Privacy policy
Effective Date: May 2025
1. Introduction
Welcome to Soolv (“we,” “our,” or “us”). We are committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy describes how we collect, use, disclose, and protect your personal data when you use our software-as-a-service (SaaS) platform and related services (“Services”).
By using our Services, you agree to the practices described in this Privacy Policy.
2. Who This Policy Applies To
This policy applies to:
Users of our Services (e.g., company representatives, recruiters, admins)
Candidates whose data is processed through our platform
Visitors to our website (www.soolv.com)
Where we process data on behalf of a customer (e.g., candidate data), we act as a data processor, and our customer acts as the data controller under applicable laws.
3. Personal Data We Collect
3.1 Data You Provide
Account data: Name, email, company, job title, phone number
Billing data: Payment method, billing address
Candidate data (if applicable): CVs, academic transcripts, cover letters, social profiles, test results, notes, evaluations and other applicable data
Communications: Emails, support messages, feedback
3.2 Data Collected Automatically
Device and usage data: IP address, browser type, OS, device ID, session duration
Activity logs: Logins, feature use, user actions
Cookies and similar technologies: See section 6 for full cookie details
3.3 Data from Third Parties
Integrations: Data from systems you connect (e.g., ATS, cloud storage)
Public sources: If configured, we may retrieve publicly available information (e.g., LinkedIn profiles)
4. Legal Bases for Processing
We process your data under the following legal bases:
Contractual necessity: To provide our Services
Consent: For marketing and optional features like cookies
Legal obligation: To comply with applicable laws
Legitimate interests: For service improvement, security, and analytics
When processing sensitive personal data (e.g., diversity data), we rely on explicit consent or other lawful grounds under GDPR.
5. How We Use Your Information
We use personal data to:
Operate and improve the platform
Provide customer support and onboarding
Analyze platform performance and trends
Process payments and manage subscriptions
Communicate service updates and (if opted in) marketing
Ensure platform security and prevent abuse
Comply with legal and regulatory obligations
We do not use personal data for automated decision-making without meaningful human involvement.
6. Cookies and Similar Technologies
Soolv uses cookies and similar technologies to enhance your experience, improve platform performance, and analyze how our Services are used.
6.1 What Are Cookies?
Cookies are small text files stored on your device when you visit a website. They help us recognize your browser and remember your preferences and actions over time.
Cookies can be:
Session-based: Deleted when you close your browser
Persistent: Stored until manually deleted or they expire
We also use similar technologies, such as local storage and pixels, to support platform features.
6.2 Types of Cookies We Use
Type & Purpose:
Strictly Necessary - These are required to operate the site and platform (e.g., log-in, session management).
Performance/Analytics - These help us understand how users interact with our Services, so we can improve functionality and content.
Functional - These remember choices you’ve made (like language preferences). We do not currently use cookies for targeting or advertising.
6.3 Managing Cookies
We do not currently use a cookie consent banner. However, you can manage cookies manually through your browser settings. Most browsers allow you to:
Block all or some cookies
Clear cookies automatically when closing the browser
Set site-specific cookie permissions
You can manage cookies in your browser settings. See the links below for guidance on common browsers:
If you use a different browser, refer to its documentation or help section.
Please note that disabling cookies may affect how some parts of the Services function.
7. Sharing Your Data
We share your data only when necessary:
7.1 Subprocessors
We use third-party vendors for hosting, analytics, communications, and payments. A current list of subprocessors is available upon request by contacting hey@soolv.com.
7.2 Legal compliance and protection
We may disclose personal data if legally required or to protect the rights, property, or safety of Soolv, our users, or others.
7.3 Business transfers
In case of a merger, acquisition, or sale, your data may be part of the transferred assets under appropriate confidentiality protections.
8. International Data Transfers
Your data may be transferred outside the EEA, including to the US or other countries with different data protection laws. We ensure appropriate safeguards such as:
Standard Contractual Clauses (SCCs)
Transfers to countries with an adequacy decision
Vendor commitments to GDPR compliance
9. Data Security
We implement strong technical and organizational measures to secure personal data, including:
Encryption (at rest and in transit)
Access control and role-based permissions
Regular security reviews and audits
Monitoring and incident detection
Only authorized personnel with a legitimate need have access to your data.
10. Data Retention
We retain personal data only for as long as necessary to:
Provide the Services
Comply with legal obligations
Resolve disputes and enforce agreements
Data tied to a terminated account is typically deleted or anonymized within 12 months unless required longer by law. Candidate data retention is determined by the customer.
11. Your Rights
Under applicable laws, you have the right to:
Access your personal data
Rectify incorrect or outdated data
Request deletion of your data
Restrict or object to certain processing
Withdraw consent at any time (for marketing or cookies)
Data portability (receive your data in a common format)
File a complaint with a supervisory authority
To exercise your rights, email us at hey@soolv.com. If we act as a processor, we may refer your request to the data controller (e.g., your employer or the recruiting company).
12. Complaints
You may contact your local data protection authority with concerns. In Norway, this is: Datatilsynet – www.datatilsynet.no
13. Children's Privacy
Our platform is not intended for individuals under 16 years of age. We do not knowingly collect data from children.
14. Updates to This Policy
We may update this policy from time to time. The most current version will always be available on our website. We will notify you of significant changes by email or platform notice.
15. Contact Us
Soolv AS
Grundingen 2, 0250 Oslo, Norway
hey@soolv.com