1. Privacy statement job applicants
This privacy statement applies to all people applying for a job with Mathrix or participating in recruitment and selection activities. This is the privacy statement of Mathrix AG, Mathrix Netherlands GmbH and Mathrix Singapore Pte. Ltd. (hereinafter jointly referred to as "Mathrix", "we" and "us"). Based on the General Data Protection Regulation (“GDPR”) we qualify as the controller regarding the processing of your personal data. The offices of Mathrix are located in The Netherlands, Switzerland and Singapore. This privacy statement aims to inform all people applying for a job with Mathrix or participating in recruitment and selection activities, for example through https://mathrix.com (hereinafter also referred to as “you”). This privacy statement contains information on:
The personal data we process when you apply for a job with us;
For what purposes and on what legal bases we process personal data;
With whom we share personal data;
How long we retain personal data;
What rights you have and how you can exercise them.
2. Personal data processed by us
We process personal data as a controller. As such, we are responsible for determining the purposes and means of processing and we have legal obligations to protect personal data and respect rights. For recruitment and selection procedures, Mathrix collects and processes various categories of personal data:
Basic information, including your first and last name, prefix and title;
Contact details, including your email address, postal address, phone number and other contact details;
Your gender, date of birth, nationality and any other information that may be relevant regarding your identity;
Your CV, cover letter, diplomas, certificates, references, letters of recommendation and any other information about your education, work experience, skills and qualifications;
Your availability, salary indication, willingness to travel and any other preferences or wishes and any other notes taken by interviewers during the job interview or other conversations;
Information obtained in the context of assessments or other tests during the application process;
Information from your professional social media account(s);
Information obtained during a pre-employment screening (PES), such as reference checks, a Certificate of Conduct (Verklaring Omtrent het Gedrag) and an integrity statement;
Your response to interview questions; and
Any other personal data voluntarily provided.
To the extent that we process any special personal data, we do so only if the data subject has intentionally made these public to us.
If you are required to provide certain personal data, for example due to a legal obligation we have or to enable us to conclude an employment agreement with you, we will inform you accordingly and explain the potential implications of not providing these data.
3. Purposes of and bases for the processing
We only process your personal data for the purposes for which they were collected and on one or more of the following bases:
Legal basis/purpose of processing
Legitimate interest (Article 6.1 (f) GDPR): to select candidates to start an application procedure with and to carry out the application procedure.
Legitimate interest (Article 6.1 (f) GDPR)/performance of contracts (Article 6.1 (b) GDPR)/legal obligations (Article 6.1 (c) GDPR): to complete the precontractual phase with you and to be able to conclude an agreement with you, including an employment agreement.
Legitimate interest (Article 6.1 (f) GDPR)/consent (Article 6.1 (a) GDPR): to answer your questions and to provide information requested by you.
Performance of contracts (Article 6.1 (b) GDPR)/legal obligations (Article 6.1 (c) GDPR)/legitimate interest (Article 6.1 (f) GDPR): to carry out a PES.
Legitimate interest (Article 6.1 (f) GDPR)/consent (Article 6.1 (a) GDPR): to send communications on and invitations to recruitment activities.
Legitimate interest (Article 6.1 (f) GDPR)/consent (Article 6.1 (a) GDPR): to ensure proper record keeping and internal management.
Legitimate interest (Article 6.1 (f) GDPR): to handle any complaints you may have and to resolve disputes.
4. Pre-employment screening (PES)
At Mathrix, we place great importance on the integrity and suitability of our future staff. An integral part of our selection process is the Pre-employment screening (“PES”). Conducting a PES serves our legitimate interest and is necessary to obtain a more complete picture of applicants, so that we can be assured that our current and future employees are honest and reliable.
The purpose of this screening is to verify relevant information on potential employees and to meet the highest ethical and behavioural standards. The screening's nature and contents vary according to the specific position you have applied for. You will be informed accordingly beforehand. The PES can comprise elements such as:
Verification of your employment history, education and other information necessary to assess your qualifications and suitability for the position;
Performance of an assessment or a personality questionnaire to measure competence, skills and personality traits;
Request for a Certificate of Conduct, an integrity statement or any other documents demonstrating reliability;
Consultation of public sources, such as the insolvency register, the guardianship and administration register, the Central Judicial Collection Agency, or any other professional organizations, or the internet.
While participation in the PES is voluntary, it is a condition for entering into an employment agreement with us. If you choose not to provide certain information or not to participate in the screening, you might not be allowed to continue with the selection process, or we might not be able to make you an offer.
5. Recipients of personal data
In the context of the purposes as described above, we may engage third party experts, such as service providers we contract (e.g. Recruitee, Validata, or other IT service providers) to facilitate and execute the PES or support our IT infrastructure. We may also share your personal data with relevant authorities, courts, and external advisors. Applicants can be requested to provide the data required directly to these parties.
