Privacy policy

Last updated: [2025-10-14]

1. General

In this Privacy Policy, we describe the personal data we collect, how and why we use it, and what choices and rights you have regarding your personal data.

This privacy policy applies to you when you sign up for and use our services, either as an individual looking to discover interesting job opportunities (a “Candidate”) or as a company/organization seeking to recruit promising Candidates (a “Recruiter”), or if you enter into agreements with us, visit our website, contact us, apply for a job vacancy, subscribe to our newsletter, or engage in other interactions with us (e.g. when responding to surveys or contacting us).

When referring to “we” or “us”, we mean Intalma AB, reg. no. 559004-4680, which provides the Impactpool platform and is responsible for the use of personal data described herein.

Please read this policy carefully to understand how your data is collected, used, protected, and stored when you interact with us.

If you have any questions about this privacy policy, you can always reach out to us at [service@impactpool.org].

2. What is personal data?

Personal data means any data that can be used to identify you personally, such as your name, address, contact information, device data (as your device may disclose your approximate location or be otherwise connected to you), and more. For the sake of simplicity, we also refer to personal data as “data” in this privacy policy.

3. What is our processing role?

Please note that this privacy policy only applies to our processing of your data when we act as data controller. However, it does not apply to our processing of your data as a Candidate, when such data is located in Recruiters’ pools and Applicant Tracking System (ATS) on the Impactpool platform, or any data which has been collected and stored by Recruiters in connection with your interactions with job listings or recruitment-related services provided by the Recruiters. In relation to such processing, the Recruiters are the data controllers of your personal data, meaning they determine the purposes and means of processing your data and are responsible for providing you with information about their processing of your data and addressing your rights as a data subject.

In these circumstances, we function in the capacity of a data processor and merely process your data on behalf of the Recruiter. This means we handle your data according to their instructions and do not make decisions about how your data is used.

If you have any questions about the processing of your personal data in relation to this, please contact the Recruiter with which you have been in contact. You may typically find their contact information in the job listing or recruitment communication.

4. For what purposes will we use your data?

We use your data for the following purposes.

• Administering the registration process and your user account. We process personal data to manage the registration process for anyone who wishes to become a user of the Impactpool platform. We collect your contact information to create and verify your user account. Additionally, data is processed in order to ensure and provide you with secure and continuous access to your user account. This processing is necessary for the performance of the service and for fulfilling our agreement with you.
• Providing the platform. We process various data in order to offer a platform where users can access suitable job opportunities, articles, webinars, events and guides, as well as manage job applications and recruitment processes. This includes creating exposure for registered Candidates on the Impactpool platform and creating opportunities to be searched for and connected with Recruiters. This processing is necessary for the performance of the service and for fulfilling our agreement with you.
• Entering into and managing agreements. If you are a company representative, we may process your contact details provided in agreements or other related documentation. This processing is necessary for the performance of the applicable contract we have with you.
• Managing your subscription. We process personal data to help you with questions related to your subscription. If you have any other inquiries regarding your subscription, you are most welcome to send an email to [sales@impactpool.org].
• Receiving payment. We use personal data to receive and report our payments. This processing is necessary for the performance of the agreement we have with you and to fulfil legal requirements regarding accounting, among others.
• Invoicing, administration, and bookkeeping. If you or the company you represent have entered into any agreement with us, we may process your contact details for invoicing and administration purposes. The processing is necessary for the performance of the applicable contract and for compliance with legal obligations we are subject to, such as retaining certain accounting information in accordance with the Swedish Accounting Act.
• Enabling smooth surfing on our website. When you visit our website, we process technical data to provide a secure and functioning website. This processing is based on our legitimate interests to provide a functioning website.
• Providing customer support. We use personal data to respond to customer enquiries, provide customer care and support services. Such support includes but is not limited to technical support. This processing is necessary for the performance of the service and for fulfilling our agreement with you.
• Sending newsletters. If you are a customer of ours, we will send you updates about news we think might interest you, such as the release of new features or new maps. You may at any time choose to unsubscribe through the settings of your user account, or by using the “unsubscribe” instructions provided in each newsletter.
• Service improvements. We collect and analyse different aggregate usage data (such as how many users visit different parts of our website) to develop and improve our services, including maintaining and improving the performance of our services as well as developing and adding new features or capabilities.
• Protecting our business. We may process your personal data to fulfil legal requirements, safeguard our legal rights and prevent fraud and other illegal or harmful activities that could affect us, our services, or our customers. This processing is based on our legitimate interest to operate and protect our business.
• Business operations. We use personal data to aggregate business information that enables us to operate, make informed decisions, and report on the performance of our business. This processing is necessary to serve our legitimate interest in operating our business.
• Marketing. If you consent to marketing cookies and similar technologies on our website or in our application, we may collect profile information from Google and information about which other websites and apps you visit to create user audiences for marketing purposes, to display targeted advertisement and to measure how users interact with our advertisement. This may include profiling and the use of machine learning and other techniques over your data and in some cases using third parties to do this. Targeted advertisement based on profiling is shown only if you have consented to cross-device tracking on your iOS or Android device.
• Recruiting. If you apply for a vacant position at Intalma AB, we will process your job application and related information.

