Privacy Notice for the Applicant Management Process at QuoIntelligence
Thank you for your interest in job opportunities at QuoIntelligence!
QuoIntelligence GmbH, QuoIntelligence SRL, and QuoIntelligence Spain SLU have centralized the applicant management and employment data processing. This service relies mainly on our applicant management system, our global careers site and our HR Information System (HRIS), which are offered by QuoIntelligence GmbH for the aforementioned entities (altogether hereinafter “QuoIntelligence”).
Commitment to Data Privacy
QuoIntelligence is deeply committed to data privacy. This Privacy Notice provides details on whether your personal information is collected, processed, and retained by QuoIntelligence and how this is done. Personal information refers to information concerning the personal or material circumstances of an identified or identifiable individual. This may include, among others, a person’s name, address, telephone number, and date of birth, but also other information contained in their CV or cover letter.
Whenever QuoIntelligence collects, processes, and retains personal information, the QuoIntelligence group company or affiliate to which the candidate is applying for a job or which is the contract partner will act as a data controller. If the candidate opted to be part of an applicant pool or CRM (hereinafter “Applicant Pool”), the contract partner regarding the usage of the Applicant Pool is QuoIntelligence GmbH.
Legal Bases and Purposes of Processing
Our data protection practices comply with all applicable data protection legislation, including the provisions of the European General Data Protection Regulation, and any other European or national legislation we may be subject to. The personal data processing takes place during the applicant management process, particularly for the purpose of preparation for an employment relationship with a legal entity of the QuoIntelligence group of companies.
The main legal basis for this purpose is GDPR Article 6 para. 1(b) together with applicable national data protection laws (“in order to take steps at the request of the data subject prior to entering into a working contract”).
Other legal bases are:
– GDPR Article 6 para. 1(a) together with applicable national data protection laws (“Consent”): e.g., for a talent community or speculative application pool as part of the applicant management system.
– GDPR Article 6 para. 1(f) (“Legitimate interest”): We will always gently balance our legitimate interests in the organization of our business (e.g., evaluation of our teams’ performance, analytical reporting) against your interest in protecting your personal data in accordance with the statutory provisions.
By continuing to use the QuoIntelligence applicant management system and careers website or sending us personal information after the publication of this Privacy Notice, you acknowledge the processing of your personal information as outlined herein. Please note that consent is not the sole legal basis for processing, as QuoIntelligence also relies on contractual necessity and legitimate interest, in compliance with GDPR requirements.
This Privacy Notice may be subject to modification with time, notably in the event of changes to legislation or the introduction of new laws. Any changes will be published on our careers website. We therefore advise that interested parties check the Privacy Policy regularly.
How QuoIntelligence Collects, Uses, and Retains Your Information
QuoIntelligence may collect personal information from you through your online application via the QuoIntelligence careers website, via email, or a third party such as a recruitment agency or someone who recommended you.
All personal information you submit to us in the framework of your application is collected, processed, and retained by QuoIntelligence for processing your job application. If you give your consent or we deem this is in your interest, we may send you further job offers or invitations to surveys.
Applications are processed in collaboration between QuoIntelligence GmbH as the provider of the QuoIntelligence applicant management system and careers site, the group-wide People Team (hereinafter “People Team”), the management, and the relevant business department of the group company which advertises the position. The responsible person of the business department concerned, the responsible manager, and the responsible person of the People Team may belong to different legal entities within QuoIntelligence. Therefore, it is possible that your personal data is exchanged between different legal entities within QuoIntelligence.
QuoIntelligence may offer candidates the possibility to join a candidate pool (“Candidate Pool”). When an application is uploaded through our online upload function without being linked to a specific job offer or relates to a specific offer but the candidate has provided their consent for further processing, then QuoIntelligence may process their personal data as follows:
– If the People Team considers the application as a possible match for a (different) job offer within QuoIntelligence, the application will be forwarded internally to the relevant entity.
– Applicants for whom the People Team does not immediately find a suitable job offer will be included in the applicant pool to be able to be considered for future vacancies.
Any applicant can review and update their data at any time by logging into their profile in our recruitment tools.
When hired, an applicant’s personal information will be transferred from the QuoIntelligence applicant tracking system (Teamtailor) to the QuoIntelligence HR Information System (Factorial) and secondary ancillary systems. Processing and storage of their personal data will then be governed by QuoIntelligence’s internal data processing rules.
