Privacy Policy

Vitae Recruitment

Effective Date: 11^th March 2025

At Vitae Recruitment, we are committed to safeguarding your privacy and ensuring the protection of your personal information. This Privacy Policy outlines how we collect, use, store, and disclose certain personal information, always in compliance with applicable data protection laws, including the EU General Data Protection Regulation 2016/679 (GDPR Regulation), the Cy Law 125(I)/2018 and any other relevant law and regulation.

1. Who are we?

A.T. Vitae Recruitment Limited, a company duly incorporated and validly existing under the laws of the Republic of Cyprus, with registration number HE403173, a Private Employment Agency, under the Private Employment Agencies Law 2012 and to the Regulations, issued according to the said law by the Ministry of Labour, Welfare & Social Insurance – Department of Labour of the Republic of Cyprus, with Operating License Number 393, and having its registered office address at 21 Vasili Michailidi, 3026, Limassol, Cyprus.

We are a licensed recruitment agency in Cyprus, specializing in connecting talented professionals with opportunities across the financial services sector and empowering businesses through exceptional HR solutions. Our company offers a comprehensive range of professional services, including Human Resources services and consulting, recruitment solutions, CV writing, career guidance, and personalized career coaching.

Contact Details:

Email Address: info@vitaerecruitment.com

Telephone Number: 77770142 | +35796103102

2. How do we collect your information?

• Directly from you and/or;
• Through third parties in the standard course of our business in accordance with the services we provide to you and/or;
• Through our website (in case you contact us through the website);
• Through your correspondence (including email addresses, if you contact us);
• From publicly available sources.

3. Personal Information We Collect

• Information you provide when submitting a job application.
• Information you provide when you consent to the processing of your data or report a problem through the website.
• Information you provide when contacting us.
• Information we receive when you link to us on our social media and internet pages.
• Information you provide when submitting a request or requesting any service from us.
• Information that is publicly available, such as on social media and the internet (when you connect with us via social media).

4. Categories of personal Information

General Personal Information

This category of data may include but not limited to general personal information such as your name and surname, your title, postal address, correspondence address, corporate e-mail address, telephone number, email address, date of birth, nationality, country/city of residence.

Financial Data
This refers to information needed to process payments, such as bank account numbers and/or any other billing information, where payments are made by us to suppliers, customers, or candidates.

CV Data
This includes details you provide us with when you submit your CV, or when you complete a job – application, such as qualifications, education, skills, work experience, employment history, your eligibility to work in the Cyprus (where applicable), references verifying your qualifications and experience, photo (where applicable) etc.

Also includes other information which might be provided during an interview, or when you complete a job application, such as:

• Reasons for leaving your current employer
• Current salary and benefits
• Desired salary
• Notice period
• Companies or industries you prefer to avoid and/or to join
• Preferred working hours.

Correspondence Data

This may include any information you may provide to us when you contact us by any means, your vacancies applications, history of your scheduled interviews, notes about telephone conversations, text messages and emails. Also includes any contract you may sign with us.

Aggregated data:

We may collect aggregated personal data and statistics for the purpose of monitoring website usage to help us develop our website and our services.

5. Purpose for personal information processing

Your personal data is used for the following purposes:

• To prepare and/or sign a contract with you.
• To provide our services, such as assisting in finding a suitable employee or employment opportunity.
• To respond to your inquiries when you contact us directly via email, telephone, or through our website.
• To facilitate job placement and career opportunities.
• To communicate with you regarding job openings, interviews, and the recruitment process or contact you about any suitable vacancies which are related to your job application.
• To assess your qualifications, skills, and suitability for roles.
• To comply with legal and regulatory requirements.
• To improve our services and enhance the user experience.

6. Legal Basis for Processing

We process personal data based on the following legal grounds:

• To provide you with our services in the context of our relationship with you or with your employer.
• To fulfill our obligations to you, for example proceed with payments where applicable.
• If you have given us your explicit consent for data processing.
• Based on our legitimate business interest in recruitment and talent acquisition provided that such interest is not overridden by your interests or fundamental rights and freedoms.
• To comply with legal and regulatory requirements.

Special note about your Consent: Opt-in consent refers to the consent you give when you’ve already interacted with us—such as submitting a job application or CV or registering a vacancy and choosing to receive notifications for us. Under this type of consent, we can promote other recruitment-related services to you unless you choose to opt out. This approach is beneficial as it allows us to recommend jobs that align with your previous applications, improving the chances of helping you find a new job.

In the case you feel that you need to revoke this consent, you will be provided with an automated way to opt out (unsubscribe) from that communication or from all marketing e-mails sent by us. Please follow the instructions on the e-mail you received to do so. In the unlikely case that you have received unwanted e-mail from us, please forward a copy of that e-mail to info@vitaerecruitment.com.

7. Data Sharing & Confidentiality

We will not disclose personal information obtained from you to any third parties. However, we may share Personal Information with our affiliates for the purpose of responding to your requests or otherwise as necessary for the purposes described above:

• Affiliate companies – service providers (such as background check agencies, accounting service providers, data hosting providers etc.)
• Third parties such as authorities, Bank Institutions, hiring organizations to assist with your application etc.
• Legal Successors– we might disclose personal information to a buyer or a successor in the event of merger, divestiture, restructuring, reorganization, dissolution or sale or transfer of some or all of our assets.

All data-sharing practices comply with confidentiality and data protection regulations, including but not limited to encrypted transmission of data, Data Processing Agreements, confidentiality agreements, security alarm systems and round-the-clock security staff, etc.

