Legal
Privacy Policy
How AIRAA SRL collects, uses, shares, retains and protects personal information belonging to candidates, employers and visitors to this website.
This policy has been drafted as a structural template for AIRAA SRL. Every item shown as a placeholder must be completed, and the whole document must be reviewed by a qualified legal adviser against the data protection law applying to AIRAA, before it is relied upon.
1. Introduction
AIRAA SRL (“AIRAA”, “we”, “us”) provides recruitment services connecting international professionals with employers across NATO . This Privacy Policy explains what personal information we handle when you use this website, submit an enquiry, share your professional profile with us, or engage us as an employer.
The organisation responsible for the personal information described in this policy (the data controller) is AIRAA RECRUITMENT S.R.L., a company registered in Romania with the Trade Register under number J2026047161003 (CUI 55326064), with its registered office at Strada Ion Câmpineanu 11, Etaj 6, Ap. 6.05, Sector 1, Bucharest, Romania. The registration records are published on our document library.
If you do not agree with this policy, please do not submit personal information through this website.
2. Information We Collect
We collect personal information in three ways: information you give us directly, information generated automatically when you use the website, and information we receive from third parties in the course of a recruitment process.
- Information you provide — through the enquiry form, by email, by telephone, or in the course of an interview or screening conversation.
- Information collected automatically — technical and usage data generated by your browser when you visit the website.
- Information from third parties — for example, references you have nominated, or a professional profile you have made publicly available, where relevant to a role and permitted by law.
3. Candidate Information
If you engage with us as a candidate, we may process the following categories of information:
- Identity and contact details: name, email address, telephone number, country of residence.
- Professional history: CV or résumé, employment history, roles held, responsibilities and duration.
- Qualifications: education, certifications, licences, training records and the issuing bodies, where relevant to a role.
- Work preferences: role types sought, target locations, availability, notice period and stated expectations.
- Language capability, where a role has a working-language requirement.
- Recruitment process records: notes from screening conversations, interview scheduling, employer feedback and the outcome of an application.
- Right-to-work related information, only where an employer is legally required to establish it and only to the extent necessary.
Do not include identity documents, financial details, health information or other special category data in an initial enquiry. If a process reaches a stage where something further is genuinely required, we will tell you what, why, and on what basis.
4. Employer Information
Where you contact us on behalf of an organisation, we process business contact information and information relating to your hiring requirement:
- Name, job title, business email address and business telephone number.
- Company name, location and, where relevant, sector and size.
- Details of the roles you are recruiting for, including requirements, timelines and any constraints you share with us.
- Correspondence and records relating to an engagement, including feedback on candidates we present.
Information about your organisation that is not personal information falls outside the scope of this policy, but is handled under the confidentiality terms of the relevant engagement.
5. Website Usage Data
When you visit this website, limited technical information may be processed to deliver the site securely and reliably:
- IP address, approximate region derived from it, and network information.
- Browser type and version, operating system and device type.
- Pages visited, referring page, and the date and time of the request.
- Server and security logs generated by our hosting provider.
Where analytics are used, they are loaded only after you have given consent for the analytics cookie category. Until then, no optional analytics or marketing script runs on this website.
7. How We Use Information
We use personal information for the following purposes:
- To respond to enquiries submitted through this website or by other means.
- To assess candidate suitability against roles we are recruiting for.
- To present shortlisted candidate profiles to an employer, with the candidate’s knowledge.
- To coordinate interviews and communicate progress to both parties.
- To maintain records of a recruitment process, including outcomes.
- To operate, secure, maintain and improve this website.
- To comply with legal and regulatory obligations that apply to us.
7.1 Legal bases for processing
Where data protection law requires a legal basis, we expect to rely on the following. The final determination for each processing activity must be confirmed as part of the legal review of this document.
| Activity | Expected legal basis |
|---|---|
| Responding to an enquiry you submitted | Steps taken at your request prior to entering a contract, or our legitimate interest in replying to you |
| Assessing candidate suitability and presenting profiles | Legitimate interests in providing recruitment services, and/or your consent |
| Optional analytics and marketing cookies | Your consent, given through the cookie banner |
| Retaining records to meet legal obligations | Compliance with a legal obligation |
We do not use personal information for automated decision-making that produces legal or similarly significant effects without human involvement.
8. Data Sharing
We share personal information only where there is a clear reason to do so:
- With employers — candidate profiles are shared with a prospective employer in connection with a specific role, and we will tell you when your profile is being put forward.
- With service providers — suppliers who process data on our behalf under contract, such as hosting, email and recruitment software providers.
- Where legally required — to comply with a legal obligation, court order or a lawful request from a competent authority.
- In connection with a corporate transaction — where a reorganisation, merger or transfer of business occurs, subject to equivalent protection.
We do not sell personal information, and we do not share it with third parties for their own independent marketing purposes.
9. Data Retention
We keep personal information only for as long as it is needed for the purpose it was collected for, or for as long as we are required to keep it by law.
| Category | Indicative retention period |
|---|---|
| General website enquiries | [PERIOD TO BE CONFIRMED] |
| Candidate profiles held for future roles | [PERIOD TO BE CONFIRMED] |
| Records of a completed recruitment process | [PERIOD TO BE CONFIRMED] |
| Records retained to satisfy a legal obligation | As required by the applicable law |
Candidates may ask us at any time to update or delete their profile. Where we are required to retain certain records, we will tell you which records those are and why.
10. Data Security
We take appropriate technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure or destruction. These include transport-layer encryption for this website, access controls limiting who within AIRAA can see candidate and employer records, and contractual obligations on the service providers we use.
No method of transmission or storage is completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the relevant supervisory authority and, where required, the individuals affected.
11. International Data Transfers
Because we recruit internationally, personal information may be transferred outside the country in which it was collected — for example, when a candidate based outside NATO is presented to a NATO an employer, or when a service provider we use stores data in another jurisdiction.
Where such a transfer takes place, we will put in place an appropriate safeguard recognised by the applicable data protection law, such as an adequacy decision or standard contractual clauses. The specific mechanisms relied upon are to be confirmed: [TRANSFER MECHANISMS TO BE CONFIRMED].
12. User Rights
Subject to the data protection law that applies to you, you may have the following rights in relation to your personal information:
To exercise any of these rights, contact us using the details in section 14. We may need to verify your identity before acting on a request.
13. Third-Party Services
This website relies on a small number of third-party services. Those in use, or expected to be in use, are:
- Web hosting — [HOSTING PROVIDER TO BE CONFIRMED], which processes server and security logs.
- Web fonts — typefaces are requested from Google Fonts, which means your browser contacts a Google server to retrieve them.
- Analytics — [ANALYTICS PROVIDER, IF ANY], loaded only after consent to the analytics cookie category.
- Form delivery — [FORM PROCESSING PROVIDER, IF ANY].
Links to external websites are provided for convenience. We are not responsible for the content or privacy practices of any website we do not operate.
14. Contact Information
For any question about this policy, or to exercise a right described in section 12, contact us using the details below.
15. Policy Updates
We may update this policy to reflect changes in our services, our systems or the law. The version in force is always the one published on this page, and the “last updated” date at the top of the page indicates when it last changed.
Where a change materially affects how we handle your personal information, we will take reasonable steps to bring it to your attention.