Candidate Data Consent & Retention Policy

1. Introduction

Ergoman is committed to protecting the personal data of candidates and ensuring transparency in how information is collected, used, and retained throughout the recruitment process.

This policy explains how we process personal data submitted through our Applicant Tracking System (ATS) and other recruitment channels.

2. Data Controller

The data controller responsible for processing your personal data is: Ergoman

Email: careers@ergoman.com

3. Purpose of Processing

We process your personal data solely for recruitment-related purposes, including:

• Assessing your suitability for current and future roles
• Communicating with you regarding your application
• Managing and improving our recruitment processes

4. Legal Basis for Processing

We process your personal data based on our legitimate interest in managing recruitment processes and identifying suitable candidates.

Where appropriate, we may also rely on your consent, for example if you choose to be considered for future opportunities.

5. Categories of Data Collected

We may collect and process:

• Identification and contact details (e.g. name, email, phone number)
• Professional information (e.g. CV, work experience, education, skills)
• Notes and evaluations from interviews
• Any additional information you voluntarily provide

6. Data Retention

6.1 Standard Retention

We retain candidate application data for up to 12 months from the date of submission.

6.2 Extended Retention (Interviewed / Strong Candidates)

If you participate in our recruitment process (e.g. interviews) or we identify your profile as a strong match for future opportunities, we may retain your data for a longer period of up to 24 months.

We ensure that any extended retention remains proportionate, relevant, and aligned with reasonable candidate expectations.

6.3 Optional Talent Pool (Consent-Based)

If you choose to opt in, we may retain your data for up to 24 months to consider you for future roles.

You may withdraw your consent at any time.

7. Your Rights

You have the right to:

• Request access to your personal data
• Request correction of inaccurate or incomplete data
• Request deletion of your data
• Object to or restrict processing where applicable
• Withdraw your consent at any time (where applicable)
• Lodge a complaint with the Hellenic Data Protection Authority (HDPA)

To exercise your rights, please contact us at: careers@ergoman.com

8. Data Security and Confidentiality

Access to candidate data is restricted to authorized personnel involved in the recruitment process.

We implement appropriate technical and organizational measures to protect personal data against unauthorized access, loss, or misuse.

9. Data Sharing

Your personal data is not shared with third parties, except:

• Where necessary for the recruitment process (e.g. internal stakeholders)
• Where required by law

We do not sell or commercially exploit candidate data.

10. Updates to This Policy

We may update this policy from time to time to reflect legal, regulatory, or operational changes. The latest version will always be available through our recruitment channels.

11. Further Information

For more detailed information on how we process personal data, please refer to our full Privacy Policy: https://ergoman.net/personal-data-privacy-protection-policy/

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Equal Employment Opportunity & Fair Hiring Statement

ERGOMAN S.A. is committed to providing equal employment opportunities and maintaining fair, transparent and merit-based recruitment and selection practices.

We believe that every candidate should be treated with respect, professionalism and fairness throughout the recruitment process. Our hiring decisions are based on the requirements of the role, the candidate’s skills, experience, qualifications, potential and overall suitability for the position.

Our Commitment

ERGOMAN S.A. is committed to ensuring that candidates are not discriminated against on the basis of characteristics such as:

• gender;
• age;
• race, color, nationality or ethnic origin;
• religion or belief;
• disability;
• marital or family status;
• pregnancy or maternity;
• sexual orientation;
• gender identity or expression;
• political opinion;
• or any other characteristic protected by applicable law.

We aim to create an inclusive recruitment process that gives candidates a fair opportunity to present their experience, skills and potential.

Fair and Merit-Based Selection

Our recruitment and selection process is designed to support objective and consistent hiring decisions.

Where applicable, we aim to ensure that:

• job requirements are clearly defined and relevant to the role;
• candidates are assessed against role-related criteria;
• interviews are conducted professionally and respectfully;
• assessments or technical tests are relevant to the role;
• hiring decisions are based on evidence gathered during the recruitment process;
• candidate information is handled confidentially;
• all candidates are treated with dignity and respect.

Accessibility and Reasonable Adjustments

ERGOMAN S.A. aims to support candidates who may require reasonable adjustments during the recruitment process.

Candidates who need an adjustment in order to participate in an interview, assessment or other stage of the recruitment process are encouraged to contact us in advance, so that we can consider how best to support them.

Requests for reasonable adjustments will be treated confidentially and with respect.

Candidate Experience

We recognize that recruitment is a two-way process. Our goal is to provide candidates with a professional and respectful experience, regardless of the outcome of their application.

We aim to communicate clearly, protect candidate confidentiality and ensure that all interactions reflect the values and professional standards of ERGOMAN S.A.

Responsibility

All employees involved in recruitment, including People & Culture, hiring managers and interviewers, are expected to support fair hiring practices and to act in accordance with this Statement.

Contact

If you have any question about this Statement or require support during the recruitment process, you may contact:

People & Culture
Email: careers@ergoman.net