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Candidate GDPR Privacy Notice

Candidate GDPR Privacy Notice

Last Updated: 3 December 2025

This Candidate GDPR Privacy Notice explains how Astronova Host (“Astronova”, “we”, “our”, or “us”) processes personal data of job applicants and candidates under the EU and UK General Data Protection Regulation (“GDPR”).

1. Data Controller

Astronova is the controller of candidate personal data processed during recruitment activities.

2. Types of Personal Data We Process

We may process the following categories of personal data:

  • Identification and contact details (name, email, phone number, address).
  • Application materials (CV, cover letter, portfolio, references).
  • Professional history (employment history, education, skills, certifications).
  • Assessment data (interview notes, test results, feedback).
  • Communications with you regarding your application.

3. Sources of Personal Data

We collect personal data directly from you and, where lawful, from third parties such as recruiters, referrals, publicly-available professional profiles, and background check providers (where permitted and applicable).

4. Purposes and Legal Bases

We process candidate personal data for the following purposes and legal bases:

  • Managing recruitment activities and evaluating applications (performance of a contract or steps prior to entering a contract).
  • Maintaining records of our hiring processes (legitimate interests in managing our business).
  • Compliance with legal obligations (for example, equal opportunity or right-to-work checks where required).
  • With your consent, keeping your profile on file for future opportunities.

5. Sharing of Personal Data

We may share candidate personal data with:

  • Recruitment platforms and assessment providers.
  • Background check providers where applicable and lawful.
  • Group companies and hiring managers involved in the recruitment process.
  • Authorities where required by law.

6. International Transfers

Candidate personal data may be processed in countries outside the EEA or UK. Where required, we use appropriate safeguards, such as standard contractual clauses, to protect transferred data.

7. Retention

We retain candidate personal data for as long as necessary to complete the recruitment process and for a reasonable period thereafter to exercise or defend legal claims, and to consider you for future opportunities where permitted. Data may be retained longer where required by law.

8. Your Rights

Under the GDPR, candidates may have the right to:

  • Access their personal data.
  • Request correction of inaccurate or incomplete data.
  • Request deletion of data in certain circumstances.
  • Object to or restrict processing in certain circumstances.
  • Data portability, where applicable.
  • Withdraw consent at any time, where processing is based on consent.

To exercise these rights, contact us at privacy@astronovahost.com.

9. Contact and Complaints

If you have questions or concerns, please contact:

Privacy Office
Astronova Host
Email: legal@astronovahost.com

You also have the right to lodge a complaint with your local data protection authority.

10. Updates

We may update this Notice from time to time. The updated version will be posted on our website.