Polaroid Legal

1. Introduction

In this Job Applicant Privacy Policy, we describe how Polaroid International B.V. (Danzigerkade 16C, 1013 AP Amsterdam, The Netherlands) and its affiliated companies (“Polaroid”, “we”, “us”) process personal data relating to job applicants. We describe what personal data we process, why we process it, what we do with it, how we secure it, how long we store it and what rights and obligation you have as an applicant for a position at Polaroid. This Job Applicant Privacy Policy should be read in conjunction with the Privacy Policy.

At Polaroid, we respect your right to privacy and will only process personal data in accordance with the applicable data protection legislation.

2. How do we obtain your personal data?

We collect personal data directly from you when you apply for a position with us or when we contact you with a possible job offer. In addition, we may collect your personal data independently through different career-orientated platforms and websites. We also collect your personal data from third parties, such as recruitment agencies, your references, prior employers, and pre-employment and background check providers, to the extent permitted by applicable law. If we intend to obtain personal data about you through a third party, we will inform you additionally and in accordance with applicable laws and regulations. In addition, personal data may be collected when you visit our office premises for the purpose of application.

3. Why we process information about you

When you apply for a position at Polaroid or are referred to us by someone else, such as a recruitment agency, we process personal data to assess your suitability for certain positions with us. More specifically, we process your personal data to:

A. administrate and manage our recruitment process;

B. assess your skills and qualifications;

C. conduct background checks to the extent as required for your role and the applicable law permits;

D. preparing a job offer and employment contract, if applicable;

E. informing you about other job opportunities at Polaroid that might be of interest to you;

F. be able to answer and handle questions, complaints or other contact; and/or

G. the implementation or application of laws, regulations or court orders e.g. judgments.

4. Personal information about you that we process

During the recruitment process, we may process the following information about you:

contact and basic information: such as name and surname, address, email address and phone number, age, data of birth and gender;

recruitment information: such as education, skills, work experience, resumé or curriculum vitae, references, cover letter, academic transcripts and any professional licenses, memberships or certifications;

interview notes: data we obtain from you during the interview;

pre-employment screening information: information we collect when we conduct pre-employment verification of your identity, address, or references, where permitted by local law, the verification of background checks about you;

assessment information: the recruitment agency’s assessment of you and other results of tests and analyses that you have performed at our request; and/or

other: data that we voluntarily obtain from you or from other sources, or other data whose processing is required by or necessary for application of laws or regulations.

5. Legal bases of the processing of your personal data

The GDPR requires a legal basis for the processing of personal data. For each purpose (see Section 3), we will indicate the legal basis on which we process your personal data.

Our legal basis for processing your personal data is:

you have given your consent to the processing of your personal data (purpose E);

the processing is necessary of a performance of a contract to which you are a party, or in order to take action at your request prior to the conclusion of a contract (purpose D);

the processing is necessary for us to comply with our legal obligations to which Polaroid is subject (purpose G);

the processing is necessary for our legitimate interests or those of a third party, except where such interests are overridden by your interests of fundamental rights and freedoms (purpose A, B, C, and F).

Where our processing is based on your consent, you have the right to refuse consent at any time without prejudice. You also have the right to withdraw your granted consent at any time, after which we will stop the further processing of your personal data. However, withdrawal of your consent does not affect the lawfulness of the processing prior to that moment.

Our legitimate interests include recruiting suitable candidates, managing and improving our recruitment processes, protecting the security and integrity of our systems, and assessing candidate suitability for roles at Polaroid.

6. Use of Artificial Intelligence in Recruitment

To support our recruitment process, Polaroid may use artificial intelligence (AI) and machine learning (ML) technologies, including natural language processing and predictive analytics, to assist with the initial screening and assessment of job applications.

These technologies analyse information contained in your application, such as your skills, qualifications, experience and other information relevant to the position, and generate recommendations or assessments that help identify potentially suitable candidates.

AI/ML-generated assessments are used solely as a support tool and do not make hiring decisions on behalf of Polaroid. All recruitment decisions are made by human recruiters and hiring managers, who review candidate qualifications and evaluate applications as part of the overall recruitment process.

