OMILIA NATURAL LANGUAGE SOLUTIONS LTD., with registered offices in Cyprus, Larnaca, Inomenon Ethnon 50, Thekla Konteatis Court, Office 41, 6042 (hereinafter the “Company” or “we” or “us” or “our”), hereby informs you with regard to the processing of your personal data by the Company (hereinafter the “Notice”).
The Notice applies to you if you are a candidate (hereinafter as “you” or “your” or “yours”); its purpose is to outline the principles applied by the Company when processing your personal data, as well as, to inform you on such processing activities and to explain your statutory rights.
1. Which personal data we process
If you choose to apply for a job position, the Company will process the personal data you submit to us. This includes the following:
- Identity data and contact details (full name, email address, telephone number);
- the job position you are interested in (if you are applying for a specific job position);
- information included in your CV (e.g., education and work experience, skills, photo, etc.);
- content of the cover letter;
- information related to your interview with the Company (e.g. date of the interview, feedback received);
- any additional information provided by you;
- positive statement/ confirmation that you have fully read and understood this Notice; and
- positive statement indicating that you wish your CV to be retained in the event you are not selected, so that the Company may inform you of future job opportunities.
2. For what purposes and on what legal basis we process your personal data
We process your personal data for the following purposes:
- to evaluate your application for a specific job position, notify you accordingly, and schedule an interview (taking steps at the request of the data subject prior to entering into a contract);
- to evaluate your application and retain your personal data, in cases where you have submitted your CV without reference to a specific job position, in order to maintain a clear record of candidates we have already evaluated through interviews, as well as the assessment conducted for each individual and/or for the establishment, exercise, or defence of the Company’s legal claims (legitimate interest);
- for the retention of your personal data in case you wish to be contacted for any future job openings and in case we need to obtain a reference letter or contact a former employer/ professor (consent).
3. Use of AI tools and automated decision-making
We inform you that, as part of our recruitment process, we will use artificial intelligence (“AI”) tools and systems to assist in the recruitment process, including for the evaluation of applications. In particular, we use:
- Workable
- Logic involved: Workable uses AI to parse CVs and extract structured information, generate summaries and match scores based on explicit job requirements (such as skills, years of experience, and location), and to rank candidates according to how well they fit the position. The AI can also search for candidates (active and passive) using job-relevant criteria, and can anonymize CVs to reduce bias. Automated content generation (such as personalized emails and job descriptions) is also used to improve efficiency and consistency. The AI does not use special categories of data (such as health or beliefs) for scoring, and any such data is ignored in automated processing. All AI outputs are subject to human review and are not the sole basis for any hiring decision.
- Significance and envisaged consequences: The AI-generated scores and summaries may influence the order in which your application is reviewed, whether you are invited to interview, or whether you receive outreach communications. However, no candidate is automatically rejected or selected solely based on AI results. Any errors or inaccuracies in the data or AI-generated summaries are reviewed and corrected by a human. You have the right to request human intervention, express your point of view, contest the outcome, and receive explanations about the main factors that influence your score or ranking.
- TestGorilla
- Logic involved: TestGorilla uses AI to automatically score standardized skills and competency tests, including open-ended written and video responses. The AI evaluates answers based on the content of the text or transcript (not tone, gestures, or non-verbal cues). Human reviewers can override or adjust AI scores. The platform also provides performance analytics and rankings against job requirements. Integrity measures (anti-cheating) include monitoring behavior during the test (such as tab switches, IP/device tracking), and, where applicable, webcam snapshots for proctoring. No facial recognition or non-verbal analysis is used for scoring.
- Significance and envisaged consequences: AI-generated scores and analytics may affect whether you are shortlisted or invited to further stages. Integrity flags (such as multiple tab switches) may lead to additional review or a retest, but not to automatic rejection. All final decisions are made with meaningful human oversight, considering both automated and non-automated criteria. You can request a human review, explain any special circumstances, and receive explanations about the key factors that influenced your assessment.
