Privacy Information for Talents

If you would like the full picture: our complete privacy policy is available at q-talent.eu/privacy-policy. This page here is the short version made specifically for you as a candidate.

1. How did we come across you?

There are two ways you can appear on our radar:

You found us.

You applied through our website, uploaded a CV, booked an appointment, or contacted us on LinkedIn, Xing, or by email. In that case, you shared your data with us voluntarily.

We found you (active sourcing).

We search specifically for suitable candidates on behalf of our clients. To do this, we use publicly available profiles on the following platforms:

• LinkedIn
• Xing
• talent.cloud (karriere.at)
• Talentwunder
• other publicly available professional profiles

When we think you might be a good fit for an open position, we first contact you directly on the relevant platform and ask whether you are interested in a detailed job description. Only once you signal interest do we store your data in our applicant management system. Until that point, we hold no stored data about you.

At the latest with our first follow-up message, you will receive a reference to this privacy page.

2. What data have we stored?

Which data we store depends on the stage we are at:

Once you have signaled interest but no conversation has taken place yet:

first and last name, professional location (city, country), current employer and position, professional background, education, skills, publicly listed contact details (email, phone, if you made them public yourself), profile picture, link to the original profile. This data comes from your public profile on the platform through which we approached you.

Once you have sent us your CV or booked an appointment:

in addition, everything you share with us (CV, cover letter, salary expectations, availability, further documents, contact details from the booking form).

Once we have had a conversation:

in addition, the content of the conversation, our professional assessment and recommendation, and notes on the placement history.

3. What do we do with your data?

We look for suitable positions for you.

To do this, we match your qualifications against the open mandates of our clients.

We prepare your introduction to the client.

When we want to propose you for a specific position, we speak with you beforehand and obtain your consent. Only then do we send your documents to the client in question.

We create an internal profile.

Based on your CV and our conversation, we write a two-page Q-TALENT profile with our professional assessment. This profile is part of our placement process and is sent to the client together with your CV. Alongside a summary of your qualifications, it also contains our evaluation of your suitability. This internal profile is part of our working basis and contains our professional assessment. It is not shown to you for prior review.

We use AI for support.

For profile creation, CV optimization (only with your explicit consent), and the analysis of conversation transcripts, we use AI tools, specifically Claude (Anthropic, USA) and Gemini (Google, EU/USA). Both providers are certified under the EU-US Data Privacy Framework. We use business plans with data processing agreements, which means: your data is not used to train third-party AI models.

4. How do we share your data?

We share your data exclusively with our clients, and only when:

• you have specifically agreed to it (in conversation or by email)
• you know the client by name
• it concerns a specific open position

The transfer is made either via the client’s career portal (in which case you receive a confirmation of receipt directly from the client) or by email.

5. How long do we store your data?

6 months is the standard.

If no active placement process is underway after this time, we delete your data.

24 months is how long we store your data in our talent pool,

provided you have given us your explicit consent (for example via the checkbox on our application form). This allows us to inform you about suitable positions later on as well.

Longer storage

may be necessary when a placement process is currently underway or when statutory retention obligations apply (for example under tax law).

You can request earlier deletion of your data at any time.

6. Which tools do we use?

So you know where your data ends up:

Purpose	Tool	Provider	Location
Applicant management	Manatal	Manatal Co. Ltd.	Thailand / servers in USA (AWS)
CRM and lead management	SmartSuite	SmartSuite LLC	USA
Communication and cloud storage	Google Workspace	Google Ireland Ltd.	EU / USA
Video calls and transcription	Google Meet	Google Ireland Ltd.	EU / USA
Appointment booking (candidates)	Google Bookings	Google Ireland Ltd.	EU / USA
Appointment booking (clients)	Calendly	Calendly LLC	USA
AI support	Claude	Anthropic PBC	USA
AI support	Gemini	Google Ireland Ltd.	EU / USA
Messaging	WhatsApp	WhatsApp Ireland Ltd.	EU

We have concluded data processing agreements with all providers. Data transfers to third countries (in particular the USA and Thailand) are safeguarded by Standard Contractual Clauses and/or adequacy decisions.

7. What rights do you have?

You have the right at any time to:

• Access the data we have stored about you
• Rectification of incorrect data
• Erasure of your data
• Restriction of processing
• Objection to processing (in particular in the case of active sourcing)
• Data portability (you receive your data in a machine-readable format)
• Withdrawal of a consent you have given (with effect for the future)
• Complaint to the Austrian Data Protection Authority

8. How to reach us

For any data protection matter, simply send us a short email. You do not need to give any reason, one sentence is enough.

Email: datenschutz@q-talent.eu
Postal address: Q-TALENT, Sonja Gamsjäger, Obgrün 21, 8264 Großwilfersdorf, Austria

As of: 03.05.2026