5. What data do we collect?

What data we collect about you depends on why you’re in contact with us and what data you choose to share with us. For the purposes above, we may collect and use the following types of data about you.

• Log-in information, such as email and password to create and verify your user account.
• Contact details, such as name, e-mail and phone number.
• Photos, such as profile pictures which you upload to your user account or pictures in uploaded documents.
• Collection of third-party and advertising data, such as profile information from Google and browser data about what other sites and apps you visit. Additionally, we may gather advertising identifiers generated by your mobile or desktop device, which help us deliver online advertising and understand how you interact with our ads.
• Information provided when communicating with us by email, web forms, or by mail or other offline means.
• Generic information about you, such as age, city of residence, and gender identity.
• Device data that identifies you, such as IP-address, login information, and approximate geolocation based on your IP-address.
• Redacted payment information received from a third-party payment service provider.
• Other data on how you use our website, such as aggregated and anonymized data about how you move on our website and what products and sites you click.
• Survey-specific information, such as language skills, occupation, ownership of certain products, approximate wage etc. The information collected depends on what survey you are applying for.
• Social security number or other personal identification number, when necessary for a secure identification.
• Automatically collected general technical data about your device, such as your device’s IP or MAC number.
• Curriculum Vitae (CV) and cover letters submitted through our platform, containing data provided by you in these documents.
• Professional qualifications and certifications relevant to job applications.
• References and recommendations provided by you or third parties.
• Preferences for job types, locations, and industries.
• Job applications, which may include contact details, date of birth, gender, nationality, present address, permanent address, photo, and other information included in your resume or cover letter, as well as information included in notes and evaluations executed by us in connection with application reviews and job interviews.

6. Legal grounds for processing

Fulfilment of contract

Some of the data processing described above is necessary for us to provide the services that you have requested and to fulfil what we have agreed in the Terms of Service (Sw. “Allmänna villkor”) or in another contract entered into between you and us. This includes, under the Terms of Service, processing that is necessary for providing our services, for giving access to the platform and website, communication. If we do not have access to this data, we will not be able to provide all parts of the services to you.

Legitimate interest

Some of the data processing is based on our legitimate interest to use the data. For an interest to be considered legitimate, our use of the data may not override your fundamental rights or interests. When we use data based on legitimate interest, we believe we have a reasonable cause for using the data and have assessed that the use will not violate your rights or interests. For example, we find that we have a legitimate interest in using certain data for managing our business operations, enabling smooth surfing on our website and improving our services.

If you are an existing customer or have otherwise been in contact with us, we may also send newsletters to you based on our legitimate interest in marketing our services. You may, however, unsubscribe to such newsletters whenever by following the ‘unsubscribe’ link in the newsletter.

