Candidate Privacy policy

Effective Date: 3 July 2025

Last Updated: 3 July 2025

 Laine Neural Network SA (“Laine,” “we,” “our,” or “us”) is committed to safeguarding the privacy and personal data of all individuals who apply for employment opportunities via our recruitment channels. This Candidate Privacy Policy explains how we collect, use, retain, disclose, and protect personal data in the context of our hiring processes. It is designed to ensure compliance with the Swiss Federal Act on Data Protection (FADP), the General Data Protection Regulation (GDPR) of the European Union, and other applicable data protection laws in jurisdictions where we operate or may recruit candidates.

 

1.    WHO IS RESPONSIBLE FOR YOUR DATA?

The data controller responsible for your personal data is:

Laine Neural Network SA

28, Avenue de la Gare des Eaux-Vives

1208, Geneva, Switzerland

 Contact email: dataprotection@laine.ai

If you have questions about how we process your data or wish to exercise your rights, please contact us at the above address.

 

2.    What personal data do we collect?

Depending on how you engage with our recruitment process—whether by email, via LinkedIn Easy Apply, or through other channels—we may collect and process the following categories of personal data:

·         Identification data – such as your name, date of birth, nationality, mailing address, email address, and phone number

·         Application data – including your CV, cover letter, academic background, employment history, professional references, and certifications

·         Public professional profiles – such as your LinkedIn, GitHub, personal website, or online portfolio links

·         Communication records – including email exchanges, interview notes, and scheduling details

·         Compensation expectations and availability – if voluntarily disclosed during the application process

·         Equal opportunity information – if provided voluntarily and only where such collection is permitted by applicable law

·         Technical metadata – such as your IP address or browser type, if you interact with our website or external recruitment platforms

3.    Why and on what legal basis do we process your data?


Purpose 		    
Legal Basis    

Evaluate your application and assess your qualifications		 Pre-contractual steps necessary to enter into an employment contract (GDPR Art. 6(1)(b); FADP Art. 31)
Communicate with you during the recruitment process Legitimate interest or pre-contractual necessity (GDPR Art. 6(1)(f) or 6(1)(b); FADP Art. 31)
Verify your references or academic/professional credentials Legitimate interest or consent (GDPR Art. 6(1)(f) or 6(1)(a))
Retain your application for future opportunities Consent (GDPR Art. 6(1)(a); FADP Art. 6)
Comply with employment or anti-discrimination laws Legal obligation (GDPR Art. 6(1)(c); FADP Art. 6)
Safeguard against fraud and ensure data security Legitimate interest (GDPR Art. 6(1)(f); FADP Art. 6 and Art. 31)

4.    How long do we retain your data?

 ·         Unsuccessful applications: up to 12 months after the end of the process

·         Talent pool (if consented): up to 24 months, unless withdrawn earlier

·         Technical metadata: generally retained for up to 6 months

·         Successful applicants: data is transferred to your employee file and governed by our internal HR policies

5.    Who has access to your data?

 Your personal data is only accessible to individuals or entities that require it for legitimate recruitment-related purposes. Specifically, we may share your data with:

·         Internal teams – such as HR personnel, recruiters, and hiring managers involved in the evaluation and selection process

·         Third-party service providers – including recruitment platforms (e.g., LinkedIn), applicant tracking systems (ATS), or scheduling tools acting as data processors on our behalf

·         Regulatory or legal authorities – when disclosure is required by law, court order, or governmental regulation

·         Affiliated group entities – but only if your application is relevant to a role within another Laine group company and where such transfer is necessary and appropriate

If your personal data is transferred outside of Switzerland or the European Economic Area (EEA), we implement appropriate safeguards, such as Standard Contractual Clauses (SCCs) or equivalent data protection mechanisms, to ensure your data remains adequately protected in accordance with applicable laws.

6.    Your rights as a candidate

You have the right to exercise the following data protection rights at any time, in accordance with applicable data protection laws:

·         Right of access – to obtain confirmation of whether we process your personal data and, if so, to access such data

·         Right to rectification – to correct inaccurate or incomplete information we hold about you

·         Right to erasure – to request deletion of your data, particularly when it is no longer necessary for the purposes collected

·         Right to restrict processing – to request a temporary or permanent limitation of how we use your data

·         Right to object – to object to processing based on our legitimate interests, including for future recruitment consideration

·         Right to withdraw consent – to withdraw previously given consent, without affecting the lawfulness of processing before withdrawal

·         Right to data portability – where technically feasible, to receive your data in a structured, commonly used, and machine-readable format

·         To exercise any of these rights, please contact us at dataprotection@laine.ai. We may request verification of your identity before processing your request. We aim to respond within 30 days, or within the timeframe required by applicable law.

7.    How do we protect your data?

We implement appropriate technical and organizational measures to ensure the confidentiality, integrity, and availability of your personal data throughout the recruitment process. These including:

·         Restricted access on a need-to-know basis

·         Secure handling of email-based and third-party platform submissions (e.g., LinkedIn)

·         Role-based access controls to limit internal access

·         Retention limits and secure deletion procedures

·         Vendor due diligence for all third-party processors involved in recruitment activities

8.    Updates to this Policy

We may update this Candidate Privacy Policy from time to time to reflect changes in our recruitment practices, legal obligations, or applicable data protection requirements. Any material updates will be published on our Careers page, and the “Last Updated” date will be revised accordingly. We encourage you to consult this notice periodically and prior to submitting your application, to ensure you are informed of how your data is processed.

9.    Notice of acceptance

By submitting your application for a role at Laine Neural Network SA, you acknowledge that you have read, understood, and accepted the terms of this Candidate Privacy Policy.

If you have any questions or concerns regarding this notice or the processing of your personal data, you may contact us at:

Email: dataprotection@laine.ai
Postal Address: Laine Neural Network SA, 28 Avenue de la Gare des Eaux-Vives, 1208 Geneva, Switzerland