Privacy Policy for Rubino Rekrytering – Recruitment and Candidate Data
Last updated: August 2026
Rubino Rekrytering AB (“Rubino”, “we”, “us”) provides recruitment and executive search services to our clients. We manage recruitment processes through our career site (the “Career Site”) and our related applicant tracking and candidate management system.
This Privacy Policy explains how we process your personal data if:
You visit our Career Site (“Visitor”);
You connect with us through our Career Site, create a candidate profile or choose to receive information about current or future career opportunities (“Connected Candidate”);
You apply for a position handled by us, either through our Career Site or through a third-party service (“Applying Candidate”);
We identify and collect information about you from other parties, websites or services because we believe your professional profile may be relevant for a current or future recruitment assignment (“Sourced Candidate”);
We receive information about you through a referral because someone believes your profile may be relevant for a current or future recruitment assignment (“Referred Candidate”); or
A Candidate provides your details to us as a reference (“Reference”).
When we use the term “Candidate” in this Privacy Policy, we mean Connected Candidates, Applying Candidates, Sourced Candidates and Referred Candidates unless otherwise stated.
This Privacy Policy also explains your rights in relation to our processing of your personal data and how you can exercise those rights.
1. About the processing of personal data
Personal data is any information that relates directly or indirectly to an identifiable individual. Examples include your name, email address, telephone number, professional information and IP address.
Processing of personal data means any operation performed on personal data, such as collecting, recording, organising, storing, reviewing, analysing, sharing, updating or deleting it.
The processing described in this Privacy Policy is subject to applicable data protection legislation, including the EU General Data Protection Regulation (EU) 2016/679 (“GDPR”).
Rubino Rekrytering AB, organisation number 556641-9098, is the data controller for the processing of personal data described in this Privacy Policy.
We use service providers that may process personal data on our behalf and according to our instructions, including the provider of our recruitment and candidate management system.
2. What personal data do we process?
All individuals
Depending on how you interact with us, we may process:
Contact information – such as your name, email address, telephone number and address.
Communication data – such as emails, messages, information you provide through our Career Site, social media communication and other correspondence with us.
Device information – such as IP address, browser type and version, operating system, language settings and device information when you use our Career Site.
Technical and statistical data – information about how you use and interact with our Career Site.
Candidates
We may also process:
Application information – such as your CV, cover letter, education, qualifications, work experience, skills, work samples and other information included in your application.
Recruitment process information – such as interview notes, assessments, test results, salary expectations, availability and other information generated or collected during a recruitment process.
Public professional information – information about your professional experience obtained from publicly available sources, such as LinkedIn, professional websites or your current employer's website.
Reference information – information provided by persons you have identified as references or by persons who have referred you to us.
Communication with Rubino – information provided through emails, telephone conversations, meetings, interviews or other communication relating to recruitment opportunities.
We only seek to process personal data that is relevant to our recruitment activities and the purposes described in this Privacy Policy.
3. Where do we obtain your personal data?
Directly from you
We receive most Candidate information directly from you, for example when you:
apply for a position;
connect with us;
create or update a candidate profile;
communicate with one of our recruitment consultants;
participate in an interview or assessment; or
provide information during a recruitment process.
From publicly available sources
As part of our recruitment and executive search activities, we may identify potential Candidates through publicly available professional sources, such as LinkedIn, professional networks, company websites and other relevant public sources.
From referrals and professional contacts
We may receive information about you from people in our professional network, our clients, business partners or other persons who believe that your professional profile may be relevant for a recruitment opportunity.
From your references
If you provide references, we may collect information about you from those persons as part of a recruitment process.
Information created during the recruitment process
We may create information in connection with our interactions with you, including interview notes, candidate assessments and other information relevant to evaluating your suitability for a position.
4. Why do we process your personal data?
We may process personal data for the following purposes:
Managing applications and recruitment processes
To receive and review applications, assess Candidates, communicate with Candidates, conduct interviews and assessments and otherwise manage recruitment processes on behalf of our clients.
Recruitment and executive search
To identify and evaluate potential Candidates whose professional background may be relevant to current or future recruitment assignments carried out on behalf of our clients.
Future recruitment opportunities
To maintain a relevant talent pool and identify and contact Candidates regarding current or future recruitment opportunities with our clients.
Communicating with you
To communicate with you about your application, candidate profile, recruitment processes and other relevant professional opportunities.
References
To contact persons identified as references and collect and evaluate information relevant to a Candidate's recruitment process.
Interviews and assessments
To conduct and document interviews and, where relevant, assessments or tests as part of a recruitment process.
If we wish to record an interview, we will inform you and obtain your consent where required before making the recording.
Operating and improving our Career Site
To maintain, secure, analyse and improve our Career Site and understand how it is used.
Cookies and similar technologies are handled in accordance with our separate Cookie Policy.
Legal obligations and legal claims
To comply with applicable legal obligations and, where necessary, to establish, exercise or defend legal claims or protect our or others' legitimate rights and interests.
5. Who do we share your personal data with?
Our clients
As part of a recruitment process, we may share relevant personal data with the client on whose behalf we are carrying out the recruitment assignment.
This may include, for example, your CV, professional background, qualifications, application information, relevant interview information and other information necessary to assess your suitability for a particular position.
We only share Candidate information with clients where this is relevant to a recruitment process.
Our service providers
We use service providers that support our recruitment activities and provide systems and services to us. These may include providers of applicant tracking and candidate management systems, assessment tools, IT services, communication services and other recruitment-related services.
These providers may process personal data on our behalf and according to our instructions.
