Privacy Policy

Our goal is to make the best possible match between job listings of hiring companies and candidates. This benefits both parties. Hiring companies benefit by finding candidates that match well with the requirements of their job openings, without having to perform a long search themselves. Candidates benefits from job opportunities that are suggested to them by recruiting companies.

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We respect individual privacy and adhere to applicable data protection regulations, in particular the General Data Protection Regulation (EU 2016/679) of the European Union. In this Privacy Policy, we seek to explain to you in the clearest way possible what data we collect, how we use it and what rights you have in relation to it.

 

​For questions related to data privacy, you can contact our Data Protection Contact Person at support@essentiq.io.​​

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1. WHO WE ARE

Essentiq is the trading name of Essentiq AB ("we", "our", "us"), a company registered in Eskilstuna, Sweden (registration no. 559266-2513).

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We provide talent sourcing tools that help recruiters and companies identify relevant candidates based on publicly available professional data.

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2. HOW WE COLLECT AND PROCESS DATA

We act as a data controller. We collect publicly available professional data from open sources such as LinkedIn, company websites, and other career-related platforms. You do not need to sign up or provide your data to be included.

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We receive publicly available professional data from selected data providers who collect information through lawful means, such as scraping publicly accessible websites or via licensed databases. All partners are vetted to ensure compliance with applicable data protection laws. This includes professional details such as name, job title, and work history. We only work with partners who adhere to relevant data protection regulations.

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We do not access private profiles, messages, or data that is not visible to the public.

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Legal basis for processing:

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We rely primarily on the legitimate interest basis under Article 6.1(f) of the General Data Protection Regulation (GDPR) to process publicly available professional data. Our legitimate interest is to provide talent sourcing tools that help recruiters and companies identify and connect with relevant candidates. We only process data that is publicly available on the open web, such as professional profiles published on company websites or career platforms like LinkedIn. We do not process sensitive personal data (as defined in Article 9 of the GDPR). In some cases, we may also rely on consent under Article 6.1(a) when users explicitly provide personal data to us (e.g. by filling in a form or using our services). We regularly assess our legitimate interest against the rights and freedoms of individuals through a documented Legitimate Interest Assessment (LIA), which is available upon request.​​

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Categories of data we collect:

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• Name

• Email address

• Phone number

• Profile picture

• Work experience

• Education

• Skills, certifications, qualifications

• Public LinkedIn or company profile URLs

We do not collect sensitive personal data (e.g. political views, health data, biometric data).

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Automated processing:

We automate the search and organization of public data. We do not make automated decisions that produce legal or similar effects. Recruitment decisions are always made by human professionals.

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3. HOW WE RESPECT DATA PROTECTION PRINCIPLES

We follow the GDPR’s core principles:

• Data minimization: We collect only what is necessary to provide our services.

• Accuracy: We review stored data at least twice a year and correct or delete anything outdated or incorrect. We cannot guarantee the accuracy of third-party sources.

• Storage limitation: We store personal data only as long as necessary. During reviews, any irrelevant data is removed.

• Integrity and confidentiality: We use appropriate security measures to protect your data. In the event of a breach, we may notify you directly or via our website.

• We do not use Google APIs to develop, train, or improve generalized AI or ML models.

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4. DATA SHARING

We may share personal data with:

• Recruitment partners: to help them match candidates with job opportunities, only when relevant.

• Public authorities: to meet legal obligations.

• Trusted service providers: such as email, hosting, or CRM platforms, but only as needed to deliver our services.

• All third-party access is limited and governed by appropriate data protection agreements.

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5. YOUR RIGHTS AS A DATA SUBJECT

Under GDPR, you have the following rights:

• Right to access – see what data we store about you.

• Right to rectification – correct inaccurate or incomplete data.

• Right to erasure – request deletion of your data (“right to be forgotten”).

• Right to object – ask us to stop processing your data.

• Right to restrict processing – limit how your data is used.

• Right to data portability – ask us to transfer your data to another service.

