Privacy Policy

1. Who We Are

ARVENSO is an HR sourcing and recruitment partner supporting employers and candidates across specialist industries and European markets.

For the purposes of applicable data protection law, ARVENSO acts as a data controller for the personal data it decides to collect and use for website, communication, sourcing, recruitment, and business development purposes. You can contact us at office@arvenso.com.

2. Who This Policy Applies To

This policy applies to candidates, prospective candidates, job applicants, contractors, freelancers, employer representatives, client contacts, supplier contacts, website visitors, and other individuals who interact with ARVENSO.

This policy does not replace any separate privacy notice, recruitment agreement, employment documentation, or client agreement that may apply in a specific context.

3. Personal Data We May Collect

Candidate and applicant data may include name, contact details, location, nationality or work authorisation details where relevant, CV information, employment history, education, skills, languages, certifications, salary expectations, availability, interview notes, references, portfolio links, professional profile links, and role preferences.

Employer and business contact data may include name, work contact details, role, organisation, hiring requirements, communication history, meeting notes, and service preferences.

Website and technical data may include IP address, device information, browser type, pages visited, referral source, date and time of access, cookie preferences, and security logs.

We ask you not to provide sensitive personal data unless it is necessary for a specific recruitment process or requested by ARVENSO. Sensitive data may include health information, biometric data, trade union membership, criminal record information, or other special categories of data protected by law.

4. Sources of Personal Data

We may collect personal data directly from you when you complete a form, send an email, submit a CV, speak with us, attend an interview, or otherwise communicate with ARVENSO.

We may also collect candidate-related information from professional networking platforms, job boards, referrals, publicly available professional sources, employer contacts, recruitment partners, or other lawful sources relevant to HR sourcing and recruitment.

Where we receive information from another person or organisation, we expect that the source has the right to share it and that appropriate information has been provided where required by law.

5. How We Use Personal Data

We use personal data to respond to enquiries, assess candidate suitability, source candidates, match candidates with roles, communicate about opportunities, coordinate interviews, support hiring decisions, manage recruitment projects, and provide employer recruitment services.

We may also use personal data to maintain business relationships, manage client accounts, improve our website and services, protect website security, comply with legal obligations, keep internal records, and establish, exercise, or defend legal claims.

6. Legal Bases for Processing

Depending on the context, ARVENSO may process personal data because it is necessary to take steps before entering into a contract, to perform a contract, to comply with legal obligations, to pursue legitimate interests, or because you have given consent.

Our legitimate interests may include HR sourcing, recruitment communication, candidate evaluation, employer relationship management, service improvement, website security, fraud prevention, and business development. We balance these interests against the rights and freedoms of individuals.

Where processing is based on consent, you may withdraw consent at any time. Withdrawal does not affect processing that took place before consent was withdrawn.

7. Special Categories of Data

ARVENSO does not actively seek special categories of personal data unless needed for a lawful and specific recruitment purpose, such as accommodation requests, legal eligibility checks, or requirements imposed by a specific role.

Where special category data or criminal record information is processed, we will do so only where permitted by law, where necessary for the relevant recruitment process, and with appropriate safeguards.

8. Sharing Personal Data

We may share candidate data with prospective employers, hiring managers, client representatives, interviewers, background or reference checking providers where applicable, and recruitment or technology service providers that support our work.

We may share business contact and website data with hosting providers, email providers, CRM or recruitment software providers, analytics or security providers, professional advisers, public authorities, or other recipients where required by law or necessary to protect our rights.

We do not sell personal data.

9. International Transfers

ARVENSO may support recruitment activity across European and international markets. This may involve sharing personal data with recipients located outside your country or outside the European Economic Area where relevant to a recruitment process or business relationship.

Where international transfers require safeguards, ARVENSO will use appropriate legal mechanisms such as adequacy decisions, standard contractual clauses, contractual protections, or other safeguards permitted by applicable data protection law.

10. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy, unless a longer retention period is required or permitted by law.

Candidate data is generally retained for up to 36 months from the last meaningful interaction so we can consider relevant opportunities, unless you request earlier deletion or a longer period is justified by an active process, consent, legal obligation, dispute, or continuing relationship.

Employer, supplier, and business contact data may be retained for the duration of the business relationship and for a reasonable period afterwards for record-keeping, legal, accounting, and relationship management purposes.

Website logs and technical records are retained for limited periods appropriate to security, troubleshooting, analytics, and legal compliance needs.

11. Security

We use appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.

No website, email system, or online transmission is completely secure. You should avoid sending unnecessary sensitive information through open website forms or unsecured channels.

12. Your Rights

Depending on your location and the applicable law, you may have the right to request access to your personal data, correction of inaccurate data, deletion, restriction of processing, data portability, and objection to processing based on legitimate interests or direct marketing.

You may also have the right to withdraw consent where processing is based on consent and to lodge a complaint with a competent data protection authority. In Romania, the supervisory authority is the National Supervisory Authority for Personal Data Processing (ANSPDCP).

To exercise your rights, contact us at office@arvenso.com. We may need to verify your identity before responding. We aim to respond within the timeframe required by applicable law.

13. Automated Decision-Making

ARVENSO does not make recruitment decisions based solely on automated processing that produces legal or similarly significant effects for individuals.

Technology may assist with organising information, managing communications, or improving recruitment workflows, but human review remains part of recruitment assessment and client decision-making processes.

14. Children

The ARVENSO website and recruitment services are not directed to children. We do not knowingly collect personal data from children through this website.

If you believe a child has provided personal data to ARVENSO, please contact us so we can review and take appropriate action.

15. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, website, legal requirements, or operational practices.

The latest version will be published on this page with a revised “Last updated” date.

16. Contact

For privacy questions, rights requests, or data protection concerns, contact ARVENSO at office@arvenso.com.