1. Who Controls Your Data and How to Contact Us
Samotics (“we”, “us”, “our”) refers to the Samotics group of companies, which includes Samotics Holding B.V., Samotics B.V., Samotics Ltd and Samotics Inc. The group is headquartered at Bargelaan 200, Leiden, The Netherlands. This Privacy Notice explains how we collect, use, store and protect your personal data in the context of your application for employment with us.
Who is responsible for your personal data
The entity acting as data controller for your personal data depends on the role you are applying for. Not all group entities act as data controllers in respect of candidate personal data.
Netherlands-based roles: Samotics B.V. (Bargelaan 200, Leiden, The Netherlands) acts as the sole data controller for all recruitment processing in respect of Netherlands-based positions.
UK-based roles: Samotics B.V. and Samotics Ltd act as joint controllers pursuant to Article 26 GDPR and UK GDPR respectively in respect of UK-based positions. Samotics B.V. is responsible for the operational execution of recruitment processing, including all centralized recruitment tooling and shared HR systems. Samotics Ltd is responsible for hiring decisions made in respect of UK roles. Together, they jointly determine the purposes and means of recruitment processing for UK candidates.
The essence of the joint controller arrangement between Samotics B.V. and Samotics Ltd is reflected in this Notice. Regardless of the internal allocation of responsibilities between them, you may exercise your data subject rights against either entity. Our designated point of contact for all recruitment-related data protection matters is careers@samotics.com.
When does controllership change?
This Notice applies to the recruitment phase only. Should you receive and accept an offer of employment, a separate Employee Privacy Notice will apply to the processing of your personal data in the context of your employment. At that point, the relevant contracting entity (Samotics B.V. for Netherlands-based employees, or Samotics Ltd for UK-based employees) will act as sole data controller for all employment-related processing.
Samotics B.V. Bargelaan 200, 2333 CW, Leiden, The Netherlands
Samotics Ltd. 16 Great Queen Street, Covent Garden, London, United Kingdom, WC2B 5AH
Samotics Inc. 228 East 45th Street, Suite 9E , New York , NY 10017
The entity advertising the specific vacancy you applied for is the data controller responsible for your personal data. Where processing activities are shared across entities (e.g. centralised recruitment tooling), Samotics B.V. acts as the primary controller and the other entities act as joint controllers under Art. 26 GDPR / UK GDPR.
Recruitment-specific deletion requests: careers@samotics.com
2. Scope of This Notice
This Notice applies to all individuals who:
• apply for a role at Samotics through Recruitee, the Samotics Careers page, LinkedIn, Indeed, or by email;
• are invited to interview (in person or remotely); or
• progress to offer and pre-onboarding stages.
3. Personal Data We Collect
3.1 Data you provide directly
• Identification data such as full name, date of birth (offer stage), home address (offer stage), nationality / right-to-work status (where legally required), social media page (LinkedIn).
• Professional data such as CV/résumé, cover letter, work history, qualifications, references, LinkedIn profile.
• Contact data such as email address and phone number.
• Image such as your photo if you include it in your CV or social media page).
• Interview data including responses given during interviews and notes created by the interviewing team (which may be assisted by Google Gemini - see Section 5).
• Financial information such as your salary expectations.
• Contract & payroll data (successful candidates only): bank account details, passport/ID number, BSN (NL), National Insurance number (UK), salary and contract terms.
3.2 Data collected automatically or from third parties
• Application metadata such as date/time of application, source channel (Recruitee, LinkedIn, Indeed, Samotics Career page, email).
• Calendar and scheduling data collected via Recruitee-Gmail integration when scheduling interviews.
3.3 Special category and sensitive data
We do not intentionally collect special category data (Art. 9 GDPR) such as health, biometric, racial/ethnic origin, or religious data during recruitment. Please do not include such information in your CV or application. If such data is inadvertently received, it will be deleted or redacted promptly.
