Recruitment Privacy Policy 
VidaXL is committed to protecting the privacy of job applicants and ensuring that any personal data we collect is processed in accordance with the EU General Data Protection Regulation (GDPR). This privacy policy explains how we collect, use, and store your personal data during the recruitment process. 
The recruitment privacy policy applies to personal information that vidaXL collects and processes as part of the recruitment and application process. This includes personal information you submit as part of your application as well as information collected through cookies with your consent. 
 
Who is responsible for your personal data? 
The vidaXL entity offering the position for which you apply acts as the controller for the processing of your personal data in the context of the recruitment process. 
For positions in the Netherlands, this may include vidaXL Services B.V., located at Mary Kingsleystraat 1,  
5928 SK Venlo, The Netherlands, as well as other current and future affiliated vidaXL entities established in the Netherlands that are involved in the recruitment process. 
When applying for a position in Poland, vidaXL Logistic Service Sp. z o.o. or vidaXL Services Sp. z o.o. will act as the controller for the respective processing of personal data. 
When applying for a position in Romania, vidaXL Center SRL and other current and future affiliated vidaXL entities established in Romania that are involved in the recruitment process will act as the controller for the respective processing of personal data. 

How do we use your personal data? 
We will use your personal data for the following purposes: 

• To identify candidates qualified to fill newly created vacancies at vidaXL. 
• To assess your suitability for the role you have applied for. 
• To communicate with you during the recruitment process including through personal contact, interviews, telephone conversation, or email correspondence. 
• To carry out third-party assessments, conduct background checks, or verify your employment history for your qualifications. 
• Reporting and internal administration purposes. 
• Statistical analysis for optimization of the recruitment process, and furthering human resource strategy and activity planning. 
• To support interview documentation and fair candidate assessment through AI-assisted note-taking and transcription during recruitment interviews. 
• To support recruiter-led candidate sourcing using AI-assisted tools, based on publicly available professional profile information.  

Providing the personal data requested in the application process is necessary in order to assess your suitability for the position. Failure to provide required information may result in your application not being considered. We will not use your personal data for purposes incompatible with those described in this policy.  

What personal data do we collect? 
During the recruitment process, we may collect the following types of personal data: 

• Data from your CV and cover letter:
  - Identification data: name, date of birth, nationality, (civil status, domicile / residence, age, and gender may be collected during the hiring process)
  - Personal contact details: phone number, email address
  - Data on professional experience: employment history (occupations / professions; positions held; the nature of the activities; the name of the employer / employers)
  - Data on education: name and type of studies completed; the name of the educational institutions; period; certificates of specialization and professional attestation
  - Data on the professional and personal competencies ; known / used foreign languages; computer skills;
  - Data on professional training: diplomas, studies, certifications; participation in various training programs, conferences 
• Photo included in the CV (if included on your CV) 
• Existence / type of driving license 
• Information from interviews, assessments, and references 
• Salary expectations
  
  Note: We do not request special categories of personal data (such as health data, racial or ethnic origin, political opinions, religion, or trade union membership). If such data is provided voluntarily, it will not be taken into account for recruitment decisions and will be deleted unless required by law. 

Use of AI-Assisted Interview and Sourcing Tools 
During the recruitment process, vidaXL may use Metaview, a secure AI-assisted tool that supports interview documentation and recruiter-led candidate sourcing. 

For interviews, Metaview may join a call as a participant to process audio for the purpose of generating automated transcripts and factual summaries of the conversation. No video recordings are made. Audio is processed solely to generate transcripts and is only accessed where verification of the transcript is necessary. Access to audio recordings is strictly limited to authorized personnel. 

For sourcing purposes, Metaview may support recruiters by generating suggestions based on publicly available professional profile data (e.g. LinkedIn). These AI-generated suggestions are used on a purely supportive basis and are subject to human review. They do not constitute automated screening, ranking, profiling, or decision-making. All sourcing and recruitment decisions remain fully human-led and subject to recruiter judgment. 

The following types of data may be processed by Metaview: 

• Audio of the interview conversation 
• Automatically generated transcripts and interview summaries 
• Information shared by you during the interview (e.g., experience, skills, qualifications) 
• Publicly available professional profile data used for AI-assisted sourcing (e.g., LinkedIn) 
  
  Metaview does not generate automated hiring decisions and does not use candidate personal data to train its general AI models. vidaXL does not carry out automated decision-making within the meaning of Article 22 GDPR. AI-assisted tools are used only to support documentation and sourcing. All recruitment decisions are made by human recruiters. You may object to the use of Metaview during the interview process. If you prefer not to have interview audio processed for transcription purposes, vidaXL will disable Metaview for your interview. 

