Privacy Policy

We are pleased that you are visiting our website and thank you for your interest in our services.

Protecting your personal data is important to us. This Privacy Policy explains how we collect, use and process personal data when you visit our website, contact us or engage with our services.

You can generally use our website without providing personal data. However, if you choose to contact us, apply for a position or work with us, we may process personal data such as your name, contact details or professional information.

All processing of personal data is carried out in accordance with the General Data Protection Regulation (GDPR) and applicable data protection laws in Germany and Portugal.

This Privacy Policy provides you with clear information about:

  • What data we process

  • Why we process it

  • How long we store it

  • What rights you have in relation to your data

Please note that data transmission over the Internet may have security vulnerabilities. While we take appropriate technical and organisational measures to protect your data, complete protection cannot be guaranteed.

1. Name and Address of the Controller

Personal data is processed jointly by:

Q Talent Hub GmbH
Sandstr. 17–23
23552 Lübeck
Germany

and

Q Talent Hub Portugal,
Sociedade Unipessoal Lda
Avenida Defensores de Chaves, n.º 52, 7.º andar
1000-120 Lisboa
Portugal

Email: first@qtalenthub.com
Website: www.qtalenthub.com

Both entities act as joint controllers within the meaning of Art. 26 GDPR, as they jointly determine the purposes and means of processing personal data.

For all data protection inquiries, data subject requests or the exercise of rights, you may contact us at:
first@qtalenthub.com

2. Collection of General Data and Information (Server Log Files)

The website collects general data and information when accessed. This data is stored in server log files and may include:

  • Browser types and versions used

  • Operating system used

  • Referring website

  • Subpages accessed

  • Date and time of access

  • IP address

  • Internet service provider

This information is required to:

  • Deliver website content correctly

  • Ensure long-term system stability and security

  • Prevent misuse and cyber-attacks

This data is not used to identify you personally.

Legal basis: Art. 6(1)(f) GDPR

3. Cookies

Our website uses cookies.

Cookies are text files that are stored on your device via your browser. They help ensure the functionality, usability and security of the website.

  • Technically necessary cookies are required for the operation of the website

  • Any additional cookies are only used based on your consent via the cookie banner

You can prevent or delete cookies at any time through your browser settings. Please note that disabling cookies may limit certain functionalities of the website.

4. Contact Possibility via the Website

If you contact us via email or a contact form, the personal data you provide (e.g. name, email address and message content) will be stored and processed for the purpose of handling your request.

This includes:

  • Responding to inquiries

  • Initiating business relationships

  • Follow-up communication

Your data will not be shared with third parties unless this is necessary to process your request or required by law.

Legal basis:

  • Art. 6(1)(b) GDPR (pre-contractual measures)

  • Art. 6(1)(f) GDPR (legitimate interest in communication)

5. Processing of Candidate and Client Data (Recruiterflow)

We use Recruiterflow as a CRM and applicant tracking system.
Personal data may be processed in this system for the following purposes:

  • Managing candidate profiles and applications

  • Matching candidates with suitable opportunities

  • Managing client relationships

  • Documenting communication and project activities

Processed data may include:

  • Contact details

  • CV and professional background

  • Communication history

  • Job-related preferences

Legal basis:

  • Art. 6(1)(b) GDPR

  • Art. 6(1)(f) GDPR

6. Email Communication

We use Microsoft 365 (via Strato) for email communication.

Personal data transmitted via email may be stored and processed within this system for the purpose of communication and business operations.

Legal basis:

  • Art. 6(1)(b) GDPR

  • Art. 6(1)(f) GDPR

7. Website Hosting and Infrastructure

Our website is hosted via Squarespace, and our domain is managed via Strato AG.

These providers process technical data (such as IP addresses) to ensure the availability, performance and security of the website.

Legal basis: Art. 6(1)(f) GDPR

8. Routine Erasure and Storage Period

Personal data is processed and stored only for the period necessary to achieve the purpose of storage or as required by applicable laws.

In particular:

  • Contact inquiries are generally stored for up to 12 months

  • Candidate data is stored as long as relevant for recruitment processes or until you request deletion

  • Contractual and business data is stored in accordance with statutory retention periods (e.g. tax and commercial law obligations)

After the purpose ceases to apply or retention periods expire, the data is routinely deleted or restricted in accordance with legal requirements.

9. Recipients of Data

Personal data may be shared with service providers who process data on our behalf, including:

  • Squarespace (website hosting)

  • Strato AG (domain and infrastructure services)

  • Microsoft (email services)

  • Recruiterflow (CRM / ATS)

These providers are contractually bound to process data in compliance with GDPR.

10. International Data Transfers

Some service providers may process personal data outside the European Union (e.g. USA)

In such cases, data transfers are carried out on the basis of appropriate safeguards, as:

  • EU Standard Contractual Clauses

11. Rights of the Data Subject

You have the following rights under GDPR:

  • Right of access (Art. 15 GDPR): You can request confirmation as to whether your personal data is being processed and obtain a copy of that data

  • Right to rectification (Art. 16 GDPR): You can request correction of inaccurate or incomplete data

  • Right to erasure (Art. 17 GDPR): You can request that your personal data be deleted, provided no legal obligations require its retention

  • Right to restriction of processing (Art. 18 GDPR): You can request that processing of your data be limited under certain conditions

  • Right to data portability (Art. 20 GDPR): You can receive your data in a structured, commonly used format and transfer it to another controller

  • Right to object (Art. 21 GDPR): You can object to the processing of your data based on legitimate interests

  • Right to withdraw consent: You can withdraw your consent at any time with effect for the future

To exercise any of these rights, please contact us at: first@qtalenthub.com

12. Right to Lodge a Complaint

You have the right to lodge a complaint with a supervisory authority.

Relevant authorities include:

Germany:
Independent Centre for Privacy Protection Schleswig-Holstein (ULD)
https://www.datenschutzzentrum.de

Portugal:
Comissão Nacional de Proteção de Dados (CNPD)
https://www.cnpd.pt

13. Legal Basis for Processing

Processing of personal data is based on:

  • Art. 6(1)(a) GDPR – consent

  • Art. 6(1)(b) GDPR – contract / pre-contractual measures

  • Art. 6(1)(c) GDPR – legal obligation

  • Art. 6(1)(f) GDPR – legitimate interest

Our legitimate interests include the operation of our business, communication with clients and candidates and ensuring the security and functionality of our systems.

14. Automated Decision-Making

We do not use automated decision-making or profiling within the meaning of Art. 22 GDPR.

15. Updates

We reserve the right to update this Privacy Policy to reflect changes in legal requirements or our services.

If you have any questions regarding data protection, please contact:

first@qtalenthub.com