If you prefer that your application is not assessed using these AI/ML features, you may opt out by contacting us at (mailto:privacy@polaroid.com)or by following the instructions provided during the application process. Opting out will not negatively affect your application. In such cases, your application will be reviewed manually.

The processing described in this section is based on our legitimate interest in operating an efficient and effective recruitment process while ensuring that all recruitment decisions remain subject to meaningful human oversight.

Applicants located in certain jurisdictions may be entitled to additional notices and rights relating to the use of AI-assisted recruitment tools. Where required by applicable law, Polaroid will provide such notices separately.

7. Disclosure of your personal data to third parties

Access to your personal data will be limited to those individuals who need the information for the purposes for which the personal data were collected. This includes individuals from HR and other individuals who are involved in the recruitment and selection process.

In addition, we may exchange personal data with third parties, such as:

suppliers: for example, recruitment agencies, assessment providers, background screening providers, and technology providers that support the recruitment process, including applicant tracking systems and recruitment management platforms (such as Ashby), which help us manage applications, communicate with candidates and facilitate candidate assessments;

referees named in the cover letter or resume to verify your competencies; and/or

other third parties, if you have given your consent or if this results from a legal provision.

Third parties are expected and, where appropriate, contracted to protect the confidentiality and security of personal data and to use personal data only to provide services to us and in accordance with applicable laws and regulations.

8. Retention of your personal information

When you apply for a position we will store your personal data after the end of the recruitment process as follows:

If you become an employee, we will save your application information within your employee file and will be retained for a maximum of two years after leaving employment, except for statutory retention periods. You will be informed of this through a separate notice that we provide to you upon acceptance of employment.

If you do not become an employee, we will retain your personal data for up to 4 weeks after the recruitment process has ended. This enables us to respond to any follow-up questions relating to your application. After this period, your personal data will be deleted, unless a longer retention period is required or permitted under applicable law.

If you have agreed to remain in our talent pool for future opportunities, we will retain your personal data for 1 year from the end of the recruitment process. You may withdraw your consent at any time.

9. Your rights

When it comes to your personal data, you have the following rights:

The right of access by asking at any time what personal data we hold about you and obtaining details about how we use it;

The right to rectification by asking us to update and correct any outdated or inaccurate personal datawe hold about you;

The right to erasure of your personal data (under circumstances listed in the applicable law);

The right to restrict the (temporarily) processing of your personal data (under circumstances listed in the applicable law);

The right to object to the processing of your personal data;

The right to data portability (you can ask us to provide you or a third party with your personal data in a readable and accessible form); and

The right to withdraw your consent to the processing of your personal data at any time.

For security purposes we may occasionally request proof of identity before we are able to disclose personal data to you. If you wish to exercise any of the above rights, please contact us on .

Please take into account that your rights are not absolute in all cases, and that we may not be required to comply with your request. If that is the case, we will make sure you will be informed of this.

In addition to your rights as described above, you also have the right at all times to lodge a complaint with the competent Data Protection Authority.

10. Security

We have taken all reasonable steps to safeguard your personal data by using appropriate technical and organizational measures, to protect your personal data against unauthorized or unlawful use, alteration, unauthorized access or disclosure, accidental or wrongful destruction, and loss. In addition, we have taken all reasonable steps to limit access to your personal data to those persons who need to have access to your personal data for any of the purposes listed in Section 3 of this Job Applicant Privacy Policy.

11. International transfer

Some of the personal data you provide during the recruitment process may be shared with other Polaroid group companies and trusted third-party service providers located outside the European Economic Area ("EEA"), where necessary for the purposes described in this Job Applicant Privacy Policy.

To protect your personal data when it is transferred outside the EEA, we implement appropriate safeguards in accordance with applicable data protection laws. Depending on the circumstances, these safeguards may include an adequacy decision issued by the European Commission, the European Commission's Standard Contractual Clauses, or other legally recognised transfer mechanisms. Where required, we also implement supplementary measures to ensure an appropriate level of protection for your personal data.

For more information about the safeguards we use for international transfers of personal data, please contact us at .

12. Updates to this Applicant Privacy Policy

This Job Applicant Privacy Policy was last updated in July 2026. We may update this policy from time to time.

13. Contact us

For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us by e‑mail at .