Recruitment Privacy Policy

This policy applies to recruitment applicants for Moonfrog Labs Private Limited and Stillfront Group entities. As an applicant, you must submit personal information for your application to be processed. This document explains how we collect, use, and protect that data.

Data Controller

Moonfrog Labs Private Limited
No. 16/3, Level – 3, Adarsh Yellavarthy Centre
Jogupalya, Ulsoor, Bangalore – 560008, India
Email: moonfroglegal@moonfroglabs.com

Data Protection Officer

Peter Birgersson
Email: dpo@stillfront.com

This policy is governed by GDPR (EU Regulation 2016/679).

Data Collection Sources

Personal data is collected from:

• Direct submission via our careers page applications
• Interviews, tests, and assessments
• Social networks including LinkedIn and Instahyre
• Reference persons named by candidates
• Other Stillfront entities (with your consent)

How We Use Your Data

Purpose	Data Categories	Legal Basis	Retention
Recruitment Process	Name, contact, photo, DOB, CV, experience, education, LinkedIn info	Contract + Legitimate Interest	12 months post-recruitment; 36 months if shortlisted
Future Recruitment / Talent Pool	As above, plus location data and personal letter	Consent	12 months per consent period; 36 months if shortlisted
Reference Checks	Reference person: name, contact, position, feedback	Legitimate Interest	12 months post-recruitment; 36 months if shortlisted
Background Checks	Name, educational/professional background, public social media	Legitimate Interest	12 months post-recruitment; 36 months if shortlisted
Personality & Ability Tests	Name, personal number, test data	Consent	12 months post-recruitment; 36 months if shortlisted
Evaluate Recruitment Process	Aggregated applicant data	Legitimate Interest	Aggregated data retained indefinitely (no PII)
Legal Claims	All necessary data	Legitimate Interest	Duration of legal proceedings
Legal Obligations	All necessary data	Legal Obligation	Duration required by law

Data Recipients

Recipient	Purpose	Legal Basis
Recruitment agencies	Administration and handling	Contract necessity; legitimate interest
IT service providers	Process administration	Legitimate interest
Courts and outside counsel	Legal dispute resolution	Legitimate interest
External auditors	Accounting obligations	Legal obligation
Authorities	Regulatory compliance	Legal obligation
Stillfront Group companies	Recruitment administration and future recruitment	Legitimate interest; consent
Trade unions	Employment consultation	Legal obligation

International Data Transfers

For transfers outside the EU/EEA, we implement the EU Commission's Standard Contractual Clauses or alternative safeguards. You may request documentation of these protective measures.

Your Rights as an Applicant

• Access – Request confirmation of processing and receive copies of your personal data
• Rectification – Correct inaccurate or incomplete information
• Object – Challenge processing based on legitimate interest
• Erasure – Request deletion when data is no longer necessary
• Restriction – Limit processing to storage only instead of deletion
• Withdraw Consent – Revoke consent-based processing at any time
• Data Portability – Receive machine-readable copies or transfer to another controller
• Complaint – File grievances with your national data protection supervisory authority

Referral Programme

If you refer a friend for a vacant position at Stillfront, it is your responsibility to ensure that the person you refer has given consent to be referred and for their data to be submitted.

Security

We implement appropriate technical, physical, and organisational measures to protect your personal data against unauthorised or accidental destruction, alteration, disclosure, or access.

Policy Updates

We reserve the right to update this policy for legislative compliance, regulatory changes, or procedural improvements. Changes will be published on our careers pages.