1. Introduction
Exeon Analytics AG ("Exeon", "we", "us") is committed to protecting your personal data. This policy explains how we collect, use, store and share personal data in the context of our recruitment activities, in accordance with the Swiss Federal Act on Data Protection (nFADP) and its implementing ordinance (DPO).
2. Who This Policy Applies To
This policy applies to:
External job applicants (speculative or in response to a job posting)
Candidates referred through internal employee referral programmes
Contacts provided by or through external recruitment agencies and headhunters
3. Data Controller
Exeon Analytics AG Grubenstrasse 12, 8045 Zurich, Switzerland recruiting@exeon.com
4. What Data We Collect
Depending on the stage of the recruitment process, we may collect:
Identity & contact data: name, address, email, phone number, information regarding workpermit
Professional background: CV, cover letter, work history, qualifications, certifications
Application data: role applied for, source of application, interview notes, assessment results
References: feedback from referees you provide
Correspondence: emails and messages exchanged during the process
Technical data: basic access logs recorded by our applicant tracking system when you submit your application
Contractual data (only at the stage where we prepare an offer/ a contract): nationality, date of birth, identification document, work permit where applicable.
We do not intentionally collect sensitive personal data (e.g. health, religion, political views). Please avoid including such information in your application materials.
5. How We Collect Your Data
We collect personal data:
Directly from you via our applicant tracking system (Recruitee), email, or during interviews conducted over Microsoft Teams
From recruitment agencies or headhunters who submit your profile to us
From professional networks (e.g. LinkedIn) where you have made your profile publicly available
From referees you have nominated
Interviews are conducted live over Microsoft Teams. We do not ask candidates to pre-record video submissions. If a recruitment agency shares your data with us, they are responsible for ensuring they have a valid basis to do so under applicable law.
6. Legal Basis for Processing
Under the nFADP, we process your personal data on the following bases:
Pre-contractual measures: to assess your application and conduct the hiring process
Legitimate interests: to manage our talent pipeline, improve our recruitment process, and communicate with recruitment partners
Legal obligations: where required by regional employment or corporate law
Consent: where we ask to retain your data for future opportunities (you may withdraw consent at any time)
7. How We Use Your Data
We use your personal data to:
Evaluate your suitability for the role you applied for
Arrange and conduct interviews and assessments via Microsoft Teams
Communicate with you throughout the process
Coordinate with recruitment agencies involved in your application
Comply with legal and regulatory obligations
With your explicit consent, consider you for future roles
8. Use of Artificial Intelligence in Recruitment
We may use AI-assisted features provided by our applicant tracking system, Recruitee, to support various stages of the recruitment process. These may include assistance with drafting and translating job descriptions, organising and screening applications, matching candidates to open roles, and automating routine communications such as application confirmations or status updates.
As Recruitee continuously develops its platform, the specific AI features available to us may evolve over time. We adopt these selectively and only where they genuinely support a fair and efficient process.
Regardless of which tools are in use, the following principles always apply:
Human oversight: every candidate is reviewed by a recruiter. AI tools inform and organise, but do not make hiring decisions on our behalf.
Validation of automated outputs: where AI-assisted screening or matching is used, results are individually reviewed to avoid over-reliance on automated filters, which can contribute to biased outcomes.
No solely automated decisions: no decision with a significant effect on your application is made exclusively by automated means without human review.
9. Sharing Your Data & Third-Party Tools
We may share your data with:
Internal staff involved in the hiring process (hiring managers, HR, relevant team members)
Recruitee — our applicant tracking system, used to manage applications, track hiring stages and store candidate data. Recruitee's privacy policy is available at www.recruitee.com
Microsoft Teams — used for conducting live interviews. No recordings are made of candidate interviews without prior consent. Microsoft's privacy policy is available at www.microsoft.com/privacy
Recruitment agencies acting on our behalf, bound by appropriate data processing agreements
Authorities, where required by local law
We do not sell your personal data. We do not share it for marketing purposes.
10. International Data Transfers
Exeon is based in Switzerland. Recruitee and Microsoft Teams may process data on servers outside Switzerland. In such cases, we ensure appropriate safeguards are in place in accordance with nFADP requirements, including adequacy decisions or standard contractual clauses where applicable.
11. Retention
If your application is unsuccessful, we retain your data for up to 2 years to support to consider you for future opportunities. You may request deletion at any time by contacting recruiting@exeon.com.
If you join Exeon, your recruitment data will be transferred to your employee file and handled under our employee privacy policy.
Data held with your consent for future roles will be retained for up to 2 years, after which we will ask you to renew your consent or delete your data.
12. Your Rights
Under the nFADP, you have the right to:
Access the personal data we hold about you
Correct inaccurate or incomplete data
Request deletion of your data (subject to legal retention obligations)
Object to or restrict certain processing activities
Withdraw consent at any time, where processing is based on consent
Lodge a complaint with the Federal Data Protection and Information Commissioner (FDPIC) at www.edöb.ch
To exercise any of these rights, contact us at: recruiting@exeon.com
13. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. Access to recruitment data within Recruitee is limited to those with a legitimate need in the hiring process.
14. Changes to This Policy
We may update this policy from time to time. The current version will be shared with candidates at the start of the recruitment process and made available on our website.
For questions about this policy, please contact: recruiting@exeon.com
