Privacy Policy

    Last updated December 04, 2024

    This privacy notice for Zeniphos describes how and why we might collect, store, use, and/or share ("process") your information when you use our services ("Services"), such as when you:

    Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services.

    SUMMARY OF KEY POINTS

    This summary provides key points from our privacy notice, but you can find out more details about any of these topics by clicking the link following each key point or by using our table of contents below to find the section you are looking for.

    What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use. Learn more about the personal information you disclose to us.

    Do we process any sensitive personal information? We do not process sensitive personal information. Do we collect any information from third parties? We may collect information from public databases, marketing partners, social media platforms, and other outside sources. Learn more about information collected from other sources.

    How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so. Learn more about how we process your information.

    In what situations and with which parties do we share personal information? We may share information in specific situations and with specific third parties. Learn more about when and with whom we share your personal information.

    What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information. Learn more about your privacy rights.

    How do you exercise your rights? The easiest way to exercise your rights is by submitting a data subject access request, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws. Want to learn more about what we do with any information we collect? Review the privacy notice in full.

    TABLE OF CONTENTS

    1. WHAT INFORMATION DO WE COLLECT?

    2. HOW DO WE PROCESS YOUR INFORMATION?

    3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

    4. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

    5. HOW DO WE HANDLE YOUR SOCIAL LOGINS?

    6. IS YOUR INFORMATION TRANSFERRED INTERNATIONALLY?

    7. HOW LONG DO WE KEEP YOUR INFORMATION?

    8. DO WE COLLECT INFORMATION FROM MINORS?

    9. WHAT ARE YOUR PRIVACY RIGHTS?

    10. CONTROLS FOR DO-NOT-TRACK FEATURES

    11. DO WE MAKE UPDATES TO THIS NOTICE?

    12. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

    13. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

    1. WHAT INFORMATION DO WE COLLECT?

    Personal information you disclose to us

    In Short: We collect personal information that you provide to us.

    We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

    Sensitive Information. We do not process sensitive information.

    All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

    Information automatically collected

    In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

    We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

    Like many businesses, we also collect information through cookies and similar technologies.

    2. HOW DO WE PROCESS YOUR INFORMATION?

    In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and comply with law.

    We may also process your information for other purposes with your consent. We process your personal information for a variety of reasons, depending on how you interact with our Services.

    3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

    In Short: We may share information in specific situations described in this section and/or with the following third parties.

    We may share your Personal Information with:

    • Our partners and third-party service providers. We authorize these service providers to use or disclose the information only as necessary to perform services on behalf of Zeniphos (for example, to support the delivery of, provide functionality on, or help to enhance the security of our application).
    • Any competent law enforcement body, regulatory, government agency, court or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person;
    • Acquirer, successor, or assignee as part of any merger, acquisition, debt financing, sale of assets, or similar transaction, or in the event of an insolvency, bankruptcy, or receivership in which information is transferred to one or more third parties as one of our business assets, provided that we inform such third parties that they must use your Personal Information only for the purposes disclosed in this Website Privacy Policy.

    4. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

    In Short: We may use cookies and other tracking technologies to collect and store your information.

    We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.

    We also permit third parties and service providers to use online tracking technologies on our Services for analytics and advertising, including to help manage and display advertisements, to tailor advertisements to your interests, or to send abandoned shopping cart reminders (depending on your communication preferences). The third parties and service providers use their technology to provide advertising about products and services tailored to your interests which may appear either on our Services or on other websites.

    Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.

    5. HOW DO WE HANDLE YOUR SOCIAL LOGINS?

    In Short: If you choose to register or log in to our Services using a social media account, we may have access to certain information about you.

    Our Services offer you the ability to register and log in using your third-party social media account details (such as your Facebook, X, Google, or LinkedIn logins). Where you choose to do this, we will receive certain profile information about you from your social media provider. The profile information we receive may vary depending on the social media provider concerned, but will often include your name, email address, and profile picture, as well as other information you choose to make public on such a social media platform.

    Google API Services

    Zeniphos use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements. Furthermore, we specifically do not utilize Google Workspace APIs for the development, enhancement, or training of generalized AI or ML models.

