Candidate Privacy Notice
Effective date and notice version: 2026-09-01
This notice explains how personal data submitted through the Nexum Careers form is processed. It supplements the general website Privacy Policy and should be read before an application is sent.
1. Data controller and contact details
The data controller is Nexum S.r.l., VAT number 14881891007, with registered office at Viale Città d'Europa 681, 00144 Rome, Italy. Privacy requests may be sent to info@nexum-ai.com or nexum@legalmail.it, or through the Contact page.
2. Data covered by this notice
We process the identity and contact data entered in the form, the selected role, cover letter, CV and professional information, the administrative declarations requested for work eligibility and professional tax status, and the application identifier, language, submission time and privacy-notice version.
For security and abuse prevention, the website may also process technical request data, rate-limit events and reCAPTCHA verification data.
3. Work-eligibility and professional-status declarations
The form asks only whether the applicant falls within the Italian, EU/EEA/Swiss or other administrative category needed to determine whether a residence authorisation declaration is relevant. Applicants outside the EU/EEA/Swiss area state only whether they hold a valid residence status or permit allowing them to work in Italy.
The form also asks whether a VAT number or equivalent professional tax registration is available. At this stage Nexum does not request the country of nationality, permit number, permit copy, expiry date, VAT number or other tax identifier.
4. Purposes and legal bases
Application data is used to receive, assess and manage the application and to take pre-contractual steps requested by the applicant under Article 6(1)(b) GDPR; to comply with legal obligations under Article 6(1)(c); and to protect systems, prevent abuse and establish or defend legal claims under Article 6(1)(f).
The required acknowledgement records that this notice was made available; it is not consent to marketing or to unrelated future-vacancy retention. Any separate purpose based on consent will be presented as an optional, specific and revocable choice.
5. Required and optional information
Fields marked as required, including the relevant eligibility declarations and acknowledgement of this notice, are necessary to receive and assess the application. Without them the form cannot be submitted. A telephone number is optional.
Please do not include irrelevant special-category data, identification documents, residence-permit copies, tax identifiers or unnecessary location metadata in the CV or cover letter.
6. Recipients and access
Access is limited to authorised recruitment personnel and managers who need the information for the relevant selection process. Hosting, email, security and anti-abuse providers may process data on Nexum's behalf, and advisers or public authorities may receive it where required by law or necessary to protect rights.
The public website does not expose recruitment recipient addresses and does not allow the applicant to choose or alter the internal recipients.
7. Service providers and international transfers
The application workflow uses cloud hosting, email delivery and Google reCAPTCHA services. Where a provider processes data outside the European Economic Area, the transfer must rely on an applicable GDPR mechanism and appropriate safeguards for the provider and destination concerned. Further information about applicable safeguards may be requested using the controller contact details above.
8. Retention criteria
Application data is retained for the time needed to manage the current selection process and afterwards only for the period necessary to meet applicable obligations, handle disputes and establish or defend rights. Security records are retained according to the time needed to investigate and prevent abuse.
If an applicant is hired, the necessary data moves to the employment record governed by the relevant employee notice. Retention for unrelated future vacancies requires a separate purpose and, where applicable, an optional consent; it is not authorised by the mandatory acknowledgement in the form.
9. Your rights and complaints
Subject to the conditions in the GDPR, you may request access, correction, deletion, restriction or portability, object to processing based on legitimate interests, and withdraw any optional consent without affecting earlier lawful processing.
Requests may be sent to the controller using the contacts above. You also have the right to lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali) or the competent supervisory authority.
10. Automated decisions, security and changes
The website form validates the submitted fields and forwards the application; it does not itself make a hiring decision. If a later recruitment stage involves additional automated processing that requires specific information, the applicant will be informed as required by law.
Nexum applies proportionate technical and organisational safeguards. Material changes to this notice will be published with a new version and effective date; the application evidence records the version presented at submission.
For questions about this notice or the processing of a job application, contact Nexum using the controller details above.