly used and machine-readable format, and to transmit that data to another controller.
Right not to be subject to solely automated decisions
You have the right not to be subject to a decision based solely on automated processing, including profiling, where such decision produces legal effects concerning you or similarly significantly affects you.
You may exercise some of these rights directly through the privacy options in your Teamtailor account. You may also contact us using the contact details below.
We will respond to rights requests within one month of receipt, unless the period is extended where permitted by law.
12. Contact for data protection matters
If you want to exercise your rights, or if you have any questions, comments or concerns about how we process your personal data, please contact:
For general recruitment-related questions, you may also contact:
13. Right to lodge a complaint with a supervisory authority
Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a competent data protection supervisory authority if you believe that the processing of your personal data infringes applicable data protection law.
For QuoIntelligence GmbH, you may contact the Hessian Commissioner for Data Protection and Freedom of Information (Hessischer Beauftragter für Datenschutz und Informationsfreiheit), or another competent supervisory authority.
You may also contact the supervisory authority in the EU Member State of your habitual residence, place of work or place of the alleged infringement.
14. Updates to this Recruitment Privacy Notice
We may update this Recruitment Privacy Notice from time to time, for example due to changes in our recruitment processes, systems, service providers, legal requirements or data protection practices.
The latest version will be made available through the relevant recruitment or careers channels.