Privacy Policy

Last updated: 23 June 2024

Verimo ("we", "us", or "our") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you use our Applicant Tracking System (ATS) platform.

1. Data Controller

ITIFY BV, with registered office in Belgium, is the data controller for the personal data processed through the Verimo platform. Our Data Protection Officer can be reached at dpo@verimo.com.

2. Personal Data We Collect

We collect and process the following categories of personal data:

  • Account data: name, email address, company name, and authentication credentials.
  • Candidate data: CVs, contact details, interview recordings, and assessment results provided by job applicants.
  • Usage data: IP addresses, browser type, device information, and activity logs.
  • Payment data: billing information processed by our payment provider Mollie.

3. Legal Basis for Processing

We process personal data based on the following legal grounds under GDPR:

  • Contract (Art. 6(1)(b)): Processing necessary to provide our ATS services.
  • Consent (Art. 6(1)(a)): Where you have explicitly consented, e.g., for marketing communications.
  • Legitimate Interest (Art. 6(1)(f)): For security, fraud prevention, and platform improvement.
  • Legal Obligation (Art. 6(1)(c)): To comply with tax, accounting, and regulatory requirements.

4. Data Retention

Account data is retained for the duration of your subscription plus 12 months thereafter. Candidate data is retained according to the retention period configured by your tenant (default 12 months, maximum 24 months). You may request earlier deletion subject to legal obligations.

5. Your Rights

Under GDPR, you have the following rights:

  • Right to access your personal data
  • Right to rectification of inaccurate data
  • Right to erasure ("right to be forgotten")
  • Right to restrict processing
  • Right to data portability
  • Right to object to processing
  • Right to withdraw consent at any time

To exercise these rights, please contact us at privacy@verimo.com. We will respond within 30 days.

6. Sub-processors

We use trusted sub-processors including Supabase (database), Mollie (payments), Cloudflare (CDN), Twilio (communications), and Resend (email). All sub-processors are GDPR-compliant and bound by data processing agreements.

7. International Transfers

Personal data is stored in the EU by default (eu-west or eu-central regions). Where data is transferred outside the EEA, we ensure adequate safeguards are in place, including Standard Contractual Clauses (SCCs).

8. Cookies

We use essential cookies for authentication and session management. We do not use third-party tracking cookies.

9. Contact Us

For any privacy-related questions, please contact our Data Protection Officer at dpo@verimo.com or ITIFY BV, Brussels, Belgium.