Consent

Some data is only processed if you consent to us using the data for the proposed purpose. For example, we will not advertise our services to you on other websites and social media, unless you have accepted such use of your data. We will ask for your cookie preferences in our cookie banner when visit our website. You can read more about cookies and how to consent or decline them under “What are cookies and how are they used?”.

Legal requirements

In addition to what is stated above, we may also need to collect and store data in order to comply with certain legal obligations we are subject to, such as retaining accounting information in accordance with the Swedish Accounting Act.

7. Who can access your data?

Recruiters

Aside from Recruiters’ processing of your data as a Candidate in the situations described in Section 3, Recruiters using the Impactpool platform may also access data visible in Candidate profiles when browsing, searching for and connecting with Candidates. In this context, Recruiters have an independent responsibility for the data that they collect. The Recruiter is considered as the data controller in regard to the Candidate profile data on the Impactpool platform, and it is responsible for your data being processed in accordance with the GDPR as well as other applicable laws. For the avoidance of doubt, this only applies to profile data which you have chosen to make visible for Recruiters, with which you have not yet interacted with, on the Impactpool platform.

Payment service providers

In order to provide secure payments, we use well-renowned third-party payment service providers Stripe and PayPal in our check-out. To provide you with payment options, they need to access your payment information. Please keep in mind that these payment service providers have an independent responsibility for the data that they collect as part of providing the requested payment services. The service providers are considered as the data controller for the transaction and payment data, and they are responsible for your data being processed in accordance with the GDPR as well as other applicable laws. By using the check-out, you agree with the terms of use of the payment provider and acknowledge that their privacy policy applies to the purchase. The terms and conditions of the service provider will be shown in the checkout prior to completing your payment.

Other suppliers that help us provide our services

For the purposes we have describe above (see “For what purpose will we use your data?”) it is sometimes necessary for us to share your data with third parties. We use certain partners and suppliers to help us provide, improve, promote, and protect our services. For example, we use suppliers to manage marketing, data storage, and web hosting on our behalf. These suppliers may only use your data in accordance with our instructions and we only share such data that is required to perform the service in question. We do not sell any personal data to partners or any other third parties.

Authorities

We may share data to authorities or other third parties when required by law or regulations, or when it is necessary to ensure the safety and security of our services, or to protect or defend the legitimate rights and interests of Intalma AB, or those of our users, employees, directors or shareholders.

Other third parties

If we were to be merged or sold (in whole or in part), your data will be shared with or transferred to the merged or buying entity. In such a case, your data will continue to be processed in accordance with this privacy notice.

8. What are cookies and how are they used?

What are cookies?

In addition to the data that you provide directly to us when using our services, some data is obtained automatically from your device using “cookies” or similar tracking technologies when you visit our website. Cookies are small text files that are used to store or access information stored on your computer or mobile device.

Cookies can remember a user's activity on, for example, a website in different ways and can store information both during the website visit and between visits. The information contained in cookies can also be used to track your surfing on other websites that use the same cookie.

How we use cookies

We use cookies to:

• ensure the basic functionality of the website, such as maintaining security and enabling you to log in and fill in forms and questionnaires.
• give you access to enhanced website functionality, such as automatic country recognition and language settings.
• analyze the use of our website and help us make it better by collecting statistics on which pages are popular and which sections visitors click on the website and how long they stay on the page (if you consent to the use of such cookies).
• promote and market our services by displaying advertisement on other websites and in social media based on what sections you have clicked on our website and on other websites that use the same cookie (if you consent to the use of such cookies).

The cookies that are placed on your device include so-called third-party cookies, which means that certain third parties have access to the information collected through the cookies. Each cookie has a unique expiration date, which can be viewed in the cookie banner by selecting “settings”.

How to accept or decline cookies

Some cookies, including those used to provide basic functionality and maintain security, are necessary for the website to function as intended, and these will be installed automatically on your device based on our legitimate interest to provide you with a functioning and safe website. Other cookies, such as those used for marketing and analytical purposes, will only be installed if you allow us to use such cookies when first visiting our website (as part of selecting your cookie preferences).

