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