    LinkedIn and Google OAuth

    By using Google OAuth, you authorize us to access and store certain information from your Google account, such as your profile information, including name, email address, and profile picture, in accordance with our Privacy Policy. The information accessed will be used to facilitate your login, personalize your experience, and manage your account. We will not share or use this information for any purpose not explicitly stated in this Policy.

    By using LinkedIn OAuth, you authorize us to access and store certain information from your LinkedIn account, such as your profile information (including name, email address and profile picture), in accordance with our Privacy Policy. The information accessed will be used to facilitate your login, personalize your experience, and manage your account. We will not share or use this information for any purpose not explicitly stated in our Privacy Policy.

    We will use the information we receive only for the purposes that are described in this privacy notice or that are otherwise made clear to you on the relevant Services. Please note that we do not control, and are not responsible for, other uses of your personal information by your third-party social media provider. We recommend that you review their privacy notice to understand how they collect, use, and share your personal information, and how you can set your privacy preferences on their sites and apps.

    Gmail synchronization

    By granting Zeniphos access to your Gmail account, you authorize us to securely connect and synchronize with your email in order to enhance the communication capabilities of our platform. Specifically, this access enables us to:

    1. Send Emails on Your Behalf: Zeniphos will be able to send emails to candidates and other stakeholders directly from your Gmail account as part of your recruitment activities. These emails are generated based on actions you take within the platform, such as candidate outreach, interview scheduling, and status updates.
    2. Display Candidate Communications: With your permission, Zeniphos can read your Gmail inbox to display incoming messages from candidates directly within the platform, creating a seamless experience for managing candidate communications.
    3. Data Privacy and Security: Zeniphos does not store your Gmail credentials, and all authentication is handled securely via Google's OAuth protocol. Our access strictly adheres to Google's privacy policies, and we only access functionality required to facilitate recruitment-related communications you initiate or authorize within the platform.
    4. Revocation of Access: You can revoke Zeniphos’ access to your Gmail account anytime through your Google Account settings. Upon revocation, Zeniphos will no longer have access to your Gmail account, though any communications already sent will remain in your Gmail.

    By authorizing Gmail synchronization, you acknowledge that Zeniphos will act as your agent in facilitating email communications during the recruitment process. This feature is designed to improve efficiency and maintain a seamless communication flow between you and your candidates.

    6. IS YOUR INFORMATION TRANSFERRED INTERNATIONALLY?

    In Short: We may transfer, store, and process your information in countries other than your own.

    Our servers are located in Germany If you are accessing our Services from outside, please be aware that your information may be transferred to, stored, and processed by us in our facilities and by those third parties with whom we may share your personal information (see "WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?" above), in and other countries.

    If you are a resident in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, then these countries may not necessarily have data protection laws or other similar laws as comprehensive as those in your country. However, we will take all necessary measures to protect your personal information in accordance with this.

    However, we have taken appropriate safeguards to require that your personal information will remain protected in accordance with this Privacy Policy.

    We will normally collect Personal Information from you only where we have your consent to do so, where we need the Personal Information to perform a contract with you, or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms.  In some cases, we may also have a legal obligation to collect Personal Information from you or may otherwise need the Personal Information to protect your vital interests or those of another person.

    If we ask you to provide Personal Information to comply with a legal requirement or to perform a contact with you, we will make this clear at the relevant time and advise you whether the provision of your Personal Information is mandatory or not.

    If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us at [email protected]

    7. HOW LONG DO WE KEEP YOUR INFORMATION?

    In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this privacy notice unless otherwise required by law.

    We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).

    When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

    8. DO WE COLLECT INFORMATION FROM MINORS?

    In Short: We do not knowingly collect data from or market to children under 18 years of age.

    We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at [email protected]

    9. WHAT ARE YOUR PRIVACY RIGHTS?

    In Short: You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.

    Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below.

    However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

    Account Information

    If you would at any time like to review or change the information in your account or terminate your account, you can: Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

    10. CONTROLS FOR DO-NOT-TRACK FEATURES

    Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice.

    11. DO WE MAKE UPDATES TO THIS NOTICE?

    In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

    We may update this privacy notice from time to time. The updated version will be indicated by an updated "Revised" date at the top of this privacy notice. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information

    12. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

    If you have questions or comments about this notice, you may contact us by post at: Berlin, Hufelandstrasse

    13. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

    Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please fill out and submit a data subject access request.