Privacy Policy - Job Application

Job Application

Candidate Privacy Notice

Information on the Processing of Personal Data for Recruitment Purposes

Pursuant to Article 13 of the General Data Protection Regulation (EU) 2016/679 ("GDPR") and the Italian Legislative Decree no. 196/2003 as subsequently amended, Assist-x ("the Company", "we", "us", or "our") provides the following information regarding the processing of your personal data collected during the recruitment and selection process.

1. Data Controller

The Data Controller determining the purposes and means of the processing of your personal data is Assist-x SRL, with registered office at Via Privata Maria Teresa, 11, 20123 Milano MI, VAT number 13095560960.
For any privacy-related inquiries or to exercise your rights, you can contact us at: info@assist-x.com.

2. Categories of Personal Data Collected

During the application process, we process the following categories of personal data:

  • Identification and contact data: Name, surname, email address, phone number, location, year of birth.

  • Professional and educational background: Resumé/CV, cover letter, work experience, education, portfolio, and links to professional networks (e.g., LinkedIn, GitHub).

  • Assessment data: Answers provided through our application forms, technical skill evaluations, salary expectations, and interview notes.

Important Notice regarding Special Categories of Data: We kindly ask you not to include any sensitive data (Special Categories of Personal Data under Art. 9 of the GDPR, such as racial or ethnic origin, political opinions, religious beliefs, or health status) in your CV, unless strictly necessary to evaluate your eligibility for protected employment categories (e.g., under Italian Law 68/99).

3. Purposes and Legal Basis of Processing

Your personal data is processed for the following purposes:

  • A. Recruitment and Selection: To evaluate your application, verify your qualifications, and manage the interview process for the specific position you applied for.

    • Legal Basis: The processing is necessary for the performance of pre-contractual measures taken at your request (Art. 6, par. 1, letter b of the GDPR).

  • B. Future Opportunities: To retain your CV in our database to contact you regarding future job openings that may match your profile.

    • Legal Basis: Your explicit consent (Art. 6, par. 1, letter a of the GDPR), which can be freely given via a specific checkbox in our application form and withdrawn at any time.

4. Data Retention Period

We adhere to the principle of storage limitation (Art. 5(1)(e) GDPR):

  • If your application is successful, your data will be retained in your employee file in accordance with our internal HR privacy policy.

  • If your application is unsuccessful, your data will be retained for a maximum of 24 months from the date of receipt, or until you withdraw your consent, solely for the purpose of considering you for future roles. Upon expiration of this period, your data will be securely deleted or anonymized.

5. Data Sharing and Processors

Your personal data will be processed strictly by authorized Assist-x personnel (HR team, hiring managers, and technical leads) bound by confidentiality obligations.
We may share your data with trusted third-party service providers who act as Data Processors on our behalf (Art. 28 GDPR), such as cloud hosting providers and applicant tracking systems (e.g., Tally). We ensure these providers implement adequate technical and organizational measures to protect your data. We do not sell or rent your data to third parties.

6. International Data Transfers

Your data is primarily processed within the European Economic Area (EEA). Should we need to transfer your data to service providers located outside the EEA, we ensure that such transfers are protected by appropriate safeguards, such as the European Commission's Standard Contractual Clauses (SCCs) pursuant to Art. 46 of the GDPR.

7. Data Subject Rights

Under Chapter III of the GDPR, you have the right to:

  • Access your personal data and obtain a copy (Art. 15).

  • Rectify inaccurate or incomplete data (Art. 16).

  • Erase your data ("Right to be forgotten") under certain conditions (Art. 17).

  • Restrict the processing of your data (Art. 18).

  • Portability of your data, receiving it in a structured, commonly used format (Art. 20).

  • Object to the processing of your data (Art. 21).

  • Withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal (Art. 7).

To exercise these rights, please send an email to info@assist-x.com.
If you believe that our processing of your personal data violates data protection laws, you have the right to lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali - www.garanteprivacy.it) or the supervisory authority of your habitual residence or place of work.