• Legitimate interests (Article 6(1)(f) GDPR), such as identifying and evaluating candidates for current or future vacancies, reporting and internal administrative purposes, statistical analysis for optimization of the recruitment process, and furthering human resource strategy and activity planning.  
• Taking steps prior to entering into an employment contract (Article 6(1)(b) GDPR), where processing is necessary at your request in order to assess your application and potentially conclude an employment contract. 
• Compliance with legal obligations (Article 6(1)(c) GDPR), where processing is required under applicable laws. 
• Consent (Article 6(1)(a) GDPR), where applicable. For example, if you consent to being informed about future vacancies or agree to remain in our talent pool for a longer retention period. You may withdraw your consent at any time. 

Who do we share your personal data with? 
The personal data you share during the recruitment process may be shared with relevant employees within our HR department as well as employees taking part in the interview process. The personal data shared is limited to what is required for the intended purpose and to fully assess your qualifications. 
We may share your personal data with third parties who operate our recruitment website, complete background checks, or conduct assessments associated with the competency or qualifications for the role applied. We will ensure that any third-party personal data sharing is compliant with relevant legislation and we will only share your personal data with third parties if it is necessary for the recruitment process. 
 
How do we store your personal data? 
We store your personal data securely and in accordance with our data retention policy. We retain your personal data only for as long as necessary for the purposes described in this Recruitment Privacy Policy. 

Unless otherwise stated below, your personal data will be deleted within 30 days after the close of the recruitment process, unless a longer retention period is required or permitted by law, or you have provided consent for extended retention. Interview audio recordings, transcripts, summaries, and AI-assisted sourcing data are subject to the same retention periods described above and will not be retained beyond 30 days after the recruitment process ends, unless you have provided explicit consent to remain in the talent pool. 

The following specific retention periods apply: 

• Talent pool data (based on consent): retained for up to 12 months, unless consent is withdrawn earlier. 
• CCTV recordings (where applicable): retained for 30 days from the date of recording, unless an incident is recorded. In such cases, footage will be retained until the conclusion of any related disputes. This processing is based on our legitimate interest in establishing, exercising, or defending legal claims.  

If you are hired, your recruitment data will become part of your personnel file and will be retained for the duration of your employment. After termination of employment, statutory archiving obligations will apply. 
 
How do we protect your personal data? 
vidaXL implements appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, misuse, alteration, or disclosure. 
Access to personal data is limited to authorized employees and service providers who require such access for legitimate recruitment purposes and who are bound by confidentiality obligations. 
These measures include, among others: 

• Access controls and role-based permissions 
• Data minimization and purpose limitation practices 
• Secure IT systems and regular security updates 
• Backup and recovery procedures 
• Staff training on data protection and information security 
• Contractual safeguards with service providers 

Where appropriate, personal data may be anonymized or pseudonymized. 
We regularly review and update our security measures to ensure an appropriate level of protection in line with applicable data protection laws. 

What are your data subject rights? 
Under the GDPR, you have the following rights regarding your personal data: 

• Right of access: You have the right to request a copy of the personal data we hold about you. 
• Right to rectification 
  You have the right to request that we correct any personal data you believe is inaccurate or incomplete. 
• Right to erasure: You have the right to request the deletion of your personal data in certain circumstances. 
• Right to restriction of processing: You have the right to request that we restrict the processing of your personal data in certain circumstances. 
• Right to object: Where processing is based on our legitimate interests, you have the right to object to the processing of your personal data in certain circumstances. 
• Right to data portability: You have the right to request that we transfer the personal data you have provided to us to another organization, or directly to you, where technically feasible and in certain circumstances. 
• Right to withdraw consent: Where processing is based on your consent, you have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal. 
• Right to lodge a complaint: If you believe that your data protection rights have been infringed, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or with the supervisory authority in the EU Member State of your habitual residence, place of work, or place of the alleged infringement. 

You do not have to pay any fee to exercise your rights. If you submit a request, we will respond without undue delay and at the latest within one month, in accordance with Article 12(3) GDPR. 

If you have any questions about this Recruitment Privacy Policy or wish to exercise your rights, please contact us at: privacy@vidaxl.com