Complete Privacy Policy
Recruityard | Policy for website, candidates, clients and professional contacts
Last updated: August 2026
1. Who we are and who is responsible for processing
Recruityard is the trading name of Rafaela Rafael & Lima, Lda. For the purposes of the General Data Protection Regulation (GDPR), the company acts, as a rule, as the controller for the personal data covered by this Privacy Policy.
Company name: Rafaela Rafael & Lima, Lda.
Trading name: Recruityard
NIPC/VAT: PT518040593
Registered address: Rua Virginia de Passos, Bl2, 1 E, 8150-114 São Brás de Alportel, Faro, Portugal
Website: www.recruityard.com
Privacy and data protection contact: privacy@recruityard.com
Recruityard has not currently appointed a formal Data Protection Officer (DPO). The address above serves as the contact point for privacy matters and the exercise of rights.
2. Who this policy applies to
This Privacy Policy applies, depending on context, to:
• candidates and prospective candidates;
• people who apply to opportunities advertised or managed by Recruityard;
• people identified by our team through sourcing or professional research;
• people included in our candidate database or talent pool;
• website users;
• representatives of clients, prospective clients and partners;
• suppliers and other professional contacts.
3. What personal data we may process
Depending on how you interact with us and the opportunity concerned, we may process the following categories of personal data:
• identification and contact details, including name, email, phone, location and country of residence;
• curriculum vitae (CV), professional experience, current and previous roles and professional history;
• academic background, qualifications, certifications and technical or professional skills;
• languages and respective proficiency levels;
• availability, notice period, location preferences and preferred working arrangements;
• salary expectations or salary information relevant to an application;
• information provided during interviews, screening calls and other communications;
• recruitment notes and professional observations related to suitability for a role;
• application history and communications with Recruityard;
• information available on professional platforms, such as LinkedIn, when used for legitimate recruitment purposes;
• other information the candidate voluntarily provides that is relevant to a recruitment process.
4. Tax number, social security number, residence card, identification and right to work
In certain processes, a prospective employer may require proof of eligibility to work or administrative documentation necessary to progress the application. In such cases, we may process, when necessary:
• Tax Identification Number (NIF);
• Social Security Identification Number (NISS);
• Unique Registration Certificate (CRUE);
• residence permit or title;
• work permit;
• identification document or passport details;
• other documents strictly necessary for the specific process.
These elements are not, as a rule, requested from all candidates or solely to join the talent pool. Recruityard seeks to collect them only when there is a specific need linked to the role, a legal obligation, or a legitimate requirement of the prospective employer.
When necessary for the process, the relevant data or documents may be forwarded to the prospective employer. Retention of these documents is handled separately from the general retention of the CV and should not be extended merely because the candidate remains in the talent pool.
5. How we obtain personal data
We may receive data directly from the data subject or through professional sources and legitimate recruitment channels, namely:
• Recruityard.com and application forms;
• email and applications submitted in person;
• LinkedIn;
• Indeed;
• Net-Empregos;
• other job boards and recruitment platforms;
• WhatsApp and telephone;
• Microsoft Teams, Zoom and Google Meet;
• referrals and recommendations;
• publicly accessible professional profiles;
• direct research and sourcing carried out by the Recruityard team.
When data is not obtained directly from the data subject, Recruityard seeks to comply with applicable information duties and to use the data only for recruitment purposes compatible with the context in which it was obtained.
6. What we use the data for
Recruityard may process personal data for the following purposes:
• receiving, recording and managing applications;
• communicating with candidates and responding to information requests;
• assessing experience, qualifications, skills and professional suitability;
• conducting screening calls and interviews;
• searching and filtering the candidate database by relevant professional criteria;
• identifying potentially suitable opportunities;
• preparing shortlists and presenting applications to prospective employers;
• organising interviews and following up on recruitment processes;
• verifying information relevant to the process, when necessary and appropriate;
• maintaining a talent pool for future opportunities;
• managing relationships with clients and professional contacts;
• improving recruitment processes and service quality;
• complying with legal and regulatory obligations;
• protecting the legitimate rights and interests of Recruityard, candidates and clients.
Recruityard does not charge candidates for the provision of recruitment or placement services.
7. Search, filtering and candidate assessment
Recruityard uses Zoho Recruit to organise and manage candidate information. The system allows recruiters to search and filter profiles using objective professional criteria, such as languages, experience, qualifications, skills, location, availability or other requirements relevant to a role.
