Privacy Notice

1. Who we are

Optima Solutions International Limited (“Optima”, “we”, “our” or “us”) is the controller of personal data described in this notice. We are an Irish business providing talent acquisition, executive search, recruitment partnership, workforce consulting, international recruitment and relocation support.

Privacy contact: info@optimasolutionsintl.com

2. Information we collect

Depending on how you interact with us, we may collect:

• identity and contact information, including name, email address, telephone number and country of residence;
• candidate information, including CVs, employment history, qualifications, skills, professional registrations, work-authorisation information, salary expectations, availability, location preferences and relocation requirements;
• client and business information, including organisation details, job descriptions, recruitment briefs, hiring plans, consultation requirements and correspondence;
• information supplied in connection with international recruitment or relocation support, where relevant to the requested service;
• technical information that may be generated when you use the website, such as browser, device and basic server-log information.

Please do not provide unnecessary special-category personal data, such as medical information, religious beliefs, political opinions or other highly sensitive information, unless we specifically request it and there is a lawful reason to process it.

3. How we obtain information

We may obtain information directly from you, from a client or prospective employer, from professional networking platforms and publicly available professional sources, from referees or verification providers, or from another person authorised to provide it.

4. Why we use personal information

We may use personal information to:

• respond to enquiries and consultation requests;
• assess candidates and match them with suitable opportunities;
• introduce candidates to clients where appropriate and authorised;
• deliver recruitment, executive search, workforce consulting and relocation services;
• verify information, qualifications, registrations or references where necessary;
• manage client relationships, contracts, billing and service delivery;
• comply with legal, regulatory, tax, accounting and record-keeping obligations;
• protect our business, website, users and legal rights.

5. Lawful bases

We rely on one or more lawful bases depending on the activity:

• steps taken at your request or performance of a contract, where processing is necessary to provide requested recruitment, consulting or relocation services;
• legitimate interests, including operating a responsible recruitment and consulting business, identifying suitable talent, maintaining professional relationships, improving services and protecting the business, provided those interests are not overridden by your rights;
• legal obligation, where processing is required by law;
• consent, where we specifically ask for it, including optional retention or future-opportunity communications where applicable.

Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect processing carried out before consent was withdrawn.

6. Candidate profiles and client disclosure

We will not ordinarily send a candidate’s identifiable CV or profile to a prospective employer without an appropriate basis and, where appropriate, discussing the opportunity with the candidate first. We may use limited profile information internally to assess suitability and identify relevant opportunities.

7. Who we may share information with

Where necessary and proportionate, information may be shared with:

• clients and prospective employers;
• service providers supporting website hosting, communications, document storage, forms, security, accounting or business administration;
• professional-registration, verification, background-screening, immigration or relocation providers where relevant and authorised;
• professional advisers, insurers, regulators, courts, law-enforcement bodies or public authorities where required or permitted by law.

We do not sell personal data.

8. International transfers

International recruitment and relocation may require information to be accessed or transferred outside the European Economic Area. Where GDPR transfer restrictions apply, we will use an appropriate transfer mechanism and safeguards, such as an adequacy decision, approved contractual clauses or another lawful derogation where applicable.

9. Retention

We retain information only for as long as reasonably necessary for the purpose for which it was collected, including legal, contractual, tax, accounting and dispute-resolution requirements.

Candidate profiles may generally be retained for up to 24 months after the last meaningful interaction where this is appropriate for recruitment purposes, unless a shorter period is appropriate, deletion is requested and no overriding basis requires retention, or fresh permission is obtained for longer retention. Client and enquiry information is retained according to the service relationship and applicable legal obligations.

10. Security

We use reasonable technical and organisational measures appropriate to the nature of the information and the risks involved. However, no internet transmission or storage system can be guaranteed to be completely secure. Users should avoid sending unnecessary sensitive information through ordinary website forms or email.

11. Your rights

Subject to applicable conditions and exemptions, you may have the right to:

• request access to your personal data;
• request correction of inaccurate or incomplete data;
• request erasure;
• request restriction of processing;
• object to processing based on legitimate interests;
• receive certain data in a portable format;
• withdraw consent where consent is the lawful basis;
• complain to the Data Protection Commission.

To exercise a right, contact info@optimasolutionsintl.com. We may need to verify your identity before acting on a request.

12. Data Protection Commission

You may lodge a complaint with the Irish Data Protection Commission. Information about making a complaint is available on the Commission’s official website.

13. Cookies and third-party services

This version of the website does not intentionally use advertising or analytics cookies. If non-essential cookies, analytics, embedded scheduling or other third-party tracking services are added, we will update the Cookie Policy and obtain consent where required.

14. Changes to this notice

We may update this notice to reflect changes in our services, systems or legal obligations. The current version will be published on this page with an updated effective date.