Trust Center: Candidate Privacy Notice
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Who handles your application
Pixelmatters - Unipessoal, Lda. (Porto, Portugal, NIPC 510 928 579) is the controller of your application data. We use Ashby, an applicant tracking system run by Ashby, Inc., to manage applications on our behalf. Questions: [email protected].
What we collect
- What you send us: name, contact details, address, CV, portfolio, cover letter, links, salary expectations, answers to application questions, any documents you upload, and, for some roles, a short video presentation.
- What we create during the process: interview notes, assessment results, AI fit scores, and, if you agree, interview recordings and transcripts.
- Public professional information, such as your LinkedIn, GitHub, or portfolio, when you share it or when we contact you about a role.
- Referral details, if someone at Pixelmatters recommends you.
Please do not include a photo, date of birth, or sensitive data (such as health, religion, or ethnicity) in your CV. We do not need them.
Why and on what legal basis
Purpose | Legal basis |
|---|---|
Assess your application and run the hiring process | Steps before a possible employment contract (GDPR 6(1)(b)) |
Contact you about a role you did not apply for (sourcing) | Our legitimate interest (6(1)(f)), with a clear way to opt out at first contact |
Keep you in our talent pool for future roles | Your consent (6(1)(a)) |
Record and transcribe interviews | Your consent (6(1)(a)) |
Keep recruitment records required by Portuguese labor law and defend legal claims | Legal obligation (6(1)(c)) and legitimate interest (6(1)(f)) |
How we use AI in hiring
- Application review. Ashby's AI compares your CV and answers with the criteria set for the role, marks each criterion as met, not met, or unclear, and gives a fit score that helps us decide which applications to review first. A person on our team reviews every application, including your CV and answers, and makes every decision. AI does not reject candidates on its own.
- Interview notes. With your consent, Ashby's AI notetaker records and transcribes the interview and drafts notes. We ask for your consent by email before your first interview. If you say no, we don't record, and it has no impact on your application.
Who sees your data
Our recruitment and People & Finance teams, and the hiring managers, interviewers, and technical evaluators for the role. Our providers: Ashby (data stored in the United States) and its subprocessors, including its recording provider and AI providers; Slack and Notion, which we use for internal updates and referrals; and Google Workspace for email. Transfers to the United States rely on the EU-U.S. Data Privacy Framework and Standard Contractual Clauses. You can ask us for a copy of these safeguards.
How long we keep it
Data | How long |
|---|---|
Application, if not hired and no talent-pool consent | 1 year after your application is closed |
Talent pool (with consent) | 1 year, renewed each year only if you agree |
Interview recordings, transcripts, and notes | Deleted with your application, after 1 year at the most |
Anonymous hiring statistics required by Portuguese labor law | 5 years (no personal data) |
If hired | Moves to your employee file under our employee privacy notice |
Your rights
You have the rights listed in our Privacy Policy, including access, correction, deletion, objection, and withdrawing consent at any time. You can complain to the Portuguese data protection authority (CNPD) at cnpd.pt.