Privacy Statement
Version: 13-02-2026

1. Introduction

This Privacy Statement explains how In2Dialog B.V. processes personal data in connection with its interview analysis services. We are committed to handling personal data carefully, securely and in accordance with the General Data Protection Regulation (GDPR).

2. Roles and Responsibilities

In2Dialog B.V. processes personal data on behalf of its client.

The client qualifies as the data controller within the meaning of Article 4(7) GDPR and determines the purposes and means of the processing. In2Dialog B.V. acts solely as processor in accordance with Article 28 GDPR.

For questions regarding the legal basis of the assessment, selection process or advisory services, you should contact the client directly.

For questions regarding data processing by In2Dialog, you may contact:

In2Dialog B.V.
Hofplein 20
3032 AC Rotterdam
The Netherlands
Email: privacy@in2dialog.com

3. Purposes of Processing

Personal data is processed for the following purposes, as determined by the client:

• Generating feedback reports following interviews
• Supporting selection procedures
• Career guidance and advisory services
• Competence and personal development analysis
• Improving analytical models and reducing bias (where applicable)
• Facilitating scheduling and related logistical processes

Personal data is not processed for purposes incompatible with these objectives.

4. Categories of Personal Data

Depending on the specific service used, the following categories of personal data may be processed:

• Name (first name, initials, last name)
• Email address
• Audio recordings of interviews
• Transcripts of interviews
• Calendar metadata (if calendar integration is enabled)
• Digital consent confirmation

5. Special Categories of Personal Data (Biometric Data)

Voice recordings are processed as part of the interview analysis.

Because voice characteristics are analyzed for identification and analytical purposes, these recordings may qualify as biometric data within the meaning of Article 9 GDPR.

Processing of biometric data is based on the explicit consent of the data subject. You may withdraw your consent at any time. Withdrawal does not affect processing already carried out prior to withdrawal.

6. Legal Basis for Processing

Processing takes place on the following legal bases:

• Performance of a contract or pre-contractual measures (Article 6(1)(b) GDPR), as determined by the client
• Legitimate interests of the client (Article 6(1)(f) GDPR), where applicable
• Explicit consent for biometric data processing (Article 9(2)(a) GDPR)
• Explicit consent for optional calendar integration

7. Recipients and Subprocessors

In2Dialog engages contracted service providers to support the delivery of its services. These may include providers of:

• Cloud hosting and data storage
• Computational infrastructure
• Email delivery services
• Scheduling services
• Technical and customer support

These service providers act as subprocessors under written agreements ensuring compliance with GDPR requirements.

A current overview of subprocessors is available upon request.

8. International Data Transfers

Personal data is processed within the European Union.

If personal data is transferred outside the European Union, such transfers will only take place subject to appropriate safeguards in accordance with Chapter V GDPR, such as Standard Contractual Clauses or equivalent legal mechanisms.

9. Retention Periods

Personal data is retained in accordance with the retention periods determined by the client.

Unless otherwise agreed with the client:

• Voice recordings are retained for a maximum of one (1) year.
• Transcripts may be retained for a maximum of two (2) years.

The client can provide specific information regarding applicable retention periods in your case.

10. Security Measures

In2Dialog implements appropriate technical and organizational measures to protect personal data against unauthorized access, loss, alteration or unlawful processing. These measures include, among others:

• Encryption in transit and at rest
• Role-based access controls
• Restricted access for authorized personnel only
• Periodic security assessments

11. Calendar Integration (Optional)

In2Dialog may offer optional integration with Google or Microsoft Calendar.

If enabled:

• Processing is based on your explicit consent.
• Only event metadata is processed (date, time, participants, unique identifiers such as meeting URLs).
• Data is used solely to facilitate scheduling functionality.
• Calendar data is deleted immediately upon disconnection of the integration.

Calendar integration is entirely voluntary.

12. Your Rights Under the GDPR

You have the following rights under the GDPR:

• Right of access
• Right to rectification
• Right to erasure
• Right to restriction of processing
• Right to data portability
• Right to object
• Right to withdraw consent (where processing is based on consent)
• Right to lodge a complaint with a supervisory authority

Because In2Dialog acts as processor, requests concerning your rights should primarily be directed to the client as data controller. In2Dialog will assist the client in responding to such requests.

13. Contact

If you have questions about this Privacy Statement or about how your personal data is processed, you may contact:

privacy@in2dialog.com