Your Privacy Matters.

Privacy Policy

Effective Date: November 10, 2025
Last Updated: November 10, 2025

1. Introduction

Nova Recruiting (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.nova-recruiting.com and use our recruitment services.

By using our website or services, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

2.1 Personal Information You Provide

When you use our services, register for opportunities, or contact us, we may collect:

For Job Seekers:

• Full name
• Email address
• Phone number
• Current location and residence
• Educational qualifications
• Professional experience
• Work history and employment details
• Certifications and licenses (e.g., MMUP, NEBOSH, PMP)
• CV/Resume documents
• Salary expectations
• Availability and notice period
• Visa status and work authorization
• Professional references

For Employers/Clients:

• Company name and information
• Contact person name and title
• Business email address
• Phone number
• Hiring requirements and job specifications
• Company size and industry

2.2 Information Collected Automatically

When you visit our website, we automatically collect:

• IP address
• Browser type and version
• Device information
• Pages visited and time spent
• Referring website
• Geographic location (country/city level)
• Cookies and similar tracking technologies

2.3 Information from Third Parties

We may receive information about you from:

• LinkedIn and other professional networking platforms
• Previous employers (with your consent for reference checks)
• Educational institutions (for verification purposes)
• Certification bodies (for credential verification)
• Job boards and recruitment platforms
• Professional references you provide

3. How We Use Your Information

3.1 For Job Seekers

We use your information to:

• Match you with relevant job opportunities
• Present your profile to potential employers
• Communicate with you about suitable positions
• Conduct reference and background checks (with your consent)
• Provide career advice and market insights
• Send newsletters and recruitment updates (with your consent)
• Verify your qualifications and certifications
• Facilitate interview scheduling and coordination
• Support visa processing and relocation assistance
• Maintain our talent database for future opportunities

3.2 For Employers/Clients

We use your information to:

• Understand your hiring requirements
• Source and present qualified candidates
• Communicate about recruitment progress
• Provide market intelligence and salary benchmarking
• Invoice for services rendered
• Maintain client relationship records
• Send service updates and recruitment insights

3.3 General Business Purposes

• Improve our website and services
• Analyze usage patterns and optimize user experience
• Prevent fraud and ensure security
• Comply with legal obligations
• Respond to inquiries and support requests
• Conduct research and analytics
• Maintain business records

4. Legal Basis for Processing (GDPR Compliance)

We process your personal data based on:

• Consent: When you provide explicit consent (e.g., submitting your CV)
• Contractual Necessity: To fulfill our recruitment services
• Legitimate Interests: To operate our business and provide recruitment services
• Legal Obligation: To comply with employment laws and regulations

You have the right to withdraw consent at any time.

5. How We Share Your Information

5.1 With Your Consent

For Job Seekers: We share your CV and profile information with potential employers only when:

• You have applied for a specific position, or
• You have given us explicit consent to present your profile

We will always inform you before sharing your information with any employer.

5.2 Service Providers

We may share information with trusted third-party service providers who assist us:

• Cloud storage providers (CV storage)
• Email service providers
• Website hosting services
• Analytics platforms
• CRM and recruitment software providers
• Payment processors

These providers are contractually obligated to protect your information and use it only for specified purposes.

5.3 Legal Requirements

We may disclose your information when required by law:

• To comply with legal processes or government requests
• To enforce our terms and conditions
• To protect our rights, property, or safety
• To prevent fraud or illegal activities
• In connection with legal proceedings

5.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity. We will notify you of any such change.

5.5 We Do NOT:

• Sell your personal information to third parties
• Share your data with marketing companies
• Publicly post your personal information
• Send your CV to employers without your knowledge

6. International Data Transfers

Nova Recruiting is based in Berlin, Germany, and operates across the Middle East region, including UAE, Saudi Arabia, Qatar, Oman, Kuwait, Bahrain, and other countries in the region.

Your information may be transferred to and processed in countries outside your country of residence, including:

• Germany (our headquarters)
• United Arab Emirates
• Saudi Arabia
• Qatar
• Other Middle Eastern countries where our clients operate

We ensure appropriate safeguards are in place through:

• Standard Contractual Clauses (SCCs)
• Adequacy decisions by relevant authorities
• Explicit consent where required

7. Data Retention

7.1 Job Seekers

We retain your information for:

• Active candidates: Duration of recruitment process plus 2 years
• Talent database: Up to 5 years from last contact, unless you request deletion
• Placed candidates: 7 years (for warranty and legal compliance)

7.2 Employers/Clients

• Active clients: Duration of business relationship plus 7 years
• Prospective clients: 3 years from last contact

7.3 Legal Requirements

Some information may be retained longer to comply with legal, accounting, or regulatory requirements.

You may request deletion of your information at any time (subject to legal obligations).

8. Your Rights

8.1 Under GDPR (for EU/EEA individuals)

You have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete information
• Erasure: Request deletion of your data (“right to be forgotten”)
• Restriction: Limit how we use your data
• Portability: Receive your data in a structured, machine-readable format
• Object: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent at any time
• Lodge a Complaint: File a complaint with your local data protection authority

8.2 Under Qatar Data Protection Law

If you are based in Qatar, you have rights including:

• Access to your personal data
• Correction of inaccurate data
• Deletion under certain circumstances
• Objection to processing

8.3 How to Exercise Your Rights

To exercise any of these rights, contact us at:

• Email: privacy@nova-recruiting.com

We will respond within 30 days of receiving your request.