Each applicant is responsible for ensuring that the data they submit to QuoIntelligence is correct and true. Applicant and employee personal information will be treated as strictly confidential.
We retain applicant data in accordance with our retention period policy, in compliance with GDPR and relevant national labor laws in Germany, Spain, and Italy, ensuring data is stored only as long as necessary for recruitment purposes and legal obligations:
– For candidates who apply for a specific job vacancy without opting to be part of the candidate pool, we delete the data latest 6 months after candidates are rejected/withdrawn/removed from a job.
– For candidates who apply for a specific job vacancy and choose to be part of the candidate pool, we delete the data latest 12 months after candidates are rejected/withdrawn/removed from a job.
– For candidates who apply for a specific job vacancy and end up being hired, we remove profiles automatically 12 months after candidates are hired.
To Whom QuoIntelligence May Transfer Your Information
In the framework of the processing of your application, your information may be shared with other companies of the QuoIntelligence group as set out above.
For the compliant processing of your application, QuoIntelligence uses Teamtailor as its applicant tracking system. Teamtailor’s data processing agreement includes necessary safeguards for data transfers outside the EEA, ensuring compliance with GDPR requirements. Teamtailor processes applicant data solely for the purpose of recruitment, and their privacy policy applies to those using their platform.
Additionally, QuoIntelligence may share personal information with third-party service providers based on specific legal bases under GDPR, including contractual necessity (Article 6(1)(b)), legitimate interest (Article 6(1)(f)), and consent where applicable (Article 6(1)(a)). These providers include, but are not limited to:
1. Vervoe Pty Ltd (Victoria, Australia), for candidate assessment.
2. Veremark Ltd (London, UK), for reference checking and background checks.
3. Metaview Global Limited (London, UK), for interview note-taking.
4. Everyday Software SL, AKA Factorial (Barcelona, Spain), to manage onboarding and employee records.
5. Mula GmbH (Berlin, Germany), to provide onboarding materials.
6. Microsoft Ireland Operations Ltd (Dublin, Ireland), to provide video interviewing capabilities.
7. Teamtailor AB (Stockholm, Sweden) to process applications, host the careers website and maintain an applicant pool.
8. Workleap Platform Inc (New York, USA) to measure employee engagement.
In addition, we may also be required to share your personal data with authorities or other competent bodies as a result of a legal obligation to which we are subject.
Where we share your data with third parties, we shall take all reasonable precautions to ensure that these third parties respect the same privacy standards as QuoIntelligence.
We only transfer data to states outside the European Economic Area provided the recipient guarantees a standard of data protection comparable to that in place in Europe.
Data Subject’s Rights
In the scope of this Data Notice, you have the right to:
– Request a copy of your personal data.
– Rectify your personal data.
– Request erasure of your personal data.
– Request the restriction of the processing of your personal data.
– Object to the processing of your personal data (i.e., withdraw your application).
– Withdraw your consent at all times.
– Receive your personal data in a structured, commonly used, and machine-readable format and/or have it transmitted to another data controller.
The above rights may be exercised directly by each applicant, by accessing the privacy options in their Teamtailor account, and QuoIntelligence will receive an automated deletion notification email.
In any case, all requests, complaints, or queries may be addressed to QuoIntelligence by email to [email protected] We will consider any requests, complaints, or queries and provide you with a reply in a timely manner. You can also file a complaint with the Data Protection Authority should you not be satisfied with the way in which we handle your personal information.
Requests under GDPR will be processed in under 1 month.
Contact for Matters of Data Protection
For any privacy issues you may have or to obtain further information on our data processing activities, please contact us at [email protected].
Right of Appeal to a Supervisory Authority
Without prejudice to any other administrative law or judicial remedy, you have the right of
appeal to a supervisory authority, in particular in the EU Member State of your place of residence, place of work, or place of the alleged infringement if you believe that the processing of your personal data infringes on the General Data Protection Regulation.
Validity of the QuoIntelligence Data Privacy Notice
The QuoIntelligence Data Privacy Notice is currently valid and dated 27 February 2026.
It may become necessary to change this Data Privacy Notice due to the further development of our websites, our applicant management system, and/or careers website or the implementation of new technologies. QuoIntelligence reserves the right to amend or update this Data Privacy Notice at any time with effect for the future.