Privacy policy

1. Who we are

Meritvia is a recruitment firm that helps companies hire technology, sales and HR talent and helps professionals find remote roles. Meritvia is responsible (the "controller") for the personal information described in this policy. You can reach us at [email protected].

2. Information we collect

Information you give us: when you send a hiring brief we collect your name, work email, company, country, optional phone number and the details of the role you describe. When you join the talent pool we collect your name, email, country, main role, years of experience, profile and CV links and anything else you choose to tell us. When you contact us we collect your name, email and message.

Information collected automatically: like most websites, our hosting provider records technical information such as your IP address, browser type, pages requested and the time of the request, so the site can work securely.

Information from others: if a company asks us to assess or check a candidate, or a candidate gives us a referee's details, we may receive information about you from them. Referees and candidates are always told how their information will be used.

To protect our forms from spam and abuse, we also use a one-way coded (hashed) version of your IP address to limit how many forms can be sent in a short time. It is not stored with your submission and is deleted within a day.

3. How we use your information

• To respond to your hiring brief, application or message.
• To match candidates with roles and introduce suitable candidates to employers.
• To run interviews, technical assessments, reference checks and background checks you have agreed to.
• To manage our relationship and agreements with clients and candidates.
• To keep the site and our services secure and to prevent fraud.
• To meet legal and regulatory obligations.
• We only send marketing emails if you have asked to receive them, and every email lets you unsubscribe.

4. Legal bases for using your information

Where data protection law requires a legal basis, we rely on: taking steps you ask for before entering a contract, or performing a contract with you; our legitimate interest in running a recruitment business, provided your rights do not override it; your consent, for example for background checks or marketing, which you can withdraw at any time; and compliance with legal obligations.

5. Candidates: how your profile is shared

• We never send your details to an employer without discussing the role with you first.
• We share only the information needed for the role you agreed to be considered for.
• We do not sell candidate data or publish your profile.

6. Who we share information with

Employers or candidates, as described above, when you have agreed.

Service providers who help us run the site and our services, such as website hosting, Cloudflare for security and spam protection on our forms, Amazon Web Services for email delivery and Calendly for booking calls. They may only use your information to provide their service to us.

Background check and verification partners, only with the candidate's consent.

Professional advisers, authorities or courts when the law requires it, or to protect our rights.

We do not sell personal information.

7. International transfers

We work with clients and candidates in many countries, so your information may be processed outside the country where you live. When that happens we take steps to protect it, such as contractual safeguards with our service providers.

8. How long we keep information

• Hiring briefs and client correspondence: for as long as we work together and up to 3 years afterwards.
• Talent pool profiles: up to 2 years after our last contact with you, unless you ask us to delete them sooner.
• Contact messages that don't lead to a working relationship: up to 12 months.
• We keep some records longer when the law requires it.

9. How we protect information

We use reasonable technical and organisational measures to protect personal information. The site uses encrypted connections (HTTPS). Form submissions are kept in a secured database that only authorised Meritvia team members can open, each signing in with a one-time email link and a second factor from an authenticator app, and every access and change is logged.

No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

10. Your rights

• Depending on where you live, you may have the right to access your information, correct it, delete it, restrict or object to how we use it, receive a copy in a portable format and withdraw consent at any time.
• To use any of these rights, email [email protected]. We will reply within 30 days. You may also complain to your local data protection authority.

11. Children

Our services are for adults. We do not knowingly collect information from anyone under 18. If you believe a child has sent us their information, contact us and we will delete it.

12. Cookies

We use strictly necessary cookies, such as remembering your cookie choices. Optional analytics or marketing cookies only run if you allow them in the cookie banner. See our cookie policy for details.

13. Do Not Track

There is no common standard for Do Not Track signals yet, so the site does not respond to them. We do not track you across other websites.

14. Changes to this policy

We will update this page when our practices change and show the new date at the top. If a change is significant, we will make it clear on the site.

15. Contact us

For any privacy question or request, email [email protected].