These filters help the recruitment team locate potentially relevant profiles within the database. Recruityard does not currently use Zoho Recruit to:
• automatically assign scores to candidates;
• create automatic rankings;
• automatically determine a candidate's suitability;
• automatically reject candidates;
• make recruitment decisions without human intervention.
Selection, contact and client-presentation decisions involve human analysis by the recruitment team. Recruityard does not currently make decisions that produce legal effects or similarly significant effects on candidates based solely on automated processing.
8. Use of artificial intelligence tools
Recruityard may use artificial intelligence tools for supporting functions, namely administrative tasks, organising information, improving writing, preparing communications or content, and general productivity support.
These tools are not used autonomously to decide whether a candidate should be accepted, rejected, or presented for an opportunity. Recruitment decisions remain subject to human review.
9. Legal bases for processing
The legal basis used depends on the specific purpose and context. Recruityard may rely on processing based on, namely:
Pre-contractual steps
When processing is necessary to respond to a candidate's request related to an application or professional opportunity, and to carry out steps requested prior to a possible contractual relationship.
Legitimate interests
When necessary to operate a recruitment business, identify candidates for relevant opportunities, manage processes, maintain professional relationships, ensure the security and organisation of systems, and improve services, provided that these interests do not override the rights and freedoms of data subjects.
Consent
When consent is the appropriate or legally required basis. Where processing is based on consent, it may be withdrawn at any time, without affecting the lawfulness of processing carried out prior to withdrawal.
Legal obligation
When processing is necessary to comply with a legal or regulatory obligation applicable to Recruityard.
10. Sharing data with clients and prospective employers
An essential part of the recruitment service is presenting suitable candidates to prospective employers. When you apply for a role managed by Recruityard, your data may be used to assess suitability for that role and, where appropriate, to present the application to the client responsible for the opportunity.
Depending on the process, the information shared may include:
• CV and professional experience;
• qualifications and skills;
• languages;
• availability;
• location;
• salary expectations;
• right-to-work information, when necessary;
• professional observations relevant to the role;
• other data necessary for the specific process.
Whenever appropriate, the candidate will be informed of the identity of the prospective employer before or as part of the submission of their profile. Recruityard does not intend to distribute CVs indiscriminately to companies unrelated to a recruitment process.
11. International clients and data transfers
Recruityard works with employers in Portugal and may also support recruitment processes for employers located in other countries within the European Economic Area (EEA). When a candidate takes part in a process associated with an employer located in another EEA country, the necessary data may be shared with that employer for recruitment purposes.
If it becomes necessary in the future to transfer personal data to a recipient located outside the EEA, Recruityard will assess the applicable requirements and adopt, where necessary, an appropriate transfer mechanism and safeguards, such as an adequacy decision, standard contractual clauses, or another legally recognised mechanism.
12. Interviews and communication channels
Recruitment communications may take place by email, telephone, WhatsApp, Microsoft Teams, Zoom, Google Meet, LinkedIn and other suitable professional platforms.
Recruityard does not routinely record recruitment interviews. Should a recording be proposed in the future, the candidate will be informed in advance and the applicable legal and transparency requirements will be assessed before the recording takes place.
13. Talent pool and retention period
Where appropriate, Recruityard may retain candidate profiles to identify future professional opportunities. As an internal rule, an active talent-pool profile may be retained for up to 24 months from the candidate's last relevant interaction with Recruityard, unless a legitimate basis or obligation justifies a different period.
A relevant interaction may include, for example:
• a new application;
• sending an updated CV;
• participation in a recruitment process;
• a reply to a recruiter;
• confirmation that the candidate wishes to continue being considered for opportunities.
At the end of the applicable period, we may request confirmation of continued interest in remaining in the talent pool, delete the profile, or anonymise information where appropriate.
The candidate may request removal of their profile from the active database at any time, without prejudice to the retention of information that Recruityard is legally authorised or required to keep.
14. Different retention periods for identification documents
Tax number (NIF), social security number (NISS), unique registration certificate (CRUE), identification documents, residence permits and other supporting documents associated with a specific role should not, as a rule, be automatically retained for the 24-month period applicable to the candidate's general profile.
Recruityard seeks to delete, return, restrict or stop retaining these elements once they are no longer reasonably necessary for the specific process, unless the law or a duly justified legitimate need requires retention for an additional period.
15. Service providers and processors
To operate its services, Recruityard relies on technology and professional suppliers who may process personal data on its behalf or in the context of their own services. These may include suppliers of:
• recruitment management systems, including Zoho Recruit;
• email and communications;
• video conferencing;
• website hosting and infrastructure;
• job boards and recruitment platforms;
• document storage and management;
• IT security and technical support;
• administrative and professional services.