4. For Which Purposes We Process Your Personal Data
• To assess your suitability to the position of your interest;
• To communicate with you for the purposes of recruitment and/or onboarding;
• To match your remuneration expectations with our available budget;
• To prepare a job offer and the related contractual information;
• To manage our recruitment platforms, social media accounts and any IT tool/software internally used for the documentation and handling of the recruitment process;
• To perform business improvements and related collection of feedback with the aim to understand the candidate experience and satisfaction;
• To produce reports and statistics for our management;
• To comply with our legal and regulatory obligations;
• To receive advice support from our professional advisors where necessary (including consultants and other service providers).
5. Our Use of Artificial Intelligence (AI) Tools
5.1 CV and application screening
Samotics uses AI-assisted tools to support the initial screening stage of our recruitment process. Where used, the tool analyses the text of your CV and application against the requirements of the role you applied for, assessing factors such as relevant skills, experience, qualifications, and role-specific keywords. It does not assess personality, behaviour, or any attributes beyond the professional content of your application.
Candidate applications are processed in pseudonymised form before AI-assisted analysis. Direct identifiers such as names and contact details are removed or separated from application content during this process.
Where possible, we configure these tools to support rather than evaluate. For example, by surfacing relevant sections of a CV, extracting structured information such as qualifications and experience, or checking whether mandatory eligibility criteria appear to be met, for subsequent verification by a recruiter. In these modes, the tool assists our recruiters in consistently organising applications and identifying relevant information more efficiently.
No decision to progress, reject, or appoint a candidate is made solely by automated means. Every application is reviewed by a member of our recruitment team before any such decision is made. Any AI output is one input into that human review; it does not determine the outcome. Recruiters and hiring managers remain responsible for recruitment decisions. They are expected to review AI-generated recommendations critically and may accept, modify, or disregard those recommendations based on their professional judgment and the full circumstances of the recruitment process.
5.2 Scheduling and calendar tools
Members of our recruitment team may use AI-assisted productivity tools connected to their work calendar. Where recruitment-related calendar entries contain candidate information (such as name, email address, or interview details) this data may be visible to such tools. We limit the data accessible in this context and ensure these tools do not access candidate information beyond what is strictly necessary for scheduling purposes.
5.3 Interview note-taking
Our recruitment team may use an AI assistant to generate a text summary or to help take notes during interviews. Your explicit consent will be requested at the start of any interview in which this feature is used. You may decline without any effect on your candidacy. Interviews are not recorded.
5.4 Data use and model training
Data processed through AI-assisted tools is limited to the information you provide in your application and is used solely to assess your suitability for the role applied for. It is not used for profiling beyond the recruitment context and is not used to train any AI model. Where third-party AI tools are used, Samotics takes appropriate contractual measures to ensure your data is not used for model training by those providers.
5.5 Your rights in relation to AI use
You have the right to:
• request human review of any AI-assisted assessment that affected your application;
• obtain an explanation of the role played by any AI-assisted tool in the assessment of your application and the main factors taken into account by that tool.
To exercise any of these rights, please contact us at careers@samotics.com.
5.6 No solely automated decision-making
Samotics does not make decisions about candidates (including decisions to progress, reject, or appoint) solely by automated means. All decisions that affect your candidacy involve human review by a member of our recruitment or hiring team.
5.7 Regular monitoring of AI tools
Samotics periodically reviews the AI-assisted tools used in recruitment for accuracy, consistency, and potential unfair bias. Where concerns are identified, we will take appropriate action, which may include suspending use of the tool. The outcomes of these reviews are documented and retained as part of our compliance records.
6. Who We Share Your Data With
• People team;
• Hiring managers;
• IT team (successful candidates only, for laptop/IT setup);
• Finance/payroll team (successful candidates only, for payroll setup);
• Our service providers such as software providers, cloud hosting providers and our recruitment platforms;
• Government, judicial, social security and supervisory authorities when necessary;
• External advisors (for legal, tax or other related matters).
We do not sell or share your personal data for commercial purposes.
