Who is responsible
Synthmind ΜΟΝΟΠΡΟΣΩΠΗ Ι.Κ.Ε., ΜΑΡΙΝΟΥ ΑΝΤΥΠΑ 40, 57001, ΠΥΛΑΙΑ, ΘΕΣΣΑΛΟΝΙΚΗ, Greece, is the controller of the personal information described here. For privacy questions, contact privacy@synthmind.io.
This notice applies when you apply for a role at Synthmind. Our website privacy policy also explains general website request handling.
Your application
We collect your name, email address, city and country, chosen role, preferred working arrangement, availability, CV and introduction. For part-time applications, we ask for weekly availability. A portfolio or professional profile link is optional. We also keep relevant correspondence, interview notes, application status, submission and update dates, and a record of the notice you acknowledged.
The form identifies required information. We need it to review your application and contact you. Please omit identity documents, tax numbers, bank details, health information and confidential information about other organisations. You may contact us to discuss an accessible alternative to the application form.
Technical safeguards process limited request information to prevent abuse. Cloudflare Turnstile checks technical browser, device and network signals, including IP addresses, to distinguish legitimate submissions from automated abuse. Our server sends Cloudflare a verification token, not your CV or application fields, as part of that check. See the Turnstile Privacy Addendum. The application database does not store your IP address. Uploaded CVs are held in private storage and require authorised access.
How we use it
We use your information to consider you for the role you applied for, communicate with you and take recruitment steps at your request, relying on GDPR Article 6(1)(b) where applicable. We rely on our legitimate interests in organising and documenting recruitment, protecting the service and establishing or defending legal claims under Article 6(1)(f). Where a specific legal obligation applies, processing may rely on Article 6(1)(c).
A person reviews applications and makes recruitment decisions. Automatic messages acknowledge receipt; they do not assess your suitability. We do not use this application to subscribe you to marketing or automatically add you to a pool for future vacancies.
Access and service providers
Applications are currently reviewed by Synthmind’s founder. Our review area, application records and CV downloads require authentication. Cloudflare provides the website, protected sign-in, application database and private file storage. The application database and CV bucket are configured for EU storage; this does not mean that all service or security processing occurs only in the EU.
Mailgun sends application acknowledgments and reviewer notifications through its EU endpoint. Email open and click tracking are disabled. Further correspondence is handled through our business email service. The founder receives an email alert containing the role and a link to the protected review page. This alert does not include your name, email, CV or introduction.
Providers may process service data outside the European Economic Area. Where required, transfers are supported by an applicable adequacy decision or appropriate safeguards, such as standard contractual clauses. You can ask us about the safeguards relevant to your application. See the privacy information from Cloudflare and Mailgun.
How long we keep it
Application records, private notes and uploaded CVs expire from active recruitment storage 180 days after submission or the last saved recruitment update. An automated task removes expired records and files. Incomplete uploads are removed after one day. We review recruitment email correspondence on the same basis; email services and limited provider backups may have separate deletion schedules.
If you join Synthmind, information needed for employment is handled separately under the applicable employment notice and retention requirements. A specific legal obligation or dispute may require us to preserve relevant records separately for longer. We do not retain your application indefinitely for unspecified future roles.
Your choices and rights
To correct or withdraw an application, reply to your acknowledgment or email hello@synthmind.io, quoting the application reference if available. For access, correction, erasure, restriction, portability where applicable, or an objection to processing based on legitimate interests, contact privacy@synthmind.io.
These rights are subject to the conditions in data protection law. We may request proportionate information to verify your identity. We normally respond within one month, explaining any permitted extension. You may complain to the Hellenic Data Protection Authority or another competent authority.
You do not need an account to apply. The private reviewer sign-in uses security cookies provided by Cloudflare Access. Acknowledging this notice confirms that you have read it; it is not consent to marketing or unrelated use of your information.