Join 300+ AI builders in San Francisco on June 11 at Vector Space Day Learn more
Log in Get Started
Get Started

Recruitment Privacy Policy

Effective Date and last update: April 2026

This Recruitment Privacy Policy explains how Qdrant GmbH processes the personal data of individuals who apply for a role with us, are sourced by our team, or otherwise engage with our recruitment process. It applies globally and across all employment types. We encourage you to read it carefully before submitting your application. This policy applies to all individuals applying for a role at Qdrant, regardless of the intended employment type or geography.

1. Who is the data controller and how can you contact the DPO?

Data Controller: Qdrant Solutions GmbH, Chausseestraße 86, 10115 Berlin, E-Mail: privacy@anydesk.com

Data Protection Officer: heyData GmbH, Schützenstraße 5, 10117 Berlin, www.heydata.eu, E-Mail: datenschutz@heydata.eu

2. Information We Collect

In the context of recruiting processes, Qdrant collects personal data from candidates as well as through external consultants who support Qdrant in searching for profiles in line with the relevant job position and, if applicable, in verifying the information provided by candidates.

Personal data may include:

  • Personal Identifiers: Name, email, phone number, and location.
  • Personal Records: like your education history, employment or employment history, Immigration status and work permits, demographic information, information about skills and abilities, accomplishments, training and development information, performance evaluation information, and employment termination information and other information included in your resume or cover letter.
  • Interview Data: Notes from our chats, assessment results, and salary expectations.
  • Protected characteristics such as racial or ethnic origin, minority status, veteran and disability status, and visa status, collected for equal opportunity monitoring purposes through voluntary self-disclosure only, to the extent permitted by applicable law. The processing of such data is carried out on the basis of Article 9(2)(b) GDPR in conjunction with Section 26(3) of the German Federal Data Protection Act (BDSG), or, where required, on the basis of your explicit consent under Article 9(2)(a) GDPR. This data will not be used to make hiring decisions.
  • References and data related to permissible background checks or results of any pre-employment testing (if applicable and permissible by law)
  • Video or photo images or audio recordings (e.g., in connection with virtual interviews and/or CCTV footage (where applicable)

A Note on Public Data: We may use tools to find publicly available information you’ve shared on professional platforms such as LinkedIn or GitHub, etc., to assess whether your profile may be a match for our open roles. Where we contact you on this basis, we will inform you of the processing at the point of first contact in accordance with Article 14 GDPR. Further details on the legal basis for this processing are set out in Section 3 below.

3. How We Use Your Data

We process your data for the following purposes and on the following legal bases:

Assessing and managing your application. Where you have actively applied for a role with us, we process your data to evaluate your application, communicate with you, conduct interviews, verify references, and make hiring decisions. This processing is based on Article 6(1)(b) GDPR (processing necessary for steps taken at your request prior to entering into a contract).

Proactive sourcing. Where we identify and contact you as a potential candidate based on publicly available professional information (such as LinkedIn or GitHub profiles), we rely on our legitimate interest under Article 6(1)(f) GDPR in finding suitable talent for our open roles. We have balanced this interest against your reasonable expectation that professional profiles made publicly available may be used for recruitment purposes.

Talent Community & Newsletters. Candidates who have not found a suitable role may be added to Qdrant’s Talent Community and contacted about future job opportunities or recruitment-related events. You will be informed of this at the time of your application. This processing is based on Qdrant’s legitimate interest pursuant to Article 6(1)(f) GDPR. You may unsubscribe at any time by sending an email to talent@qdrant.com.

Improving our recruitment processes. We may use aggregated or pseudonymised data derived from our recruitment activity to analyse and improve our hiring processes. This is based on our legitimate interest under Article 6(1)(f) GDPR in optimising our talent acquisition operations.

Equal opportunity monitoring. To the extent we collect data revealing racial or ethnic origin, disability status, or veteran status for equal opportunity monitoring purposes, we do so on the basis of Article 9(2)(b) GDPR in conjunction with Section 26(3) of the German Federal Data Protection Act (BDSG), and solely to the extent required or permitted under applicable employment law. Provision of such data is entirely voluntary and has no bearing on any hiring decision.

Extended retention for future opportunities. Where you consent to us retaining your data beyond the standard retention period in order to consider you for future roles, such extended retention is based on your consent pursuant to Article 6(1)(a) GDPR. You may withdraw your consent at any time without affecting the lawfulness of processing carried out prior to withdrawal.

4. Where Your Data Lives & Who Sees It

As a remote company, we use best-in-class tools to manage our team:

  • ATS: We use Ashby to process applications. They act as our Data Processor and only handle your data based on our instructions. For more information on Ashby’s privacy practices, see the Ashby Privacy Policy.
  • External consultants: who support Qdrant in searching for profiles in line with the relevant job position and, if applicable, in verifying the information provided by candidates.
  • Internal Access: group’s staff who provide intercompany services.
  • International Transfers: As Qdrant Solutions GmbH is established in Germany, your personal data is processed within the European Economic Area (EEA). However, our applicant tracking system is operated by Ashby, Inc., a company based in the United States. Transfers of personal data from the EEA to Ashby in the United States are carried out on the basis of the Standard Contractual Clauses adopted by the European Commission pursuant to Implementing Decision (EU) 2021/914 (“EU SCCs”), which we have entered into with Ashby. A copy of the applicable safeguards is available on request by contacting privacy@qdrant.com.
    Where you are based in the United Kingdom, transfers to Ashby are additionally covered by the International Data Transfer Addendum to the EU SCCs issued by the UK Information Commissioner’s Office.
    Ashby’s servers are located in the United States. For further information on Ashby’s data hosting and subprocessor locations, please refer to the Ashby Trust Center.

