Recruitment Privacy Statement

last update: 10.06.2025

This notice is to inform you about the company’s processing of your personal data in connection with your recruitment application. We collect your personal data to evaluate your interest in our positions and to process your application for our job openings.

The data controller responsible for processing your information is Geomotiv Holdings LLC, 700 N. Fairfax suite 614, Alexandria VA, 22314 USA, the entity that posted the vacancy.

Personal Data We Process

The categories of personal data we process in relation to your application are those you have provided. The processed categories include, but are not limited to, your name, contact information, qualification details, references, and documentation. Additionally, we may process personal data obtained lawfully from publicly accessible sources, such as career networks, during the application process.

We process your personal data solely in connection with your application, in compliance with legal requirements. The purpose of data processing is personnel recruitment. We are relying on the following legal bases with above-mentioned purpose:

• taking steps prior to entering into an employment contract – so that to process and assess your recruitment application as well as respective application documents;
• your consent – so that we can keep your personal data within the agreed time period in order to assess it against our open vacancies in future.

In addition to the legal bases mentioned above, we may process your personal data based on our legitimate interests to manage and improve our recruitment processes, assess candidate suitability, and defend against legal claims. In certain cases, processing may also be required to comply with legal obligations, such as verifying work authorization or fulfilling record-keeping requirements under employment laws.

Additionally, your data may be used for statistical purposes, but only in an anonymous form.

Please be aware that we might collect a special category of personal data such as information related to health (e.g., for reasonable accommodations in the workplace) or diversity data (e.g., to promote equal opportunity policies) within your recruitment application. This is always done in strictest compliance with applicable laws and if we carry out the obligations and exercising specific rights in the field of employment or subject to your explicit consent.

How We Disclose Your Personal Data

Recipients of your personal data within our company include the managers of the specialist unit responsible for filling the position, as well as the relevant colleagues from the HR department.

Your personal data will also be reviewed against all job listings from Geomotiv and may be accessed by the administrative staff of the HR departments and the responsible specialist units.

If you are hired, your personal data will be transferred from the application portal to the HR systems for further processing. Your data will be stored and managed within these systems and shared with relevant employees at Geomotiv to facilitate your contracting, relocation, onboarding, and access to systems and buildings.

We also sometimes use various service providers to fulfill our contractual and legal obligations. For example, your personal data will be shared with the following legal entities:

• Google Inc. – for hosting and emailing services;
• Snovio Inc. – for contact management;
• AmazingHiring, Inc. – for contact management;
• RocketReach – for contact management;
• SignalHire Sp. z.o.o. – for contact management;
• Talent Worldwide, Inc. – for CV management;
• Hunter Web Services, Inc. – for contact management.

Your personal data may be transferred to or accessed by affiliated entities within our corporate group, as well as third-party service providers involved in our recruitment processes. If your data is transferred to a country outside of your jurisdiction, we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) or other legally recognized mechanisms to ensure an adequate level of data protection.

Your Data Processing Rights

As an applicant, you have the right:

• Request information from the controller about the personal data stored about you and related details.
• Have the controller correct any inaccurate personal data and update incomplete information as needed.
• Request the deletion of your personal data if it is no longer needed for the application process or any legal obligations. If your data is deleted, we will no longer process your application.
• Request a restriction on data processing under specific conditions, such as when a complaint about processing is under review.
• Request your provided data in a readable, electronic format.
  Object to data processing if there are special circumstances that conflict with it. If there are no overriding legitimate reasons for processing, we will cease processing your data.
• Lodge a complaint with the Data Protection Officer or a supervisory authority if you believe your data has been processed in violation of applicable laws.

To exercise your rights under applicable data protection laws, including access, rectification, erasure, restriction, portability, or objection to processing, you may contact us at: [email protected].

How We Store Your Data

We retain your personal data only for as long as necessary for the recruitment process or as required by applicable laws. Our retention periods are as follows:

• For successful applicants:

Your data will be transferred to our HR systems and retained in accordance with employment records retention policies.

• For unsuccessful applicants:

If you do not provide consent for extended retention, we will delete your application data after the conclusion of the recruitment process. Minor operational delays may apply.

• For applicants who consent to future opportunities:

We will retain your data for up to 5 (five) calendar years after the application process. You may withdraw your consent at any time.

• For legal or compliance purposes:

In certain cases, we may retain specific information beyond the standard retention period to comply with legal requirements or defend against potential claims.

By submitting your application, you agree that your information may be used by managers and HR for hiring processes. Additionally, you confirm that the information provided is accurate. You acknowledge that providing false information may lead to the termination of any employment relationship.

For more information about how we handle your data on our websites and within our products, please see our data protection statement.