Effective date: August 01, 2025

1. Who we are

Kozak Group Sp. z O.O. (hereinafter – “the Company”, “we”) acts as the controller of candidates’ personal data. You can contact us with any candidate privacy-related questions at Yulia.k@kozak-group.com

2. What data we process

As part of our recruitment process, we may process the following categories of personal data: 

– contact details such as your name, surname, email, phone number and LinkedIn profile; 

– information contained in your CV such as education, work experience, skills and certificates; results of interviews and test assignments; 

– additional information you have voluntarily provided to us or made publicly available online, for example in open profiles on LinkedIn, GitHub or similar platforms;

– video recording of the interview, if conducted, and transcripts of such recordings.

3. Purpose of processing

We process your personal data in order to conduct recruitment and assess candidates, to maintain an internal database of candidates for future vacancies, to organise interviews, test assignments and communication with you, and to improve our internal recruitment processes.

4.Legal basis

The processing of your data is based on the Company’s legitimate interest in recruiting staff and developing HR processes.

5. Data retention

Candidate data is stored for up to 12 months after the recruitment process for a specific vacancy is completed. With your separate consent, data may be stored for a longer period in our internal candidate database. We will delete your personal data before the end of the specified term upon your request.

6. Who has access

Your personal data is accessible only to representatives of the Company who are directly involved in the recruitment process and/or in making decisions regarding employment. Data may also be shared with third parties acting as our service providers, for example CV storage platforms, applicant tracking systems or video interview services. Such third parties are engaged exclusively for recruitment purposes and on the basis of appropriate data processing agreements. We never sell or transfer personal data without a legal basis.

7. Security measures

We have implemented appropriate technical and organisational measures to prevent accidental loss, unauthorised use or access, alteration or disclosure of your personal data. Access to personal data is restricted to employees, agents, contractors and other third parties who have a business need to know. They process your data only in accordance with our instructions and are bound by confidentiality obligations.

8. Your rights

Under the GDPR you have the right 

• to access your data,
• to rectify inaccurate or incomplete data, 
• to request erasure of your data, 
• to restrict processing, 
• to object to processing, 
• to request data portability.

9. Automated decision-making and profiling

We do not use automated decision-making or profiling that could have a significant impact on you in the recruitment process. All decisions regarding candidates are made by people.

10. Amendments

In the event of changes that materially affect your rights, we will make efforts to notify you of such changes and make a decision regarding the handling of your personal data.

11. Contact

If you have any questions about this notice or the processing of your data, please contact us at Yulia.k@kozak-group.com.