Company Name: Fluxsmart
Purpose: Processing job applications and delivering career-related newsletters
Data Protection Contact: contact@fluxsmart.ai
Website: careers.fluxsmart.ai
What Personal Data We Collect
When you submit your application through our career website, we collect and process the following information:
Personal identification data (name, email address, phone number)
Professional information (resume/CV, work history, education, skills)
Application-related data (position applied for, application date, cover letter)
Communication records (correspondence regarding your application)
Newsletter subscription preferences (if opted in)
Legal Basis for Processing
We process your personal data under the following legal grounds:
Consent (Article 6(1)(a) GDPR): You provide explicit consent when submitting your application and, separately, when opting into job update newsletters
Legitimate Interest (Article 6(1)(f) GDPR): Processing necessary for recruitment purposes and evaluating your suitability for current and future positions
Pre-contractual measures (Article 6(1)(b) GDPR): Processing necessary to potentially enter into an employment contract
Your personal data will be used exclusively for:
Evaluating your application for the position(s) you applied for
Communicating with you regarding your application status
Assessing your suitability for other relevant positions (with your consent)
Sending you job updates and career opportunities via newsletter (only if you consent)
Compliance with legal obligations related to recruitment
Maintaining records for potential legal claims related to the hiring process
We will NOT use your data for:
Marketing unrelated products or services
Automated decision-making or profiling without your explicit knowledge
Sharing with third parties for their own marketing purposes
Active Applications: Data will be retained during the recruitment process and for a period necessary to fulfill contractual or legal obligations
Unsuccessful Applications: If you are not selected, we will retain your data for 6 months from the date of your application, unless you provide additional consent for longer retention
Newsletter Subscribers: If you consent to receive job updates, we will retain your contact information until you withdraw consent via the unsubscribe link in our emails
Successful Candidates: Data will be transferred to our HR system and retained according to employment law requirements
Job Updates Newsletter:
By checking the box below, you separately consent to receive periodic email newsletters containing:
New job openings matching your profile
Career development opportunities at Fluxsmart
Company updates relevant to potential candidates
This consent is:
Voluntary: Not required for application processing
Specific: Limited to career-related communications only
Revocable: You may unsubscribe at any time via the link in each email
☐ Yes, I consent to receive job update newsletters from Fluxsmart
Your data may be shared with:
Internal hiring managers and HR personnel involved in recruitment
Third-party applicant tracking systems (ATS) with GDPR-compliant data processing agreements
Legal authorities if required by law
We ensure all data processors comply with GDPR through appropriate contractual safeguards
We implement appropriate technical and organizational measures to protect your data, including:
Encrypted data transmission and storage
Access controls limiting data access to authorized personnel only
Regular security audits and updates
Secure cloud-based storage with GDPR-compliant providers
Staff training on data protection obligations
You have the following rights regarding your personal data:
Right to Access: Request a copy of the personal data we hold about you
Right to Rectification: Request correction of inaccurate or incomplete data
Right to Erasure (“Right to be Forgotten”): Request deletion of your data (we will comply within 30 days)
Right to Restrict Processing: Request limitation of how we use your data
Right to Data Portability: Receive your data in a structured, machine-readable format
Right to Object: Object to processing based on legitimate interest
Right to Withdraw Consent: Withdraw your consent at any time without affecting prior processing
To exercise any of these rights, contact us at: contact@fluxsmart.ai
By submitting this application, I acknowledge that:
☐ I have read and understood this Privacy Notice
☐ I consent to Fluxsmart processing my personal data as described above for recruitment purposes under Article 6(1)(a) GDPR
☐ I understand my data will be retained for 6 months unless I am selected or provide extended consent
☐ I understand I can withdraw my consent and request data deletion at any time by contacting – contact@fluxsmart.ai
☐ I consent to my data being considered for other suitable positions at Fluxsmart during the retention period (Optional)
☐ I consent to Fluxsmart retaining my application data for 12 months to be considered for future opportunities
If you believe your data protection rights have been violated, you have the right to lodge a complaint with:
Fluxsmart’s Data Protection: contact@fluxsmart.ai
Your local EU supervisory authority
The supervisory authority in Romania (if applicable based on company location)
We reserve the right to update this Privacy Notice to reflect changes in our practices or legal requirements. Updates will be posted on careers.fluxsmart.ai with the effective date
Last Updated: 1st Nov 2025
Effective Date: 2nd Nov 2025
For questions about this Privacy Notice or to exercise your rights:
Email: contact@fluxsmart.ai
Address: https://fluxsmart.ai/imprint/