9. Cookies and Tracking Technologies

9.1 What We Use

Our website uses cookies and similar technologies:

Essential Cookies: Required for website functionality Analytics Cookies: Help us understand how visitors use our site (Google Analytics) Functional Cookies: Remember your preferences Marketing Cookies: Track effectiveness of campaigns (with your consent)

9.2 Managing Cookies

You can control cookies through:

• Your browser settings
• Our cookie consent banner
• Opt-out tools provided by analytics services

Note: Disabling cookies may limit website functionality.

10. Data Security

We implement appropriate technical and organizational measures to protect your information:

Technical Measures:

• SSL/TLS encryption for data transmission
• Encrypted storage for sensitive data
• Secure cloud infrastructure
• Regular security updates and patches
• Firewall and intrusion detection systems

Organizational Measures:

• Access controls and authentication
• Employee confidentiality agreements
• Regular staff training on data protection
• Incident response procedures
• Regular security audits

However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

11. Children’s Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

12. Third-Party Links

Our website may contain links to third-party websites (e.g., LinkedIn, company career pages). We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

13. Email Communications

13.1 What We Send

• Job opportunity alerts (if you’ve registered)
• Application status updates
• Recruitment updates and market insights
• Service announcements

13.2 Unsubscribe

You can unsubscribe from marketing emails at any time by:

• Clicking “unsubscribe” in any email
• Contacting us at careers@nova-recruiting.com

Note: We will still send you essential service-related communications (e.g., interview confirmations).

14. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• Changes in our practices
• Legal or regulatory requirements
• New services or features

We will notify you of material changes by:

• Posting the updated policy on our website
• Updating the “Last Updated” date
• Sending an email notification (for significant changes)

Your continued use of our services after changes constitutes acceptance of the updated policy.

15. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices:

Nova Recruiting

Email: privacy@nova-recruiting.com
General Inquiries: careers@nova-recruiting.com
Website: www.nova-recruiting.com

Response Time: We aim to respond to all inquiries within 5 business days.

16. Complaints and Disputes

16.1 Internal Resolution

If you have a complaint about how we handle your data, please contact us first. We are committed to resolving issues directly.

16.2 Regulatory Authority

If you are not satisfied with our response, you have the right to lodge a complaint with:

For EU/EEA Residents:

• Your local Data Protection Authority
• German Federal Commissioner for Data Protection and Freedom of Information (if applicable)

For Middle East Residents:

• UAE: Telecommunications and Digital Government Regulatory Authority (TDRA)
• Saudi Arabia: Saudi Data & AI Authority (SDAIA)
• Qatar: Ministry of Transport and Communications
• Other jurisdictions: Your local data protection or telecommunications authority

17. Specific Notices

17.1 For Middle East-Based Users

We comply with data protection regulations across the Middle East region, including:

• UAE Personal Data Protection Law
• Saudi Arabia Personal Data Protection Law (PDPL)
• Qatar Data Protection Law
• Other applicable GCC and regional data protection frameworks

Requirements we adhere to include:

• Data localization (where required by local law)
• Cross-border data transfer authorizations
• Notification of data breaches
• Consent requirements specific to each jurisdiction

17.2 For Construction & Engineering Professionals

If you work in specialized sectors (e.g., Oil & Gas, infrastructure, industrial construction), additional confidentiality and security measures may apply based on:

• Client confidentiality requirements
• Project sensitivity
• Government contractor regulations
• Industry-specific compliance standards

We will inform you of any special handling requirements.

17.3 Regional Data Processing

UAE Operations: Data may be processed in compliance with UAE TDRA regulations and Federal Decree-Law No. 45 of 2021.

Saudi Arabia Operations: Processing complies with PDPL and SDAIA guidelines.

Qatar Operations: Processing adheres to Law No. 13 of 2016 on Personal Data Privacy.

Other GCC Countries: We follow applicable data protection frameworks in Oman, Kuwait, and Bahrain.

18. Consent

By using our website and services, you acknowledge that you have read, understood, and agree to this Privacy Policy.

For Job Seekers: By submitting your CV or application, you consent to:

• Processing of your personal data for recruitment purposes
• Sharing your information with potential employers (with prior notice)
• Retention of your information in our talent database
• Contact regarding suitable opportunities

For Employers: By engaging our services, you consent to:

• Processing of your business information
• Communication regarding recruitment services
• Retention of records as outlined in this policy

19. Additional Resources

Learn More About Your Rights:

• European Data Protection Board: https://edpb.europa.eu
• German Federal Data Protection: https://www.bfdi.bund.de
• UAE TDRA: https://tdra.gov.ae
• Saudi SDAIA: https://sdaia.gov.sa
• Qatar Ministry of Transport and Communications

Our Commitment: We are committed to transparency, security, and respecting your privacy rights across all regions we operate. If you have any questions or concerns, we’re here to help.

Document Version: 1.0
Effective Date: November 10, 2025
Last Review: November 10, 2025
Next Scheduled Review: May 10, 2026

This Privacy Policy is available in English. If you require a translation, please contact us.

Our team covers all areas of modern recruitment, ensuring efficient and professional hiring:

Our Team:

Leadership: Strategic direction and oversight to guarantee results.

Web & Digital Specialists: Optimize platforms and campaigns for smooth candidate experiences.

Media & Social Managers: Run targeted campaigns to reach top talent.

Screening & Interview Team: Conduct thorough candidate evaluations.

Business Development Representatives (BDRs): Coordinate with clients and ensure seamless communication.

Each role is designed to deliver fast, reliable, and high quality recruitment.

Ready to hire your next top talent?