Where necessary, we have concluded a data processing agreement with these parties to ensure that your personal data are protected and properly, securely processed. These parties may only use the personal data for the purposes for which we provided these data to them and must remove the data or return them to us after as agreed upon in the data processing agreements. We ensure that, if applicable, appropriate measures are taken when we disclose your personal data to third parties.
6. Personal data retention periods
We will retain your personal data no longer than necessary for the purposes for which they were collected and processed, in accordance with the applicable legislation. Please note that the retention periods may vary according to the type of position you have applied for and the outcome of the application procedure. We refer to our specific retention periods below.
For every application with Mathrix, your name, the date of the interview and the position you have applied for will be recorded for administrative purposes.
Mathrix applies the following specific retention periods:
For the roles that are published on the recruitment website: personal data, including assessment data, are removed no later than four weeks from the end of the application procedure, unless you enter our service after the procedure or have given us your consent to retain them for longer, for example for future vacancies. In that case, the data will be retained for up to one year after obtaining your consent. You may withdraw your consent at any time after which we will erase your personal data as soon as possible.
Mathrix recruitment events: personal data will be retained for one year, provided that you have given your consent. When submitting your job application via the website, you consent to this retention period by ticking the appropriate box. Should you want to withdraw your consent, please let us know by contacting us using the details provided below under 10. Without consent, all personal data will be removed from files and systems.
Third party recruitment events: personal data will be retained for three years, provided that you have given your consent via the third party. Should you want to withdraw your consent, please let us know by contacting us using the details provided below under 10. Without consent, all data will be removed from files and systems.
Employed by Mathrix: if you enter our service, your personal data will be retained in the personnel file until two years after the end of your employment, or longer, for example in case we have a legal obligation to (following applicable legislation) retain your personal data or have a legitimate interest in doing so, for instance defending our interests in the context of judicial proceedings.
Applicants have the right to submit a request for erasure at all times. You can send your request to recruitment@mathrix.com. We are not required to comply in all cases, for example if we have a legal obligation to retain your data for longer.
7. Security of personal data
We have taken appropriate security measures at a technical, physical and organizational level to ensure the confidentiality, integrity and availability of personal data and to protect personal data against unauthorized or unlawful processing, loss, damage or destruction, in accordance with the applicable legislation.
Access to applicants' personal data is limited to our employees who are directly involved in the application procedure. HR staff and other people who are directly involved only have access on a strictly need-to-know basis for the purposes defined above. They will observe confidentiality with regard to your personal data.
8. Your rights
Regarding the processing of your personal data, we note that under certain circumstances you have the following rights:
The right of access;
The right to rectification;
The right to erasure;
The right to restriction of processing;
Right to object; and
Right to data portability.
You may exercise these rights by contacting us using the details provided below under 10. We will respond to your request within one (1) month of receipt. While we strive to provide a complete response within this timeframe, we reserve the right to extend the response period to a maximum of three (3) months from the date we receive your request. If an extension is necessary, we will notify you within one (1) month and provide an updated timeframe, ensuring that the total response period does not exceed three (3) months.
You also have the right to lodge a complaint with a supervisory authority, in accordance with Article 77 of the GDPR. This includes the authority in the EU member state where you reside, work, or where the alleged infringement of the GDPR occurred.
9. Personal data transfers
Please note that we can share your personal data with persons within our organization who are involved in the application procedure. Mathrix can also provide your personal data to third parties (e.g. Recruitee, Validata), in case we have your consent to do so, are obliged by law to do so or have any other legitimate reason for doing so (e.g. performing the PES). If necessary, we will make appropriate arrangements with third parties regarding the processing of personal data and privacy.
In some cases, your personal data can be transferred to Mathrix offices or third parties outside the European Economic Area (EEA), for example if you have applied for a position with one of our offices outside the EEA or in case your personal data is saved on the server of an engaged third party located outside the EEA. For example, we share business related information with our other Mathrix offices located in Switzerland or Singapore, which may involve your personal data. In that case, Mathrix will ensure an appropriate level of protection of your personal data. You may request a copy of the safeguards that apply to the transfers of your personal data by contacting us using the details provided below under 10.
10. Contact and complaints
If you have any questions, requests or complaints regarding the processing of your personal data by us, please send an email to recruitment@mathrix.com. We will handle your query as soon as possible and inform you of the outcome.
11. Amendments to the privacy statement
We reserve the right to unilaterally amend this job applicants privacy statement in order to ensure continued compliance with applicable legislation or amended laws and regulations or in response to any change in the way we process personal data. This privacy statement was most recently updated in April 2025. The most recent version is available on our website at all times.