Privacy Policy for Rubino Rekrytering – Recruitment and Candidate Data
Last updated: September 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 recruitment and candidate management system.
This Privacy Policy explains how we process your personal data if you visit our Career Site, apply for a position, connect with us, are identified by us as a potential Candidate, are referred to us, or act as a reference.
When we use the term “Candidate”, we mean individuals who apply for a position, connect with us, are identified through search or are referred to us for potential recruitment opportunities.
This Privacy Policy also explains your rights and how you can exercise them.
1. About the processing of personal data
Personal data is any information that relates directly or indirectly to an identifiable individual, such as your name, contact details, professional information or IP address.
Processing of personal data includes activities such as collecting, recording, organising, storing, reviewing, analysing, sharing, updating and deleting personal data.
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 described in this Privacy Policy.
We use service providers that may process personal data on our behalf and according to our instructions, including providers of recruitment systems and other IT services.
2. What personal data do we process?
Depending on how you interact with us, we may process:
Contact information, such as your name, email address, telephone number and address.
Application and professional information, such as your CV, education, qualifications, work experience, skills, current and previous employers and other information relevant to your professional profile.
Recruitment process information, such as interview notes, assessments, test results, salary expectations, availability and other information generated during a recruitment process.
Communication, such as emails, messages and information provided during telephone conversations, meetings and interviews.
Public professional information, for example information available through LinkedIn, professional networks, company websites and other relevant publicly available sources.
Reference information, provided by persons you have identified as references or by persons who have referred you to us.
Technical information, such as IP address, browser and device information when you use our Career Site.
We only seek to process information that is relevant to our recruitment activities and the purposes described in this Privacy Policy.
Please do not provide sensitive personal data unless it is specifically relevant and necessary for a recruitment process.
3. Where do we obtain your personal data?
We may obtain personal data:
directly from you when you apply, connect with us, communicate with us or participate in a recruitment process;
from professional and publicly available sources, such as LinkedIn, professional networks and company websites;
through referrals from people in our professional network, clients or other contacts;
from references provided in connection with a recruitment process; and
through information created during the recruitment process, such as interview notes and candidate assessments.
As a recruitment and executive search company, we also proactively identify potential Candidates whose professional background may be relevant to assignments we are working on.
4. Why do we process your personal data?
We process personal data in order to:
manage applications and recruitment processes;
identify, contact and evaluate potential Candidates for recruitment and executive search assignments;
communicate with Candidates;
conduct interviews, assessments and reference checks;
stay in touch with Candidates who have chosen to be part of our professional Candidate network and consider and contact them regarding future recruitment opportunities that may be relevant to their experience and career interests;
operate, secure and improve our Career Site and recruitment systems; and
comply with legal obligations and, where necessary, establish, exercise or defend legal claims.
If we wish to record an interview, we will inform you in advance and obtain consent where required.
5. Who do we share your personal data with?
As part of a recruitment process, we may share relevant Candidate information with the client on whose behalf we are carrying out the recruitment assignment.
This may include your CV, professional background, qualifications and other information relevant to assessing your suitability for a particular position.
We may also share personal data with service providers that support our recruitment activities, such as providers of recruitment systems, assessment tools, IT and communication services. Where these providers process personal data on our behalf, they do so according to our instructions.
Personal data may also be disclosed where required by law or where necessary in connection with legal proceedings, authorities or professional advisers.
6. What is our legal basis for processing your personal data?
Applications and recruitment processes
For our normal recruitment activities, we generally rely on our legitimate interest in receiving, evaluating and managing applications and carrying out recruitment assignments on behalf of our clients.
When you submit an application, you may be asked to confirm that you have read this Privacy Policy. This confirmation is not consent and is not the legal basis for processing your application.
Sourced and Referred Candidates
As part of our recruitment and executive search activities, we proactively identify potential Candidates through professional and publicly available sources and through referrals.
We generally rely on our legitimate interest in identifying, contacting and evaluating potential Candidates for relevant recruitment opportunities.
We limit the information collected to what is relevant for our recruitment activities and consider the Candidate's interests, rights and reasonable expectations when relying on legitimate interests.
Candidate network and future recruitment opportunities
You may choose to be part of our professional Candidate network so that we can stay in touch with you and consider and contact you regarding future recruitment opportunities that may be relevant to your experience and career interests.
This processing is based on your consent.
Providing consent is voluntary and is not a condition for applying for a position or participating in a recruitment process.
You may withdraw your consent at any time.
7. International transfers
Some of our service providers or their subcontractors may process personal data outside the EU/European Economic Area (“EU/EEA”).
Where personal data is transferred outside the EU/EEA, we take appropriate measures to ensure that the transfer complies with applicable data protection legislation.
These measures may include an adequacy decision 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.
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.
If you apply for a position
If you apply for a position handled by Rubino, we normally retain personal data relating to your application for up to 24 months.
This allows us to manage and follow up the recruitment process and, where necessary, establish, exercise or defend legal claims.
When applying, you may separately choose to consent to being part of our Candidate network so that we can consider and contact you regarding future relevant recruitment opportunities.
This is voluntary and is not a condition for applying for a position.
If we identify or are referred to you as a potential Candidate
If we identify you through professional or publicly available sources, or receive information about you through a referral, we normally retain your Candidate profile for up to 120 days based on our legitimate interest in identifying and contacting potential Candidates for relevant recruitment opportunities.
If we wish to retain your profile beyond this period for future opportunities, we will ask for your consent.
If you consent to being part of our Candidate network
If you consent to being part of our Candidate network, your consent is valid for 24 months.
When this period expires, we will ask you to actively renew your consent if you wish to remain in our Candidate network. If you renew your consent, a new consent period begins.
Consent is not renewed automatically.
If you do not provide or renew your consent, your Candidate profile will be deleted in accordance with our deletion procedures, unless we have another lawful basis or legal obligation to retain specific information.
You may withdraw your consent at any time.
Certain information may be retained for longer where required by law or where necessary to establish, exercise or defend legal claims.
9. Information security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration or disclosure.
Access to Candidate information is limited to persons who need it for the relevant purposes.
10. Your rights
Under the GDPR, you may have the right to:
receive information about how we process your personal data;
request access to your personal data;
request correction of inaccurate or incomplete information;
request deletion of your personal data;
request restriction of processing;
object to processing based on legitimate interests;
receive certain personal data in a portable format where the right to data portability applies;
withdraw consent at any time where processing is based on consent; and
lodge a complaint with the Swedish Authority for Privacy Protection (Integritetsskyddsmyndigheten – IMY).
These rights may be subject to limitations under applicable law.
11. How can you exercise your rights?
You can manage your privacy preferences and make requests concerning your personal data through the Data & Privacy page on our Career Site:
https://jobb.rubino.se/data-privacy
You can also contact us at:
Rubino Rekrytering AB
Organisation number: 556641-9098
Sweden
[email protected]
We will respond to requests 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.
12. Automated decision-making
Rubino does not use solely automated decision-making that produces legal effects or similarly significantly affects Candidates.
Technology and recruitment systems may be used to support our recruitment processes, but recruitment decisions involve human assessment.
13. Updates to this Privacy Policy
We may update this Privacy Policy from time to time, for example if our processing activities, systems or legal requirements change.
The date of the latest update will be shown at the top of this Privacy Policy.