If you wish to obtain more information on the processing explained, you may contact us at dpo@omilia.com.
4. Whom we will share your personal data with
The Company will disclose your personal data in the following cases:
- to service providers: The Company enters into agreements with third-party service providers as part of its activities, who have access to your personal data. e.g., providers of support and management services for the recruitment process, providers for pre-employment testing, IT service providers (Company’s website maintenance service provider, data hosting service provider, e-mail service provider).
- to third parties: the Company, in certain cases, is required to disclose your personal data to public, judicial, prosecutorial, investigative, and regulatory authorities (strictly to the extent necessary), for example, in execution of a court decision. In order to exercise and support our legal claims or to defend ourselves, we will disclose your personal data to our advisors (including legal advisors) and judicial/investigative authorities.
Any transfer of personal data outside the European Economic Area (“EEA”), due to their disclosure to the abovementioned recipients, will be based on an adequacy decision adopted by the European Commission or will be subject to appropriate safeguards and conditions to ensure an adequate level of data protection, e.g., transfer agreements based on the European Commission’s approved Standard Contractual Clauses. For more information on how the Company protects your personal data when transferred outside the EEA or to obtain a copy of the safeguards we apply to protect personal data when transferred outside the EEA, please contact us here: dpo@omilia.com.
5. How long your personal data will be retained
Your personal data processed for the purposes outlined in this Notice will be retained only to the extent necessary for each processing purpose described above.
If you submit your CV for a specific job position and that position is filled by another candidate, your personal data will be erased immediately, unless you provide your consent for us to retain your personal data in order to inform you about future job opportunities. In such a case, and unless you withdraw your consent, we will retain your personal data for a period of one (1) year, after which it will be erased.
Certain personal data, such as the date of your interview and the feedback you received, will be retained for business continuity purposes for a period of one (1) year from the date of the interview, without requiring your consent for this specific purpose.
In the event that you submit your CV without it relating to a specific job opening, we will retain it in our systems for one (1) year.
6. Your rights
Subject to the conditions provided by law, you have the following rights regarding the protection of your personal data:
- Right of access: You can contact the Company so that we can inform you and explain whether and what personal data we retain about you and how we process it. You may also request a copy of your personal data that the Company holds.
- Right to rectification: If you believe your data is inaccurate or need to be updated, you have the right to request the rectification of inaccurate personal data and the supplementation of incomplete data.
- Right to erasure: Under certain conditions, e.g., when the personal data is no longer needed or you have withdrawn your consent or the personal data has been unlawfully processed, you have the right to request from the Company the erasure of your personal data.
- Right to restriction of processing: If you consider that your data is inaccurate, or that its processing is unlawful, or you consider that the data is no longer needed by the Company, or if you object to automated processing, you have the right to request that the processing be restricted.
- Right to object: You may object to the processing of your personal data by the Company on grounds that concern you and relate to your particular situation, unless, inter alia, there are compelling legitimate grounds for the processing which override your interests, rights and freedoms. You also have the right to object when a decision concerning you is based solely on automated processing, including profiling, and this decision produces legal effects concerning you or significantly affects you.
- Right to portability: You may request to receive your personal data in a structured, commonly used and machine-readable format, and have your personal data transmitted to another company (controller), which you will indicate to the Company.
- Right to withdraw consent: You may withdraw your consent at any time, without your withdrawal affecting the lawfulness of the processing based on your consent before its withdrawal.
7. Right to lodge a complaint
You have the right to lodge a complaint with the Office of the Commissioner for Personal Data Protection with regard to matters that concern the processing of your personal data by the Company. The Office of the Commissioner for Personal Data Protection is based in Nicosia (Kypranoros 15, 1061). More information on the competence of the Office of the Commissioner for Personal Data Protection and how to lodge a complaint, you can find here.
8. How to contact the Company
If you wish to exercise the aforementioned rights or for any further clarification in relation to the processing of personal data by the Company, you can contact us at the following e-mail address: dpo@omilia.com.
