Privacy policy for the Asteryx Solutions* employer branding and recruitment
Date of publication: 07-06-2024
Last updated: 12-30-2025
We at Asteryx Solutions* manage our employer branding and recruitment process through our career site (the “Career Site”)
Asteryx Solutions* is a staffing and recruiting firm. We collect and process personal data for the purpose of identifying, evaluating, and referring candidates to potential employment or contract opportunities with Asteryx Solutions* and/or our client organizations. Asteryx Solutions* is not always the employer of record.
In this privacy policy, we explain how we process your personal data if:
- You visit our Career Site (you being a “Visitor”)
- You connect with us via our Career Site, to create a profile with us and receive information about current or future vacancies (you being a “Connecting Candidate”)
- You apply for a position with us, via our Career Site or a third-party service (you being an “Applying Candidate”)
- We collect information about you from other parties, sites, or services because we believe your profile is of interest for current or future opportunities (you being a “Sourced Candidate”)
- We receive information about you from our employees, partners, or referral sources (you being a “Referred Candidate”)
- We receive information about you from a Candidate who lists you as their reference (you being a “Reference”)
This privacy policy also describes what rights you have when we process your personal data and how you can exercise these rights.
When we use the term “Candidate” in this privacy policy, we are referring to Connecting Candidates, Applying Candidates, Sourced Candidates, and Referred Candidates unless stated otherwise.
1. About processing of personal data
Personal data is all information that can be directly or indirectly linked to a living individual. Examples include name, email address, telephone number, and IP address. Processing of personal data includes collecting, creating, analyzing, sharing, storing, and deleting personal data.
There are laws and regulations governing how companies may process personal data (“data protection laws”). An example relevant to our processing activities is the EU Data Protection Regulation (2016/679, “GDPR”)
Most obligations under the GDPR apply to the data controller. A data controller determines the purposes and means of processing personal data. A data controller may use a data processor, which processes personal data only according to the controller’s instructions.
Asteryx Solutions* is the data controller when we process your personal data as described in this privacy policy.
2. What personal data do we process?
All individuals
Device information – IP address, browser type and version, session behavior, traffic source, screen resolution, preferred language, general geographic location, operating system, and device settings.
Technical and statistical data – Information about how you use the Career Site, including URLs visited and site activity.
Communications data – Content of emails, messages, forms, surveys, video calls, or other communications with us.
Contact details – Name, email address, telephone number, and physical address.
Candidates
Data from interviews and assessments – Interview notes, assessments, tests, and salary requirements.
Application information – CVs, resumes, cover letters, work samples, references, education, and employment history.
Public professional information – Information collected from public sources related to your professional experience, such as
LinkedIn
Information provided by references – Information received from employees, partners, or individuals you list as references.
Security clearance level (where applicable) – We may collect high-level information regarding a candidate’s clearance status (e.g., Secret, Top Secret).
We do not collect classified information, investigation details, adjudication records, government security forms, or access credentials.
3. Where do we receive your personal data from?
All individuals
From the Career Site – If you visit our
Career Site, we collect technical and statistical information about site usage and device data.
Directly from you – When you apply, connect with us, or communicate with us.
References
From the Candidate – If a Candidate lists you as a reference, we collect your contact details to reach you.
Candidates
From public sources – Such as LinkedIn or employer websites.
From referrals – From employees, partners, or professional contacts.
From your references – If you provide references.
Data created during recruitment – Notes, assessments, and evaluations created during the recruitment process.
4. For what purposes do we process your personal data?
We process personal data to:
- Operate, secure, and improve the Career Site
- Manage recruitment and staffing activities
- Evaluate candidate qualifications
- Communicate with candidates
- Match candidates with opportunities at Asteryx Solutions* or with client organizations
- Share relevant candidate information with client organizations for recruiting purposes
- Request and evaluate references
- Conduct surveys and improve recruitment processes
- Protect and enforce legal rights and comply with legal obligations
5. Whom do we share your personal data with?
Service providers – Vendors supporting recruitment, hosting, analytics, and ATS functionality.
Client organizations – When relevant and for recruiting purposes, candidate information may be shared with client organizations seeking to fill roles. These organizations process personal data under their own privacy and security obligations.
Authorities and public actors – When legally required.
Legal and professional advisors – To protect or defend our rights.
Business transaction counterparties – In connection with mergers, acquisitions, or asset transfers.
We do not sell personal data.
6. On what legal bases do we process your personal data?
We rely on the following legal bases:
- Legitimate interest – To recruit and staff qualified talent
- Consent – Where required (e.g., interview recordings)
- Legal obligation – To comply with applicable laws
You may contact us for more information about these assessments.
7. When do we transfer your personal data outside of the EU/EEA?
We strive to process personal data within the EU/EEA or the United States.
Where transfers occur, we rely on safeguards such as:
8. For how long do we keep your personal data?
Visitors
Up to one (1) year for security and analytics purposes. Cookie retention periods are described in our Cookie Policy
Candidates
Data is retained only as long as necessary for recruitment and staffing purposes or as required by law. Candidates may request deletion at any time.
References
Reference data is retained as long as the related Candidate data is retained.
9. What rights do you have, and how can you exercise them?
You may have the right to:
- Be informed
- Access your data
- Request correction or deletion
- Restrict or object to processing
- Withdraw consent
- Request data portability
- Lodge a complaint with a supervisory authority
You may exercise these rights by:
10. Where can you turn with comments or questions?
You can contact us at:
privacy@asteryxsolutions.com
11. Updates to this Privacy Policy
We may update this privacy policy from time to time. The latest version will always be available on our Career Site.