When a supplier processes personal data on behalf of Recruityard, we seek to ensure appropriate contractual terms, confidentiality measures and safeguards in line with applicable requirements.
16. Data security
Recruityard seeks to implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, improper disclosure, destruction or other unlawful use.
Measures may include, depending on context, access control, individual credentials, strong authentication, permission management, confidentiality practices, system updates, internal procedures, and limiting data access to individuals who need it for their duties.
No electronic system is absolutely secure. In the event of a security incident, Recruityard will assess the risk and adopt legally applicable measures, including, where necessary, notifications to the supervisory authority and/or affected data subjects.
17. Rights of data subjects
Under the terms and limits set out in applicable legislation, the data subject may have the following rights:
• right of access to personal data;
• right to rectification of inaccurate or incomplete data;
• right to erasure, where applicable;
• right to restriction of processing;
• right to object to certain processing;
• right to withdraw consent where processing is based on consent;
• right to data portability, where legally applicable;
• right to obtain information about relevant automated processing, where applicable;
• right to lodge a complaint with a supervisory authority.
To exercise your rights or raise questions related to your personal data, contact privacy@recruityard.com. We may request information reasonably necessary to confirm the identity of the requester before proceeding with certain requests.
18. Complaints and the CNPD
If you have questions or concerns about how we process your data, we recommend contacting Recruityard first through the privacy address indicated in this policy.
The data subject also has the right to lodge a complaint with the Portuguese supervisory authority: Comissão Nacional de Proteção de Dados (CNPD) — www.cnpd.pt.
19. Referrals and data about other people
If we receive your data through a recommendation or referral, we will only process the information that is appropriate and necessary for a legitimate recruitment purpose, and we will provide the applicable privacy information where required.
If you provide Recruityard with information about another person, you should avoid sharing unnecessary, sensitive or private data and ensure that the sharing is reasonably expected or authorised in the relevant professional context.
20. Special categories of data
Candidates should not unnecessarily include information about health, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, sex life, sexual orientation, or other data specially protected under the GDPR in their CV.
If Recruityard receives special categories of data, it will only process them where an appropriate legal condition exists and where processing is relevant and necessary for the purpose concerned. This data will not be used to discriminate against candidates.
21. Marketing, newsletters and job alerts
Recruityard does not currently use candidate data, as a standard practice, for general marketing newsletters. In the future, it may make optional subscriptions available for job alerts, career newsletters, updates, or other promotional communications.
Before implementing such communications, Recruityard will apply the necessary legal basis and consent or opt-out mechanisms. Declining or cancelling marketing communications does not prevent communications related to an active application, a recruitment process, or another legitimate operational need.
22. Website, cookies and tracking technologies
The website may process technical information necessary for its operation and security, including IP address, browser and device data, technical logs and strictly necessary cookies.
If non-essential analytics, advertising, remarketing or tracking tools are introduced in the future, Recruityard should assess in advance the applicable transparency, consent and configuration requirements, and update the Cookie Policy and this Privacy Policy as necessary.
Specific information about cookies should be set out in a separate Cookie Policy, where applicable.
23. Client and professional contact data
In the context of business relationships, we may process professional data of client representatives, prospective clients, partners and suppliers, including name, job title, company, professional email, phone number, communication history, and information necessary to manage proposals, contracts, services and business relationships.
This data may be processed for managing the contractual relationship, legitimate business communication, service provision, invoicing, compliance with legal obligations, and administrative management.
24. Minors
Recruityard's recruitment services are predominantly aimed at people of working age. We do not seek to intentionally collect data from children for purposes incompatible with applicable legislation. Where a legitimate process involves a minor legally able to work, the legal requirements applicable to that context will be observed.
25. Updating and accuracy of data
Candidates are encouraged to keep their professional data up to date. You may send an updated CV or request correction of your data through the responsible recruiter or via privacy@recruityard.com.
26. Changes to this Privacy Policy
Recruityard may update this Privacy Policy to reflect changes in services, systems, suppliers, recruitment practices, legal requirements, or guidance from competent authorities. The date shown at the beginning of the policy identifies the most recent version.
Material changes may be communicated via the website or another appropriate means when necessary.
27. Contact
For questions about this Privacy Policy, the processing of personal data, or the exercise of rights:
Rafaela Rafael & Lima, Lda., trading as Recruityard
NIPC/VAT: PT518040593
Address: Rua Virginia de Passos, Bl2, 1 E, 8150-114 São Brás de Alportel, Faro, Portugal
Privacy email: privacy@recruityard.com
Website: www.recruityard.com