Applicant Privacy Notice

Last updated: January 12, 2026

1. Who We Are

Archibaldi Studio, located at Ukosna 15C, Krakow, 30-693, Poland, operates the website https://archibaldistudio.com and acts as the data controller for personal data submitted by you when applying to provide services as an independent contractor or freelancer (“Data”).

This notice applies specifically to applicants and should be read together with our general Privacy Policy.

2. What Data We Collect

We collect the following categories of Data during the application process:

Contact details: Such as name, email address, phone number, and postal address.
Professional information: Qualifications, work experience, education, skills, and other details included in your CV or application.
Assessment data: Information from interviews, tests, assessments, or references (if provided).
Optional data: Any additional information you choose to provide, such as date of birth or a photo.
Communication records: Correspondence related to your application.

Data is primarily collected directly from you via your application submission. We may also obtain Data from third parties, such as references you provide or publicly available sources (e.g., professional profiles), where relevant and lawful.

Providing Data is voluntary but necessary to evaluate your application; without it, we may not be able to consider you for the role.

We implement appropriate technical and organizational measures to protect your Data against unauthorized access, loss, or alteration, in compliance with GDPR.

3. Purposes of Processing Your Data

We process your Data for the following purposes:

To manage, assess, and evaluate your application for the specific role.
To communicate with you regarding your application status or related matters.
To consider you for other suitable roles on an individual basis, if aligned with your application.
To comply with legal obligations, such as tax, accounting, or regulatory reporting.
To prevent or detect fraud, unlawful activities, or security incidents.
To defend against potential legal claims, including discrimination claims related to the application process.

We do not use automated decision-making, including profiling, that produces legal effects or similarly significantly affects you.

4. Legal Basis for Processing

We process your Data based on the following GDPR legal bases, depending on the purpose:

Performance of a contract or steps prior to entering a contract (Article 6(1)(b) GDPR): For managing and evaluating your application for the role you applied for, as this is necessary to take steps at your request prior to potentially entering into a service agreement.
Legitimate interests (Article 6(1)(f) GDPR): For purposes such as communicating about your application, preventing fraud, defending against claims, or considering you for other roles where our interest in efficient recruitment outweighs your rights (based on a legitimate interest assessment).
Legal obligation (Article 6(1)(c) GDPR): For compliance with tax, accounting, or other regulatory requirements under Polish law.
Consent (Article 6(1)(a) GDPR): For retaining your data for future vacancies or processing optional sensitive data you provide (e.g., if it reveals health or other special categories).

You can withdraw consent at any time by contacting us (see Section 8), without affecting the lawfulness of processing before withdrawal. We will stop processing based on consent but may continue if another basis applies.

5. Recipients of Your Data

We may share your Data with:

Internal team members involved in the application evaluation.
Service providers acting as processors on our behalf, such as hosting providers, applicant tracking systems, email services, or third-party assessors for tests (all bound by data processing agreements compliant with Article 28 GDPR).
Competent authorities if required by law (e.g., tax offices).

We do not sell your Data.

If transfers occur outside the European Economic Area (EEA), we implement appropriate safeguards, such as Standard Contractual Clauses or adequacy decisions, as detailed in our general Privacy Policy.

6. Retention Periods

We retain Data only as long as necessary for the purposes outlined above, in line with GDPR storage limitation principles and Polish law:

Unsuccessful applications: Retained until the end of the recruitment process (typically a few months). If based on legitimate interests to defend against potential claims, up to 3 years from the date you learn of any alleged infringement (or 5 years maximum from the infringement). If you consent to retention for future vacancies, we keep it until consent is withdrawn or it is no longer relevant.
Successful applications: Retained for the duration of the service contract, plus applicable limitation periods under the Polish Civil Code (generally 6 years for civil claims) and tax/accounting obligations (generally 5 years under Polish tax law).

After these periods, we securely delete or anonymize your Data.

If processing is based on consent, you may request deletion earlier.

7. Your Rights

As a data subject, you have the following rights:

Access: To obtain confirmation of processing and a copy of your Data.
Rectification: To correct inaccurate or incomplete data.
Erasure ("right to be forgotten"): To request deletion where no longer necessary or if you withdraw consent.
Restriction: To limit processing in certain cases (e.g., while we verify accuracy).
Objection: To object to processing based on legitimate interests (we will stop unless compelling reasons override).
Portability: To receive your data in a structured, machine-readable format and transfer it to another controller.
Withdraw consent: At any time, as noted above.
Lodge a complaint: With the supervisory authority, in Poland the Personal Data Protection Office (UODO) at ul. Stawki 2, 00-193 Warsaw, or via https://uodo.gov.pl.

To exercise these rights, contact us (see Section 8). We respond without undue delay, usually within one month.

8. Contact Information

For privacy-related inquiries or to exercise your rights, contact us at:
📧 [email protected]
📬 [email protected]