Privacy Policy

1. INTRODUCTION

Quant-Flow B.V. ("Quant-Flow", "we", "our" or "us") is committed to protecting the privacy and security of the personal data that we process in the course of providing talent-acquisition, executive search and staffing services (the "Services"). This Privacy Policy explains how we collect, use, disclose and safeguard your personal data when you visit https://quant-flow.com (the "Website") or interact with us in any other way, and it describes the rights you have under Regulation (EU) 2016/679 (the General Data Protection Regulation, "GDPR") and the Dutch Implementation Act (Uitvoeringswet AVG).

Please read this policy carefully. By using the Website or our Services you acknowledge that you have read and understood this Privacy Policy.

2. DATA CONTROLLER

Quant-Flow B.V.

E-mail: hello@quant-flow.com

3. SCOPE

This Privacy Policy applies to:

• Visitors to our Website;
• Prospective, current and former candidates whose data we process in connection with recruitment or staffing;
• Clients and prospective clients, including their employees and representatives; and
• Suppliers, business partners and any other natural persons whose personal data we obtain in the context of the Services.

4. CATEGORIES OF PERSONAL DATA WE COLLECT

Depending on your relationship with us, we may process:

• Identification data (name, title, date of birth, nationality, ID numbers);
• Contact details (postal address, e-mail, telephone, social-media handles);
• Professional information (CV, education, work history, skills, references, salary expectations, psychometric-test results, interview notes);
• Client relationship data (contract details, billing information, correspondence);
• Website and device data (IP address, browser type, cookies and similar technologies, log files);
• Compliance data (right-to-work documentation, background-check results, sanctions-screening data);
• Any other information you voluntarily provide.

We do not intentionally collect special categories of data (Art 9 GDPR) unless required by law (e.g., equal-opportunity monitoring) or you provide such data voluntarily and give explicit consent.

5. SOURCES OF DATA

We obtain personal data:

• Directly from you (e.g., when you submit a CV or complete a form);
• From publicly available sources such as LinkedIn or professional registers;
• Via third-party recruiters, referees and background-check providers;
• Through cookies and analytics on our Website.

6. PURPOSES AND LEGAL BASES FOR PROCESSING

We process personal data only where one or more legal bases apply (Art 6 GDPR):

7. DATA SHARING

We may share personal data:

• With clients that have vacancies relevant to your profile;
• With service providers acting on our instructions (e.g., IT, cloud, psychometric testing, payroll);
• With affiliated entities in the EEA and Middle East that support our operations;
• With competent authorities, courts or regulators where required by law or to protect our rights.

All processors are bound by written agreements that meet Art 28 GDPR requirements. We do not sell personal data.

8. INTERNATIONAL TRANSFERS

Where we transfer personal data outside the European Economic Area ("EEA"), we ensure an adequate level of protection, for instance by implementing the European Commission's Standard Contractual Clauses or relying on adequacy decisions (Art 45-46 GDPR). A copy of the relevant safeguards is available on request.

9. DATA RETENTION

We retain personal data only for as long as necessary for the purposes described above or to comply with legal obligations. In general:

• Candidates: 2 years after last meaningful contact, unless you consent to a longer period (max. 5 years);
• Clients and suppliers: 7 years after contract end to meet fiscal requirements;
• Website logs: up to 12 months;
• Cookies: see our Cookie Notice for specific lifetimes.

10. DATA SECURITY

We implement appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access, including encryption, access-control and regular audits. All staff are bound by confidentiality obligations.

11. YOUR RIGHTS

You have the following rights under the GDPR (subject to conditions):

• Right of access;
• Right to rectification;
• Right to erasure ("right to be forgotten");
• Right to restriction of processing;
• Right to data portability;
• Right to object to processing based on legitimate interests or direct marketing;
• Right not to be subject to automated decision-making producing legal or similarly significant effects.

To exercise your rights, contact us at privacy@quant-flow.com. We may require proof of identity. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or your local supervisory authority.

12. COOKIES AND SIMILAR TECHNOLOGIES

Our Website uses essential cookies and, with your consent, analytics and marketing cookies. Further details are set out in our separate Cookie Notice, which forms part of this Privacy Policy.

13. AUTOMATED DECISION-MAKING

We do not use automated decision-making that produces legal or similarly significant effects on data subjects.

14. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. The latest version will always be posted on the Website with an updated "Effective Date". Material changes will be notified to you by e-mail or a prominent notice.

15. CONTACT

If you have any questions about this Privacy Policy or our data-processing practices, please contact our Data Protection Officer at privacy@quant-flow.com or write to our registered address above.