Note for applicants based in the United States: Depending on the state in which you reside, you may have additional rights regarding your personal information under applicable US state privacy laws, including the California Consumer Privacy Act as amended by the California Privacy Rights Act (CCPA/CPRA) and similar laws in other states.
We do not sell your personal information, nor do we share it for cross-context behavioral advertising purposes. We may disclose your personal information to service providers who assist us with recruitment and hiring, including Ashby, Inc., our applicant tracking system, under contractual agreements that restrict their use of your data to providing services on our behalf. Ashby has contractually confirmed that it will not sell or share your personal information.

5. Use of AI-Assisted Tools

Qdrant uses an AI-powered applicant tracking system to support its recruitment processes. The following sections describe the AI-assisted features currently in use, the purposes for which they are deployed, and the legal basis for the associated processing of your personal data.

  • Where an interview is conducted remotely, Qdrant may use an AI-powered note-taking tool integrated into its applicant tracking system to generate a transcript of the interview. For this purpose, the interview session may be audio-recorded. The transcript is used solely to assist interviewers in documenting their notes and assessments; it does not replace human evaluation.
    You will be informed of the use of this feature in the interview scheduling email and calendar invitation. You may object to the recording at any time, including during the interview itself, by notifying the interviewer, who will promptly remove the tool from the session.
    Audio recordings and transcripts are stored within the applicant tracking system for no longer than two weeks after the interview process and are then permanently deleted. This processing is based on Qdrant’s legitimate interest in conducting efficient and accurate interview documentation pursuant to Article 6(1)(f) GDPR.
  • Qdrant uses AI-assisted evaluation features within its applicant tracking system to support the assessment of candidates. Based on interview transcripts, the system may generate a suggested evaluation score accompanied by reasoning derived from the interview content. This score is intended as a tool to assist interviewers and is always reviewed and validated by a human decision-maker. No hiring decision is made solely on the basis of automated processing.
    This processing is based on Qdrant’s legitimate interest in conducting structured and consistent candidate evaluations pursuant to Article 6(1)(f) GDPR.
  • Qdrant uses an AI-assisted summary feature within its applicant tracking system to help interviewers and hiring managers review a candidate’s process history and consolidated feedback. This feature does not compare candidates against each other or against job descriptions, and does not generate recommendations or scores. It is used solely as an internal tool to support human decision-making.
    This processing is based on Qdrant’s legitimate interest in conducting efficient and consistent recruitment processes pursuant to Article 6(1)(f) GDPR.

6. Data Retention

Qdrant retains your personal data for no longer than two years from the date on which your application was concluded. Shortly before the expiration of the two-year period, Qdrant may contact you to request your consent for an additional two-year retention period, so that we may consider you for any future job opportunities that might match your profile. Any such extended retention is based on your consent pursuant to Article 6(1)(a) GDPR. You may withdraw your consent at any time; withdrawal will not affect the lawfulness of any processing carried out on the basis of your consent prior to its withdrawal.

However, where you have been proactively identified and contacted by Qdrant and nevertheless have not formally applied for the proposed job position, your personal data shall be retained for no longer than twelve months from the date of collection. In all cases, personal data may be stored longer in the event of disputes or requests by the competent authorities.

If you join us, this data becomes part of your employee record.

7. Your Rights

You may exercise at any time the following rights:

  • the right to know whether your personal data are being processed, and, if this is the case, access it (right of access);
  • the right to correct inaccurate or outdated personal data (right to rectification);
  • the right to obtain the erasure of your personal data (right to erasure).
  • the right to restrict the processing of your personal data (right to restriction of processing);
  • the right to receive your personal data in a structured, commonly used and machine-readable format and to transmit it to another controller (right to data portability);
  • the right to object at any time to the processing of your personal data where that processing is based on our legitimate interest (Article 6(1)(f) GDPR). We will cease processing unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms (right to object).
  • the right to withdraw any consent you have given at any time, including consent to extended retention of your personal data. Withdrawal of consent is based on Article 7(3) GDPR and does not affect the lawfulness of any processing carried out on the basis of your consent prior to its withdrawal (right to withdraw consent).

You also have the right to lodge a complaint with a supervisory authority, in particular in the EU Member State of your habitual residence, place of work or place of the alleged infringement (Article 77 GDPR). The supervisory authority competent for Qdrant Solutions GmbH is:

Berliner Beauftragte für Datenschutz und Informationsfreiheit Friedrichstr. 219, 10969 Berlin mailbox@datenschutz-berlin.de

To exercise any of the above rights, please contact us at privacy@qdrant.com. We will respond within one month of receipt of your request in accordance with Article 12 GDPR. This period may be extended by a further two months where necessary, taking into account the complexity and number of requests.