Candidate Privacy Notice
Last updated: May 2026
INTRODUCTION
Nivoda (“We” or “the Company”) is committed to protecting the privacy and security of your personal data. This privacy notice outlines how we collect and use personal data of our candidates, in accordance with the General Data Protection Regulation (GDPR), UK GDPR, CPRA, the EU Artificial Intelligence Act (Regulation (EU) 2024/1689), and applicable data protection laws and regulations.
This notice applies to all employment candidates to Nivoda limited and its affiliates.
PERSONAL DATA WE COLLECT ABOUT YOU and HOW WE USE IT
We collect personal data from candidates for the following purposes:
- To manage the recruitment process
- To facilitate the hiring process
- To fulfill legal obligations
- Where necessary, to pursue our legitimate interests (or those of a third party), provided that such interests are not overridden by your rights and fundamental interests.
Collecting and using your data enables Nivoda to manage the recruiting process effectively. This includes, but is not limited to, setting up an electronic file for job applicants; handling your application; conducting assessments; organizing interviews; processing feedback, facilitating onboarding and conducting background checks and screening. We will also process your personal data to fulfill recordkeeping obligations and audit requirements. Additionally, if required by law, your data may be used in investigations and legal proceedings.
We do not make hiring decisions through solely automated means. Where personal data is processed with the support of automated tools, including AI-assisted systems described below, meaningful human review and decision-making are always maintained, in line with Article 22 GDPR and the relevant provisions of the EU AI Act..
We collect and process the following personal data from and about our candidates, which may, partially or fully, apply to you:
- Identification data (name, surname)
- Contact information (including but not limited to email addresses and telephone numbers)
- Demographic information
- Postal address
- Criminal record (where lawfully and necessary)
- Background checks
- Qualification data
- Employment history data
- Data pertaining to work preferences and abilities
- Resume data
- Job interview notes (including AI-generated summaries)
- Assessment results
HOW WE COLLECT PERSONAL DATA
We primarily collect your personal data directly from you, with your consent. During the application process, we may also generate additional personal data about you (for instance, through interviews or job assessments , AI-generated interview summaries). Additionally, we may obtain certain types of personal data from third parties, such as recruitment agencies, referees, or publicly available professional sources (e.g. LinkedIn).
DATA SHARING
We share personal data within Nivoda Limited and our affiliates, only for the purposes indicated above and for the provision of shared services, for example, for application-processing and onboarding support.
We may also share your personal data with third parties, including:
- Background check and right-to-work verification providers
- Criminal record verification providers (where lawful)
- Recruitment agencies and referral partners
- Providers of our Applicant Tracking System, interview tools, and other AI-assisted recruitment technologies, acting as data processors under documented instructions from Nivoda
- IT and infrastructure providers (e.g. cloud hosting, email)
- Legal, audit, and compliance advisors where required
USE OF AI-ASSISTED RECRUITMENT TOOLS
To support a fair, consistent, and efficient recruitment process, Nivoda uses a limited number of AI-assisted tools provided by third-party vendors. We are transparent about how these tools are used and the safeguards in place.
We use AI-assisted tools to:
- Support CV parsing, screening, and candidate-role matching within our Applicant Tracking System;
- Transcribe and summarise interviews to allow interviewers to focus on the conversation rather than note-taking;
- Improve the candidate experience (e.g. scheduling, communication, status updates)
- Reduce administrative burden on our recruitment team
We may also use general-purpose productivity tools (e.g. office and collaboration suites) which contain AI features. These are not used to make or substantially influence hiring decisions.
Safeguards
- Human oversight is always maintained. No hiring, rejection, shortlisting, or other decision producing legal or similarly significant effects on you is made solely by automated means. A trained human reviewer is always responsible for the outcome.
- EU AI Act compliance. We assess our recruitment AI tools against the EU AI Act, including its provisions on high-risk AI systems in employment. Before adoption, we review each provider’s contractual terms, Data Processing Agreement, and security/compliance documentation.
- No model training on your data. Our AI tool providers do not use your personal data to train or improve their underlying models.
- Bias and fairness reviews. We periodically assess our AI tools and recruitment processes to identify and mitigate potential bias and to ensure non-discriminatory outcomes.
- Transfer. These third parties process your personal data on our behalf when providing such services. We require all third parties to comply with our data security standards, adhere to international data transfer restrictions, and provide adequate protection in accordance with privacy laws.
- Data Processing Agreements. Nivoda remains the data controller of your personal data. AI tool providers act as data processors and process your data only on our documented instructions.
- Right to opt out. You have the right to object to AI-assisted processing at any time and to request that a human-only process be used. To exercise this right, please contact us at [email protected]. Opting out will not disadvantage your application.
- Where AI-assisted tools have meaningfully contributed to a decision affecting you, you have the right to request information about the logic involved and the significance of the processing.
We do not use AI tools to make solely automated decisions regarding selection, performance monitoring during recruitment, or termination of an application.
TRANSFER OF DATA
In certain situations, such as when we or one of our service providers operates outside the EEA, your personal data may be transferred to countries outside your working country/region and outside the EEA. For all such transfers, we ensure appropriate safeguards by using EU Standard Contractual Clauses. If you wish to review any relevant provisions, please feel free to contact us.
DATA RETENTION
We will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
YOUR RIGHTS
You have the right to:
- Access to your personal data.
- Request the erasure of your personal data.
- Request the correction of the personal data that we hold about you.
- Object to processing of your personal data, in certain circumstances.
- Request data portability and the transfer of your personal data to another party.
- Request the restriction of processing of your personal data.
To exercise your right please contact us at [email protected]
CONTACT DETAILS
If you have any questions about this privacy notice or how we handle your personal information, please contact: