Privacy Policy

We thank you for your interest in a career with Xeneta.  
As part of our recruitment process, Xeneta (meaning Xeneta AS, a company organized under the laws of Norway with address Torggata 8, 0181 Osloand its affiliates, including but not limited to Xeneta GmbH and Xeneta LLC) collect and process personal data relating to job applicants.  

The protection of your personal data is important to Xeneta and we are committed to being transparent about how we collect and use that data and to meeting our data protection obligations. 

Before proceeding with your application, please take the time to read this Job Applicant Privacy Policy to understand : 
  • what personal data we collect during our recruitment process 
  • what we do with that information, and 
  • what rights you have in respect of your personal data. 

What information does Xeneta Collect?

This policy covers the information you share with us and/or which may be acquired or produced by Xeneta during the application or recruitment process including: 
  • Detailed contact and personal information (this may include name,address, telephone, email addresses, gender, date and place of birth, birth number, citizenship, position, title, pictures, ID card, and country of residence); 
  • Identification data collected by browsing Xeneta’s careers page and Xeneta’s external applicant tracking system’s platform and communicating electronically, such as cookies, IP addresses; 
  • Education, training and employment information (employment dates with your current and former employer(s), interview performance evaluation and scores in any online testing, position information such as position title, and language skills);  
  • Information submitted as part of your application;  
  • Data from references and recruitment agencies as applicable; 
  • Any other data similar to the categories mentioned above, processed in the context of an online job application process.  
  • If you apply for a position in the United States of America, your Covid vaccination status.  

How Xeneta uses information we Collect?

Your information will be used by Xeneta for the purposes of carrying out its application and recruitment process which includes: 
  • Assessing your skills, qualifications and interests against our career opportunities; 
  • Verifying your information and carrying out reference checks and/or conducting background checks (where legally permitted); 
  • Communications with you about the recruitment process and/or your application(s), including, in appropriate cases, informing you of other potential career opportunities at Xeneta; 
  • Creating and/or submitting reports as required under any local laws and/or regulations, where applicable; 
  • Where requested by you, assisting you with obtaining an immigration visa or work permit where required; 
  • Making improvements to Xeneta’s application and/or recruitment process including improving diversity in recruitment practices; 
  • Complying with applicable laws, regulations, legal processes or enforceable governmental requests; and/or 
  • Proactively conducting research about your educational and professional background and skills and contacting you if we think you would be suitable for a role with us. 
We will also use your information to protect the rights and property of Xeneta, our users, applicants, candidates, employees or the public as required or permitted by law. 

If you are offered and accept employment with Xeneta, the information collected during the application and recruitment process will become part of your employment record. 

If EU data protection or UK protection law applies to the processing of your information, our legal basis for processing your information

We collect and process your information where it is necessary in order totake steps, at your request, prior to our potentially entering into a contract of employment with you. 

We may also seek your consent to process your personal information in specific circumstances, or process it where necessary to comply with a legal obligation or for purposes connected to legal claims. If we use your information to improve our application or recruitment process, we do so on the basis that it is in our legitimate interests to ensure we recruit the best possible candidates. 

Who may have access to your information
  • Your information may be shared with our affiliates in severaljurisdictions, in relation to the purposes described above. If you have been referred for a job at Xeneta by a current Xeneta employee, with your consent, we may inform that employee about the progress of your application and let the Xeneta employee know the outcome of the process.  
  • Xeneta may, in limited cases, share your information with external recruiters bound by strict confidentiality obligations, for the purposes of checking that a job application received for a role advertised in parallel by both Xeneta and a recruiter is not processed twice ; 
  • Xeneta may also use service providers acting on Xeneta’s behalf to perform some of the services described above including for the purposes of carrying personality and skill tests or the verification / background checks where permitted by local regulations. These service providers may be located outside the country in which you live or the country where the position you have applied for is located. 
  • Xeneta may sometimes be required to disclose your information to external third parties such as to local labour authorities, regulatory bodies and/or law enforcement agencies for the purpose of complying with applicable laws and regulations, or in response to legal process. 
  • We will also share your personal information with other third parties if we have your consent (for example if you have given us permission to contact your referees), or to detect, prevent or otherwise address fraud, security or technical issues, or to protect against harm to the rights, property or safety of Xeneta, our users, applicants, candidates, employees or the public or as otherwise required by law. 
  • It is your responsibility to obtain consent from referees before providing their personal information to Xeneta. 
  • Xeneta operates in several countries, which means your information may be stored and processed outside of the country or region where it was originally collected including in the United States. In some of these countries, you may have fewer rights in respect of your information than you do in your country of residence. Regardless of where your information is processed, we apply the same protections described in this policy. We also comply with certain legal frameworks relating to the transfer of data, such as the European frameworks described below. The European Commission has determined that certain countries outside of the European Economic Area (EEA) adequately protect personal data. You can review current European Commission adequacy decisions on the Commission website. To transfer data from the EEA to other countries, such as the United States, we comply with standard contractual clauses.   
Xeneta takes appropriate steps to protect information about you that is collected, processed, and stored as part of the application and recruitment process. 

Our retention of your information

We will only retain personal data for as long as necessary to fulfil the purpose for which it was collected or to comply with legal, regulatory or internal policy requirements. Data relating to unsuccessful candidates for roles with Xeneta is kept for a minimum period of 12 months and a maximum of 24 months after the date on which we notify you that your most recent application has been unsuccessful; and data relating to successful candidates is dealt with by the employee privacy notice that will be provided to you upon joining Xeneta.  
We retain information relating to unsuccessful candidates for various reasons, including in case we face a legal challenge in respect of a recruitment decision, and to help us better understand, analyze and improve our recruitment processes.

We will proactively ask for your consent to keep your data for the purposes of considering you for other current or future jobs at Xeneta. If you change your mind after having provided your consent, or want us to update your personal data, please contact hr@xeneta.com. Please note, however, that we may retain some information if required by law or as necessary to protect ourselves from legal claims. 

Your rights in respect from your information

In certain countries, you may have certain rights under data protection law. This may include the right to request access or to update or review your information, request that it be deleted or anonymized, or object to or restrict Xeneta using it for certain purposes.

If you wish to exercise a right of access please contact hr@xeneta.com. We will respond to any requests in accordance with applicable law, and so there may be circumstances where we are not able to comply with your request.

If you have questions you can contact : privacy@xeneta.com. Depending on your country of residence, you may also raise any questions or concerns you have regarding your personal information with your local data protection authority. 

How we protect applicant personal data

Xeneta and its applicant tracking platform provider appropriate technical and organisational measures to protect personal data against unauthorized, accidental or unlawful destruction, loss, alteration, misuse, disclosure or access and against all other unlawful forms of processing. These security measures have been implemented taking into account state of the art technology, proportionate cost of implementation, the risks presented by the processing and the nature of the personal data, with particular care for sensitive data. In particular, the Company is committed to raising awareness, confidentiality undertakings and training to ensure that Data is not shared or disclosed to unauthorised persons. 

Changes to this policy

This Policy was created in December 2021 and may be updated from time to time. We will post any changes to this policy on this page.  
Last updated on December 9th, 2021.