Candidate Privacy Notice

Last updated: [August 26, 2026]

  1. Introduction

This Candidate Privacy Notice explains how Sigma Software and its affiliated companies within the Sigma Software Group, referred to in this Notice as “Sigma Software,” “we,” “us,” or “our,” collect, use, store, disclose, and otherwise process personal data relating to candidates, applicants, prospective candidates, and individuals participating in our recruitment activities.

This Notice applies when you:

  • visit or use our careers website;
  • apply for a vacancy with Sigma Software;
  • submit your CV, resume, portfolio, or other application materials;
  • communicate with our recruitment team;
  • participate in interviews, assessments, tests, or other selection activities;
  • agree to be included in our candidate talent pool;
  • are referred to us by another person or identified through professional platforms or recruitment channels.
  1. Who Is Responsible for Your Personal Data

Sigma Software Group companies act as data controllers of personal data processed in connection with recruitment activities.

The specific Sigma Software entity responsible for processing your personal data will depend on the vacancy, location, hiring entity, recruitment process, and the Sigma Software company with which you interact during the recruitment process.

For the purposes of this Notice, references to “Sigma Software,” “we,” “us,” or “our” mean the relevant Sigma Software Group company or companies involved in the recruitment process.

If you have questions about which Sigma Software entity is responsible for your personal data in a specific recruitment process, you may contact us using the contact details provided in this Notice.

  1. Personal Data We Collect

We may collect and process the following categories of personal data:

3.1 Identification and contact data

  • full name;
  • email address;
  • telephone number;
  • city, country, or region of residence;
  • preferred communication channel.

3.2 Professional and application data

  • CV, resume, cover letter, portfolio, or similar application materials;
  • employment history;
  • education and qualifications;
  • professional certifications;
  • skills, competencies, and experience;
  • language proficiency;
  • salary expectations, notice period, availability, and preferred working model;
  • information about the position you applied for;
  • application status and recruitment history with Sigma Software.

3.3 Recruitment assessment data

  • interview notes and feedback;
  • technical assessment results;
  • test task results;
  • recruiter and hiring manager evaluations;
  • information collected during interviews or recruitment communications;
  • information required to assess your suitability for a role.

3.4 Communication data

  • emails, messages, call notes, and other communications with our recruitment team;
  • records of recruitment-related meetings or scheduling activities.

3.5 Reference and verification data

Where applicable and permitted by law, we may process:

  • information provided by referees;
  • confirmation of previous employment or professional experience;
  • information necessary for background or eligibility checks, where such checks are relevant to the position and allowed by applicable law.

3.6 Public professional information

Where permitted by applicable law, we may process information available from professional platforms, job boards, social media, or other publicly available professional sources, such as LinkedIn profiles, GitHub profiles, portfolios, or professional websites.

3.7 Special categories of personal data

In limited cases, we may process special categories of personal data, such as health-related information, disability accommodation information, or other sensitive information, only where this is necessary, permitted by law, and subject to appropriate safeguards.

We ask candidates not to include unnecessary sensitive information in their CVs, applications, or communications unless specifically requested and relevant to the recruitment process.

  1. Sources of Personal Data

We may collect personal data from:

  • you directly, when you submit an application or communicate with us;
  • recruitment platforms, applicant tracking systems, job boards, and career websites;
  • professional networking platforms;
  • recruitment agencies or partners;
  • Sigma Software employees who refer you;
  • referees, where applicable;
  • publicly available professional sources, where permitted by law.

Recruitment-related privacy guidance recognizes that candidate data may be collected from applicants, prospective candidates, referees, recruitment agencies, and other recruitment channels.

  1. Purposes and Legal Bases for Processing

Candidate personal data may be stored and processed in Sigma Software’s internal recruitment systems, applicant tracking systems (including SmartRecruiters), email and communication platforms, and other systems used to manage recruitment activities.

We process your personal data for the purposes described below.

5.1 Managing your application

We process your personal data to receive, review, and manage your application for a specific vacancy.

Legal basis: taking steps prior to entering into a contract, where applicable; legitimate interests in managing recruitment processes.

5.2 Assessing your suitability for a role

We process your personal data to evaluate your qualifications, skills, professional experience, test results, interview performance, and overall suitability for a position.

Legal basis: legitimate interests in selecting suitable candidates; taking steps prior to entering into a contract, where applicable.

5.3 Communicating with you

We process your contact and communication data to contact you about your application, arrange interviews, provide updates, request additional information, and respond to your questions.

Legal basis: taking steps prior to entering into a contract; legitimate interests in conducting recruitment.

5.4 Conducting assessments, interviews, and checks

Where relevant to the role, we may process your data to conduct interviews, technical assessments, practical tasks, reference checks, or other recruitment-related evaluations.

Legal basis: legitimate interests in assessing candidates; compliance with legal obligations where checks are required by law; consent where required by applicable law.

5.5 Maintaining recruitment records

We process recruitment records to document recruitment decisions, ensure consistency in recruitment processes, respond to candidate inquiries, and protect Sigma Software’s legal interests.

Legal basis: legitimate interests in maintaining recruitment records and defending legal claims; compliance with legal obligations.

5.6 Talent pool and future opportunities

Where permitted by applicable law, we may retain your personal data to contact you about future job opportunities that may match your profile.

Legal basis: consent, where required by applicable law; legitimate interests in maintaining a candidate talent pool, where permitted and balanced against your rights and expectations.

5.7 Legal and compliance purposes

We may process personal data where necessary to comply with employment, tax, immigration, corporate, regulatory, or other legal obligations.

Legal basis: compliance with legal obligations; legitimate interests in ensuring legal and regulatory compliance.

5.8 Improving recruitment processes

We may use limited recruitment data to analyze and improve our hiring processes, candidate experience, recruitment efficiency, and workforce planning.

Legal basis: legitimate interests in improving recruitment and HR operations.

  1. Automated Decision-Making and AI Tools

We do not make recruitment decisions based solely on automated processing that produces legal or similarly significant effects for candidates.

Sigma Software may use AI-assisted technologies and recruitment tools to support certain recruitment activities, including candidate sourcing, candidate matching, CV analysis, application screening, skills assessment support, market research, recruitment administration, communication, and recruitment process improvement.

For example, recruitment platforms and tools used by Sigma Software may provide AI-supported functionality to assist recruiters in reviewing applications, identifying potentially relevant candidates, generating recruitment-related content, or providing candidate suitability indicators

Such tools are used to support and enhance the recruitment process and do not replace human review. Hiring and recruitment decisions are made by authorized Sigma Software personnel and are not based solely on automated processing.

  1. Sharing of Personal Data

We may share your personal data with the following categories of recipients, where necessary for the recruitment process:

  • Sigma Software Group companies involved in recruitment or hiring decisions;
  • recruiters, HR team members, hiring managers, interviewers, and relevant business stakeholders;
  • customers or prospective customers, where candidate profiles, CVs, interview information, or professional qualifications are shared in connection with project staffing, customer approval processes, or potential project assignments;
  • recruitment platform providers and applicant tracking system providers, including SmartRecruiters;
  • IT, hosting, communication, and cloud service providers;
  • assessment, testing, or background check providers, where applicable;
  • recruitment agencies or external recruiters, where applicable;
  • legal, audit, compliance, insurance, or professional advisers;
  • public authorities, courts, regulators, or law enforcement bodies, where required by law.

We do not sell candidates’ personal data.

We do not use candidate personal data for unrelated marketing purposes unless you have separately agreed to receive such communications or another lawful basis applies.

  1. International Transfers

Sigma Software operates internationally. Your personal data may be transferred to, accessed from, or processed in countries outside your country of residence, including countries outside the European Economic Area.

Where personal data is transferred internationally, we implement appropriate safeguards in accordance with applicable data protection laws. These may include:

  • adequacy decisions, where applicable;
  • Standard Contractual Clauses approved by the European Commission;
  • intra-group data transfer safeguards;
  • contractual, technical, and organizational measures designed to protect personal data.
  1. Retention of Candidate Data

We retain candidate personal data only for as long as necessary for the purposes described in this Notice, unless a longer retention period is required or permitted by applicable law.

Retention periods may depend on:

  • the country where the recruitment process takes place;
  • the type of role;
  • whether you are hired;
  • whether you consent to be included in our talent pool;
  • applicable limitation periods for legal claims;
  • legal, regulatory, tax, employment, or audit requirements.

If your application is unsuccessful, we may retain your data for a limited period to document the recruitment process, respond to inquiries, defend legal claims, and, where applicable, consider you for future opportunities.

If you are included in a talent pool based on consent, we will retain your data until your consent is withdrawn or until the applicable talent pool retention period expires, whichever occurs earlier.

If you request deletion of your data, we will assess and process your request in accordance with applicable law. In some cases, we may need to retain limited information where required for legal, compliance, or legitimate business purposes.

  1. Security

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

Access to candidate personal data is limited to individuals who need such access for recruitment, HR, legal, compliance, IT, or business purposes.

Please note that no method of electronic transmission or storage is completely secure. However, we take reasonable steps to protect your personal data in line with applicable data protection requirements.

  1. Cookies and Similar Technologies

Our careers website may use cookies and similar technologies to operate the website, improve user experience, analyze website traffic, support recruitment-related website functionality, and measure the effectiveness of our recruitment and marketing activities.

These technologies may be provided by analytics, advertising, social media, and other service providers.

Where required by applicable law, non-essential cookies are used only with your consent. You can manage your cookie preferences through the cookie banner or cookie settings available on the website.

Detailed information about the cookies and similar technologies used on the career’s website, including their purposes and retention periods, is provided in our Cookie Notice or Cookie Preferences Center.

  1. Links to Other Websites

Our careers website may contain links to third-party websites, job boards, professional platforms, or other external resources.

Once you leave our website, we are not responsible for the privacy practices, security, or content of third-party websites. We encourage you to review the privacy notices of any third-party websites you visit.

  1. Children and Minors

Our careers website and recruitment processes are not intended for individuals below the minimum working age established by applicable law.

We do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child without appropriate authorization, we will take steps to delete such data where required by law.

  1. Your Rights

Subject to applicable law, you may have the following rights in relation to your personal data:

  • the right to access your personal data;
  • the right to correct inaccurate or incomplete personal data;
  • the right to request deletion of your personal data;
  • the right to restrict processing of your personal data;
  • the right to object to processing based on legitimate interests;
  • the right to withdraw consent, where processing is based on consent;
  • the right to data portability, where applicable;
  • the right not to be subject to solely automated decisions producing legal or similarly significant effects, where applicable;
  • the right to lodge a complaint with a competent data protection supervisory authority.

These rights may be subject to conditions, limitations, and exemptions under applicable law.

If you wish to exercise your rights, please contact us using the details provided below.

  1. Contact Us

If you have questions about this Notice or wish to exercise your privacy rights, you may contact us at:

privacy@sigma.software

Please include “Candidate Privacy Request” in the subject line of your message to help us process your request efficiently.

If required, we may ask you to provide additional information to verify your identity before responding to your request.

  1. Changes to This Notice

We may update this Candidate Privacy Notice from time to time to reflect changes in our recruitment practices, legal requirements, technologies, or internal processes.

The updated version will be published on our career’s website with a revised “Last updated” date.