candidate privacy notice

This notice explains how we handle your data when you apply for a job or internship at Exobiosphere.

Who we are

This website is run by Exobiosphere S.à r.l., 29, rue Henri Koch, L-4354 Esch-sur-Alzette, Luxembourg, RCS B289021, together with its group company Exobiosphere, Inc., a Delaware corporation with its registered office at 8 The Green, Suite R, Dover, DE 19901, and offices at 611 Catalina, Building 307C, Los Angeles, CA 90005, United States ("Exobiosphere", "we").

Exobiosphere S.à r.l. is the controller of your application data. For any question about your application data, whichever company the role is with, write to [email protected].

What we collect

•     Data you give us: CV, cover letter, contact details, diplomas, work permit status, salary expectations, portfolio links.

•     Data from the selection process: interview notes, test or case-study results, answers to our work-style questionnaire.

•     Data from referees: only from people you name, and only with your prior written consent.

•     Public professional data: your LinkedIn profile, if you share the link with us.

Why we use it and on what basis

We use your data to assess your application and decide on a hire, as a step you asked us to take before a contract (Art. 6(1)(b) GDPR).

We contact your referees and keep you in our talent pool only with your consent (Art. 6(1)(a) GDPR).

We check eligibility for ADEM employment support schemes to meet a legal obligation and as a step before a contract (Art. 6(1)(c) and (b) GDPR).

We may use your data to defend legal claims, based on our legitimate interest in protecting our rights (Art. 6(1)(f) GDPR).

Who sees your data

•     The hiring manager and interviewers for the role

•     Our Operations and People team

•     Our co-founders, for final decisions

•     Service providers (hosting, recruitment system, email) acting on our instructions

•     ADEM, if your hire involves an employment support scheme and you agree

If the role is with or reports to our US group company, Exobiosphere Inc., we share your application with it. Transfers to the United States rely on the EU-US Data Privacy Framework or Standard Contractual Clauses.

How long we keep it

If your application is not successful, we delete your data 6 months after the vacancy closes.

If you join our talent pool, we keep your data for 2 years or until you withdraw consent.

If you are hired, your data moves to your personnel file under our employee privacy notice.

If a legal claim is in progress, we keep your data until the claim is closed.

No automated decisions

People make all hiring decisions. We do not use automated decision-making or profiling.

Do you have to give us your data?

No. But without your CV and contact details we cannot consider your application.

Your rights

You can ask for access to your data, correction, deletion, restriction, or a copy in a portable format. You can object to processing based on our legitimate interest. You can withdraw any consent at any time, including for reference checks or the talent pool. Write to [email protected]. We reply within one month.

Complaints

You can complain to the Luxembourg data protection authority (CNPD), www.cnpd.lu.