Candidate Data & Privacy Notice

Last Updated: August 2026

Contact: [info@h2otalent.com]

At H2OTalent, we keep data privacy simple, transparent, and secure. This notice explains how we collect, handle, and share candidate information when working with our client partners.

1. How We Collect & Use Candidate Data

We source candidates through public channels (such as LinkedIn), direct applications, and professional referrals. Our legal basis for processing this data is our legitimate interest (Art. 6(1)(f) GDPR) in connecting qualified talent with relevant career opportunities.

To evaluate candidate fit for client roles, we collect basic details including:

• CVs/Resumes, contact info, and work history.

• Interview notes and job preference assessments.

2. Technology & AI Sourcing Tools

We run a streamlined, secure operation. Candidate data is processed using the following tools:

• Storage & Notes: Interview notes are stored locally on secured, encrypted systems.

• AI Processing: We use AI assistants and specialized call summarizers solely to transcribe, summarize, and structure interview notes and job specifications. No candidate data is used to train public AI models. No hiring decisions are made solely or automatically by AI (human review is always performed).

• Client Sharing: Candidate shortlists and CVs are shared directly with client hiring managers via secure Applicant Tracking Systems (ATS) or encrypted email.

3. Sharing Data with Clients

• Candidate profiles are shared exclusively with relevant client partners for active job opportunities.

• Once a candidate profile is delivered to a client, that client becomes an independent data controller responsible for storing and managing that data within their own organization.

4. Data Retention & Candidate Rights

• Retention: We keep candidate profiles for up to 24 months to consider them for future opportunities, unless asked to delete them sooner.

• Candidate Control: Under GDPR, candidates have the right to access, update, restrict, or request the full deletion of their data at any time by emailing info@h2otalent.com.

• Complaints: Candidates also have the right to lodge a complaint with their local data protection authority (such as the CNIL in France: www.cnil.fr).