8. Security Measures

We have implemented appropriate security measures to ensure the protection of the Personal Information from any unauthorised access or disclosure. In addition, all employees have been trained in how to use, handle and process personal data, according to the provisions of Personal Data Law. Furthermore, we have upgraded technical measures and have transformed the policies and procedures to comply with the General Data Protection Regulation.

9. Where we store your personal data

All information stored on our recruitment software is secured through the Microsoft Azure Infrastructure and located at two data center’s locations within Europe. The primary center is Microsoft’s Western European center. Additional security information on Microsoft’s data centers can be found here.

10. Your Rights

As a data subject, you have rights under applicable data protection laws, including:

• Right of access – request access to any personal data we hold about you;
• Right of rectification -have any personal data which we hold about you which is inaccurate or incomplete rectified;
• Right to be forgotten – have personal data erased;
• Right to restriction of processing – have the processing of your personal data restricted;
• Right of portability – To be provided with the personal data that you have supplied to us in a portable format that can be transmitted to another organization without hindrance;
• Right to object – object to certain types of processing, including processing based on legitimate interests, automated processing (which includes profiling) and processing for direct marketing purposes; and
• Right to object to automated processing, including profiling -not be subject to a decision that is based solely on automated processing which produces a legal effect, or which has a similar significant effect for the individual.

If you want to exercise any of the rights mentioned above, you need to send a written request to us, by using the contact details are provided above. Please note that some of these rights may be limited in certain situations.

Where you had consented to the processing of your personal data, you can revoke your consent at any time.

Access and Correction: If you would like to access, update, or correct the personal information you’ve submitted on our website, or if you have any questions about how your information is being processed, please contact us or submit your request online by clicking on info@vitaerecruitment.com. We provide access to personal information in accordance with applicable data protection laws.

Where you object to processing based on legitimate interests, we must no longer process that personal data, unless we can demonstrate compelling legitimate grounds for the processing which overrides your interests, rights and freedoms or that the processing is required for the establishment, exercise or defense of legal claims.

11. Data Retention

We follow a data retention policy, depending on the activity for which the data has been collected. The retention policy determines the retention time of each data and when to destroy information that is no longer needed for legal, regulatory or commercial reasons.

However, this may be longer in some instances, for example when dealing with a claim we may need to hold the information for a period relevant to the one the claim is being handled.

Overall, the criteria used to establish the period for which personal data will be stored is determined by regulatory or legal requirements. The criteria for the record keeping process are:

• The purpose for which the data has been collected;
• The nature of personal data;
• Our legal obligations;
• The legal basis for the processing of personal data;

In general, we will delete your personal data from our systems if there has been no meaningful contact with you for four years (48 months) or more, unless a longer retention period is required by law or regulatory authorities. After this period, your data is likely to no longer be relevant for the purposes it was originally collected.

For data related to Tax Law, we remain obligated by the Tax Authorities to keep the data for up to 7 years after the end of the business relationship.  Upon termination of the period of 7 years, we will destruct the related data as our legal obligation will not be valid anymore.

If you wish to request data deletion, you may contact us, and we will fulfill your request, unless such request is restricted, subject to any legal obligations. You may find further information on how to exercise your rights above.

12. Means Of Social Networking

Our Company has its own social media (i.e. Facebook, Instagram, LinkedIn). We remind you that these platforms are publicly accessible and any content, comment, personal information you may submit through any of these social media, may be visible to the public.

Moreover, we do not in any way control the data that is subsequently transmitted and/or that may be collected and/or processed by the respective social media, nor can it affect in any way the collection and/or processing of such data.

Therefore, we strongly recommend that you should be careful with the content of the information you apply while using these platforms. Information about the processing of personal data by the relevant social media can be found in their privacy terms.

 

13. Contact Us

If you have any questions regarding this Privacy Policy or if you wish to exercise your rights, please contact us:
Email: info@vitaerecruitment.com
Phone: 77770142/ +357 96 103102

14. How to file a complaint

It’s important to follow privacy principles, and we take all necessary steps to protect your data and prevent any loss or breach. We make sure that the personal information you share with us is stored on a secure platform with extra safety measures. If there’s a breach of the GDPR or other relevant Data Protection laws, we take it seriously. If you believe your personal data has not been properly protected, you have the right to file a complaint with the relevant data protection authority. Our supervisory authority is the Personal Data Protection Bureau (Independent Supervisory Authority for the Protection of Individuals). If you have concerns about how we handle your personal data, you can contact the Personal Data Protection Bureau at (+357) 22 818 456 or visit them at 1 Iasonos, 1082 Nicosia, Cyprus.

15. Updates of Privacy Policy

We may update this Privacy Policy occasionally. Please check it regularly, especially before you share any more personal information on the Website. Any changes will be posted on the website with a link from the homepage. The effective date of the Privacy Policy will also be shown at the top of this page.

Cookies Policy

Our website may use cookies to enhance your browsing experience. Cookies are small files on your computer, which can store information that you transmit when accessing the internet. They are transmitted via the web browser to the computer’s hard drive.

Cookies cannot transmit any information from a computer system. They instead help to make a return visit to the Site as simple and user friendly as possible. Some cookies remain on the computer’s hard drive, so your computer gets recognized on your next visit.

Objectives:

As with most online services, our website uses cookies for several purposes:

• To enhance your user experience by personalizing content and services.
• To gather statistical data, which may be shared with third parties in a way that ensures your identity is not revealed.
• To manage the website in a way that enables and/or facilitates communication.
• To manage applications related to the website.
• To provide you with information and updates about products and services that may interest you

Types of Cookies

• Necessary

Necessary cookies are essential for the technical operation and proper functionality of the website. These cookies enable core features such as security, network management, and accessibility. Due to their strictly technical nature, they do not require user consent and are stored automatically upon visiting the website.

The following cookies are categorized as necessary: