Privacy Policy

This document was last updated on March 16, 2026

1. Introduction

Neurony Solutions SRL ("Neurony", "we", "us" or "our"), operating the Recrutopia brand and website (recrutopia.io), is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, disclose, and protect your personal data in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation – GDPR) and applicable Romanian data protection legislation.

By using the Website, you acknowledge that you have read and understood this policy. If you do not agree with our data processing practices, please do not use the Website.

2. Data Controller

The data controller responsible for your personal data is:

Neurony Solutions SRL CUI: 37108517 | J20/17002/2019/402 EUID: ROONRC.J20/17002/2019/402 Email: contact@recrutopia.io Phone: +40 748 902 037

3. Personal Data We Collect

Data provided directly by you:

  • Candidate Data: Full name, date of birth, nationality, contact details, CV, cover letter, work history, education, qualifications, certifications, skills, portfolio links, salary expectations, and availability
  • Contact form data: Full name, business email, company name, country, role/position, department, nature of inquiry, and message content
  • Client inquiry data: Company name, size, industry, contact person details, and service requirements

Data collected automatically:

  • Technical data: IP address, browser type and version, operating system, device type, screen resolution, referring URL
  • Usage data: Pages visited, navigation paths, time and duration of visits, click patterns, scroll depth, form interactions
  • Cookie data: As detailed in Section 9 of this policy

Data from third parties:

  • Professional networking platforms (e.g., LinkedIn) when you apply through integrated features
  • Referrals from our client organizations
  • Publicly available professional information relevant to recruitment
  • Background check providers (only with your explicit consent)

4. Purposes of Processing

We process your personal data for the following purposes:

  • Recruitment: Assessing your suitability for job opportunities, matching your profile with vacancies at Recrutopia, Neurony Solutions, or our clients, coordinating interviews and selection procedures, maintaining a talent database for future recruitment
  • Communication: Responding to your inquiries, providing information about our services, managing client relationships
  • Website operation: Ensuring technical functionality and security, analyzing usage patterns, detecting and preventing fraud, performing analytics
  • Legal compliance: Complying with applicable laws, responding to lawful authority requests, maintaining required records
  • Marketing (with consent only): Sending newsletters or career opportunity updates. You may withdraw consent at any time by contacting contact@recrutopia.io

5. Legal Basis for Processing

We process your personal data based on one or more of the following legal grounds:

  • Consent (Article 6(1)(a) GDPR): CV submissions, job applications, marketing communications, non-essential cookies
  • Legitimate interest (Article 6(1)(f) GDPR): Website analytics, security, fraud prevention, service improvement, talent database maintenance
  • Performance of a contract (Article 6(1)(b) GDPR): Delivering recruitment services, processing candidate applications for specific roles
  • Legal obligation (Article 6(1)(c) GDPR): Tax and accounting records, regulatory compliance, responding to lawful authority requests

6. Who We Share Your Data With

  • Client organizations: When you apply for a position or consent to being matched with opportunities, we may share your Candidate Data with our clients for evaluating your candidacy. We will inform you before sharing and you may object at any time.
  • Neurony Solutions SRL affiliates: For integrated service delivery, administrative purposes, and technology support.
  • Service providers: Cloud hosting, email platforms, ATS providers, analytics services (e.g., Google Analytics), CRM tools, and IT security providers — all bound by data processing agreements under GDPR Article 28.
  • Legal authorities: When required by applicable law, regulation, court order, or governmental request.
  • Professional advisors: Legal counsel, auditors, and accountants, subject to confidentiality obligations.

We do not sell, rent, or trade your personal data to third parties for their marketing purposes.

7. International Data Transfers

Your personal data may be transferred outside the European Economic Area (EEA) when our clients or service providers operate outside the EEA, or when recruitment assignments require cross-border data sharing. We ensure adequate safeguards through Standard Contractual Clauses (SCCs), adequacy decisions, Binding Corporate Rules, or your explicit consent.

8. Data Retention

  • Candidate Data (CVs, applications): 24 months from submission, unless consent withdrawn earlier
  • Contact form inquiries: 12 months from last communication
  • Client contract data: 5 years from contract termination
  • Website analytics data: 12 months from collection
  • Cookie data: As specified in Section 9
  • Marketing consent records: Duration of consent + 12 months

Upon expiration, personal data will be securely deleted or anonymized.

9. Cookie Policy

What are cookies: Small text files stored on your device when you visit a website, serving purposes from essential functionality to analytics and marketing.

Types of cookies we use:

  • Strictly necessary: Core site functionality, security, form submissions. No consent required.
  • Analytics: Visitor behavior, page performance, traffic sources (e.g., Google Analytics). Up to 24 months. Consent required.
  • Functionality: Language preferences, personalization, chat widgets. Up to 12 months. Consent required.
  • Marketing: Ad targeting, retargeting, conversion tracking (e.g., Facebook Pixel, LinkedIn Insight). Up to 24 months. Consent required.

Consent and management: A cookie consent banner appears on your first visit, allowing you to accept all, reject non-essential, or customize by category. You may change preferences at any time through your browser settings. Disabling certain cookies may affect Website functionality.

Third-party cookies: Some cookies are set by Google (Analytics, Ads, Tag Manager), Facebook/Meta (Pixel), LinkedIn (Insight Tag), and chat widget providers. We do not control these cookies.

10. Your Rights Under GDPR

You are entitled to the following rights:

  • Right of access (Article 15): Obtain a copy of your personal data and processing information
  • Right to rectification (Article 16): Request correction of inaccurate or incomplete data
  • Right to erasure (Article 17): Request deletion of your data ("right to be forgotten")
  • Right to restriction (Article 18): Request limited processing in certain circumstances
  • Right to data portability (Article 20): Receive your data in a structured, machine-readable format
  • Right to object (Article 21): Object to processing based on legitimate interest or for direct marketing
  • Right regarding automated decisions (Article 22): Not be subject to solely automated decision-making. We do not currently use fully automated decision-making processes.
  • Right to withdraw consent: At any time, without affecting prior lawful processing

To exercise any right, contact us at contact@recrutopia.io. We will respond within 30 days (extendable by 60 days for complex cases). We may request proof of identity.

11. Data Security

We implement appropriate technical and organizational measures including SSL/TLS encryption, role-based access controls, regular security assessments, encrypted storage, employee training, incident response procedures, and contractual obligations for all service providers. In the event of a data breach, we will notify you and the relevant authority as required by GDPR Articles 33 and 34.

12. Children's Privacy

Our Website and Services are not directed at individuals under 16. We do not knowingly collect data from children. If you believe a child has provided us with personal data, please contact us at contact@recrutopia.io.

13. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be reflected by updating the date at the top and, where significant, by email notification or a prominent Website notice.

14. Complaints

If you are dissatisfied with how we handle your data, you may lodge a complaint with:

Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal (ANSPDCP) B-dul G-ral. Gheorghe Magheru nr. 28-30, Sector 1, Bucharest, Romania Website: www.dataprotection.ro

15. Contacting Us

If you would like to contact us about this Privacy Policy or any data protection matter, you may send an email to contact@recrutopia.io or call us at +40 748 902 037.

Neurony Solutions SRL CUI: 37108517 | J20/17002/2019/402 Website: www.recrutopia.io