When you visit our website, you will be requested to set your cookie preferences. You can choose to allow all cookies, including marketing and analytics cookies, to only allow certain types of cookies, or to reject all cookies that are not necessary for surfing on the website. If you have accepted certain cookies and change your mind, you can disable cookies or adjust your preferences at any time by clicking ‘Cookies’ at the bottom of the website.

9. Third-Party Advertising and Cookies

This website displays advertisements from third-party partners, including Google, to help support our services. These partners use cookies to serve ads based on a user's prior visits to this website or other websites on the internet.

Google's use of advertising cookies enables it and its partners to serve ads to our users based on their visit to our sites and/or other sites on the Internet. This is also known as personalized or interest-based advertising.

You may opt out of personalized advertising by visiting Google's Ad Settings. Alternatively, you can opt out of a third-party vendor's use of cookies for personalized advertising by visiting www.aboutads.info/choices.

10. How do we protect your data?

We take several steps to keep your data secure and protect it against unauthorized or unlawful processing and against accidental loss, destruction or damage. For example we take both technical and organizational measures to protect your data through access control, authorization control, entry control, and encryption procedures. We also ensure that our third-party suppliers provide adequate security measures.

11. Where is your data stored?

The data that we collect about you is mainly processed and stored within the European Union but may be transferred to other countries where our partners or suppliers are located or maintain facilities. Before transferring data outside of the European Union, we will ensure adequate mechanisms to protect your data, for example by using the Standard Contractual Clauses as approved by the European Commission, or ensuring that third-parties adhere to standards and certifications such as the E.U.-U.S. Data Privacy Framework.

12. For how long do we store your data?

How long we keep your data will vary depending on the purpose for which we collected the data. As a general rule, your data is used as long as it’s necessary for the purpose we collected the data for. The purposes for the data collection are listed under “For what purposes will we use your data?”. To ensure uninterrupted access and to allow you to continue benefiting from our services, we will retain the data associated with your user account until you choose to delete your account or request that we delete your personal data.

We recognize that you may use our services without regularly logging into your user account. Therefore, we do not automatically delete inactive accounts after a specific period of inactivity.

However, to ensure that our records are up to date, if we detect that your account has been inactive for a period of approximately five (5) years and there has been no interaction with our services during that time, we may reach out to you to confirm whether you wish to keep your account active. If you do not respond or access your account within ninety (90) days after receiving such notification, we may proceed to delete your account and related personal data, unless we are legally required or have a legitimate interest to retain the information for a longer period.

In some cases, we need to store your data longer to comply with applicable laws (including those regarding document retention), resolve disputes with any parties and otherwise as necessary to allow us to conduct our business. All data that we store will be subject to this privacy policy.

13. What are your rights regarding your data?

You always have the following rights in relation to your personal data:

• The right to access your data. You always have the right to understand what personal information we process about you and request a copy of your data.
• The right to correct inaccurate information. You always have the right to correct or ask us to correct any inaccurate data about you.
• The right to request erasure or restriction of your data. You have the right to have us erase or restrict the use of your data that is no longer needed for the purposes for which we collected the data. You also have a right to object to any processing you find unlawful or unnecessary for the informed purposes.
• The right to data portability. When technically possible, you have the right to get your data transferred to another service.

You may exercise your rights described above by sending a request to [e-mail]. We will respond to your request within 30 days. Please note that there may be restrictions for us to erase certain data, such as data that we are required to store by law or regulations.

We are always committed to handle any request, complaint, or concern that you may have about our use of your data in a lawful, fair and transparent way. If, however, you believe that your rights have been violated you always have the right to file a complaint with the Swedish Authority for Privacy Protection (https://www.imy.se), or supervisory authority in your country of residence.

14. Changes and updates to this privacy notice

Occasionally we may, in our discretion, make changes to the privacy notice. If we make material changes to the privacy notice, we will notify you as appropriate under the circumstance.

15. Company details

Intalma – International Talent Management AB

Company reg. no. 559004-4680

Ölandsgatan 49A, 116 63, Stockholm, Sweden