7. International Data Transfers
Samotics is headquartered in the Netherlands (EU). Some recipients of your personal data, including certain service providers and processors, may be based in or process data in countries outside the European Economic Area (EEA), including the United States, where data protection laws may not offer an equivalent level of protection to that within the EEA. Where such transfers occur, we ensure they are lawful through one or more of the following mechanisms:
• EU Standard Contractual Clauses (SCCs) or UK IDTA, as applicable;
• EU–US Data Privacy Framework (DPF), where the recipient is certified;
• Transfer Impact Assessments (TIAs), conducted where required.
Processing by Samotics Ltd (UK) is subject to UK GDPR and the UK–EU adequacy decision currently in force.
8. How Long We Keep Your Data
Samotics will keep your personal data for the entire duration of the recruitment process.
• Unsuccessful candidates: 360 days from application date, then deleted.
• Successful candidates: HR and payroll records retained for the duration of employment, plus:
- Netherlands: 7 years.
- United Kingdom: 6 years.
• Interview notes (Gemini): retained for the duration of the recruitment process and within a 90-day window; can be deleted earlier upon request.
After expiry of the applicable retention period, data is permanently and securely deleted. No printed copies are created. Deletion requests for recruitment data may be sent directly to careers@samotics.com.
9. How We Protect Your Data
Samotics is certified to ISO 27001 (Information Security Management) and ISO 9001. Measures in place include:
• Access controls on a need-to-know basis;
• Technology security measures including firewalls, encryption and anti-virus software;
• IT security measures to ensure ongoing confidentiality, integrity, availability, and resilience of processing systems and services;
• Safeguards to ensure our ability to restore data in a timely manner in the event of technical or physical incident;
• No printing of candidate documents;
• Mandatory DPAs with all third-party processors;
• Regular review of retention periods and data minimisation practices, including pseudonymization.
10. Your Rights
Access - You may request a copy of the personal data we hold about you.
Rectification - You may ask us to correct inaccurate data.
Erasure - You may request deletion of your data. For recruitment data, email careers@samotics.com. We will delete unless we have overriding legal grounds to retain.
Restriction - You may ask us to restrict processing in certain circumstances (e.g. while accuracy is disputed).
Portability - Where processing is based on consent or contract and carried out by automated means, you may receive your data in a structured, machine-readable format.
Objection - You may object to processing based on legitimate interests. We will cease unless we can demonstrate compelling legitimate grounds.
Withdraw consent - Where we rely on consent (e.g. AI notetaking during interviews), you may withdraw at any time without affecting prior lawful processing.
Not subject to automated decision-making - We do not make solely automated decisions with legal or significant effect on candidates.
Complaint - You have the right to lodge a complaint with your supervisory authority (see Section 11).
To exercise any of these rights, contact careers@samotics.com. We will respond within one calendar month. No fee is charged for first requests; we reserve the right to charge a reasonable fee for manifestly unfounded or excessive requests.
11. Right to Lodge a Complaint
If you believe we have not handled your personal data in accordance with applicable law, you have the right to lodge a complaint with the relevant supervisory authority:
• EU / Netherlands: Autoriteit Persoonsgegevens (AP) — www.autoriteitpersoonsgegevens.nl
• United Kingdom: Information Commissioner's Office (ICO) — www.ico.org.uk
We would appreciate the opportunity to address your concerns before you approach a supervisory authority. Please contact careers@samotics.com in the first instance.
12. Cookies and Tracking on the Careers Page
The Samotics Careers page and Recruitee-hosted application form may use cookies. Please refer to the Samotics Cookie Notice available on www.samotics.com for full details. You can manage cookie preferences via the consent banner displayed on first visit.
13. Changes to This Notice
We may update this notice from time to time. The effective date at the top of this document reflects the most recent version. Material changes will be communicated by posting the updated notice on the Samotics Careers page. We recommend reviewing this notice each time you apply for a position.
14. Contact Information for Candidate Data Protection Queries
Email: careers@samotics.com
Thank you for your interest in Samotics. We are committed to handling your personal data with care, transparency, and respect.