Authorities
We may disclose personal data to authorities or other public bodies where we are legally required to do so.
Parties involved in legal proceedings
Where necessary to establish, exercise or defend legal claims, we may disclose relevant personal data to professional advisers, courts, authorities or other parties involved in an actual or potential legal proceeding.
Corporate transactions
If Rubino Rekrytering is involved in a merger, acquisition, restructuring, sale or similar corporate transaction, relevant personal data may be shared with parties involved in that process where necessary and lawful.
6. What is our legal basis for processing your personal data?
We must have a lawful basis under the GDPR for each processing activity.
For our normal recruitment and executive search activities, our legal basis is generally our legitimate interest in identifying, evaluating and communicating with Candidates in order to carry out recruitment assignments on behalf of our clients and to maintain an appropriate professional Candidate network.
When relying on legitimate interests, we assess whether the processing is necessary for the relevant purpose and balance our interests against the Candidate's interests, rights and freedoms.
You have the right to object to processing based on legitimate interests. More information about this right is provided below.
In certain circumstances, we may process personal data based on your consent. This may apply, for example, when we wish to record an interview or for other specific processing activities where consent is appropriate.
Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the consent was withdrawn.
We may also process certain personal data where this is necessary to comply with a legal obligation or to establish, exercise or defend legal claims.
7. International transfers of personal data
We aim to process your personal data within the EU/European Economic Area (“EU/EEA”).
However, some of our service providers or their subcontractors may process personal data outside the EU/EEA.
Where personal data is transferred outside the EU/EEA, we will ensure that the transfer is made in accordance with applicable data protection legislation and that an appropriate transfer mechanism and safeguards are in place.
These safeguards may include:
an adequacy decision adopted by the European Commission;
the EU-US Data Privacy Framework where applicable; or
the European Commission's Standard Contractual Clauses together with any additional safeguards required in the circumstances.
You may contact us if you would like more information about international transfers relating to your personal data.
8. How long do we retain your personal data?
We do not retain personal data for longer than necessary for the purposes for which it is processed.
Candidates
We retain your personal data for as long as necessary to manage the recruitment process for which the information was collected.
We may also retain your Candidate profile in our talent pool so that we can consider and contact you regarding relevant future recruitment opportunities with our clients.
Candidate profiles retained for future recruitment opportunities are normally kept for up to 24 months.
Before the end of this period, we may contact you and ask whether you would like us to continue retaining your Candidate profile for future recruitment opportunities.
If you actively choose to extend the retention period, we may retain your Candidate profile for a further period.
If you do not choose to extend the retention period, your Candidate profile will be deleted in accordance with our deletion procedures, unless we have another lawful basis or legal obligation to retain certain information.
You may request deletion of your Candidate profile at any time.
References
We normally retain information about References for as long as it is relevant to the recruitment process and/or for as long as we retain the relevant information about the Candidate for whom the reference was provided.
Visitors
Technical information relating to the Career Site is retained according to our applicable security, analytics and Cookie Policy retention periods.
Legal claims and legal obligations
Certain personal data may be retained for longer where necessary to comply with a legal obligation or to establish, exercise or defend legal claims.
Where only part of the information needs to be retained for such a purpose, we will seek to limit the continued processing to the information that is necessary.
9. What are your rights?
Under applicable data protection legislation, you have a number of rights regarding your personal data.
Depending on the circumstances and the legal basis for our processing, these may include:
Right to information
You have the right to receive information about how we process your personal data.
Right of access
You have the right to ask whether we process personal data about you and to request access to and a copy of your personal data.
Right to rectification
You have the right to request correction of inaccurate personal data and completion of incomplete personal data.
Right to erasure
In certain circumstances, you have the right to request deletion of your personal data.
This right is not absolute. We may retain certain information where continued processing is required or permitted by law, including where necessary to establish, exercise or defend legal claims.
Right to restriction of processing
In certain circumstances, you may request that we restrict our processing of your personal data.
Right to object
Where we process your personal data based on legitimate interests, you have the right to object to the processing based on circumstances relating to your particular situation.
We will then assess whether we have compelling legitimate grounds to continue the processing.
Right to data portability
Where applicable, you may have the right to receive certain personal data in a structured, commonly used and machine-readable format and to request that it is transferred to another controller.
Right to withdraw consent
Where our processing is based on your consent, you may withdraw that consent at any time.
Withdrawal of consent does not affect the lawfulness of processing carried out before the consent was withdrawn.
Right to lodge a complaint
If you have concerns about how we process your personal data, you have the right to lodge a complaint with the Swedish Authority for Privacy Protection (Integritetsskyddsmyndigheten – IMY).
You can find further information at www.imy.se.
If you are located in another EU/EEA country, you may also have the right to contact the competent data protection authority in that country.
10. How can you exercise your rights?
You can exercise your data protection rights, including requesting access to, correction or deletion of your personal data, through the Data & Privacy page on our Career Site:
https://jobb.rubino.se/data-privacy
You can also contact us directly regarding your personal data:
Rubino Rekrytering AB
Organisation number: 556641-9098
Sweden
Email: [email protected]
We will handle requests regarding personal data without undue delay and within the time limits required by applicable data protection legislation.
We may request additional information where reasonably necessary to verify your identity before responding to a request.
11. Updates to this Privacy Policy
We may update this Privacy Policy from time to time, for example if our processing activities change, if we introduce new services or systems, or if changes are required to comply with applicable data protection legislation.
The date of the most recent update will be displayed at the top of this Privacy Policy.
We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.