• Right to be informed – request more details if this policy does not answer your questions.

 

If you want to limit the public visibility of your data, you can adjust your settings on the original source platform (e.g. LinkedIn). We cannot control or guarantee what public sources make available.

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6. HOW TO EXERCISE YOUR RIGHTS

To access or manage your data, email us at support@essentiq.io.

We may request proof of identity. We'll respond within 30 days.

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7. COOKIES

We may use cookies on our website to:

• Improve browsing experience

• Analyze site traffic

• Optimize performance

 

You can manage or disable cookies in your browser settings.

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8. MARKETING EMAILS

If you subscribe to our newsletter, you can unsubscribe at any time by clicking the link in our emails or by contacting us directly.

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9. THIRD-PARTY INTEGRATIONS

LinkedIn Integration

If you choose to connect your LinkedIn account, we request your permission to:

• Read messages in your LinkedIn inbox

• Send messages or connection requests on your behalf

• Access your profile information

 

These actions are only taken when you explicitly initiate them in the app. No human at Essentiq reads the contents of your messages. We may use AI models to analyze message replies (e.g. to detect interest or categorize responses), but this is done solely to help you manage your outreach more efficiently.

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Email Integration

When you connect your email account (e.g. Gmail or Outlook), we may:

• Read messages that are part of your outreach workflows

• Send messages you create or schedule

• Organize or label emails based on your activity

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We do not access your inbox for any other purpose. No human reads your email content. Our use and transfer of Gmail data complies with the Google API Services User Data Policy, including its Limited Use restrictions.

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10. AI AND AUTOMATED ANALYSIS

We use AI to support features like classifying replies or suggesting actions. This analysis is limited to your own messaging and candidate interactions. Your data is not used to train generalized AI models, and is never shared beyond the intended function in the platform.

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11. USER RESPONSIBILITY

As a user of the Essentiq platform, you are fully responsible for the content and behavior of your outreach.

You agree to:

• Use LinkedIn and email integrations responsibly

• Avoid sending spam, misleading, or abusive messages

• Follow the terms of service of any connected platforms (e.g. LinkedIn, Gmail)

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We are not liable for any damage to your LinkedIn account (e.g. restriction or ban), email domain reputation, or third-party complaints resulting from misuse of our platform. Essentiq provides tooling and integrations, but all actions taken using your connected accounts are under your control.

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12. OTHER GOOGLE API / GOOGLE DATA USE

When you connect your Google account (for example Gmail) to Essentiq, we may access and process limited Google user data in order to provide the features you explicitly request. This section explains what data is accessed, how it is used, if it is shared, how it is stored, and how long it is retained.

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a) Google Data Access

If you choose to connect your Google account, Essentiq may access:
   •    Your email address (for account identification).
   •    Email message metadata and content only for the messages that you send, schedule, or track through Essentiq.
   •    Labels and timestamps related to candidate communication.

We do not access unrelated emails, contacts, or files.

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b) Google Data Usage

We use Google user data strictly to:
   •    Send emails that you create or schedule within Essentiq.
   •    Detect and classify candidate replies.
   •    Organize and update your outreach workflows.

We never use Google user data for advertising, profiling, or any purpose beyond delivering these features.

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c) Google Data Sharing

We do not sell or rent Google user data. Data is not shared with third parties except:
   •    With trusted infrastructure/service providers (such as hosting or email delivery services) under data protection agreements.
   •    When required by law or government request.

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d) Storage & Protection
   •    Google user data is stored securely on servers within the EU.
   •    Data is encrypted both in transit and at rest.
   •    No Essentiq employee has access to the content of your Gmail messages.

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e) Retention & Deletion
   •    We retain Google user data only for as long as your account is connected and active.
   •    If you disconnect your Google account, we stop collecting new data immediately.
   •    You may request deletion of all Google user data at any time by contacting support@essentiq.io. We will delete the data within 30 days.

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13. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

For any questions, contact us at support@essentiq.io