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Privacy Policy

Last updated: October  05, 2026

Venploy OÜ (“Venploy”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, disclose and protect personal data when you visit venploy.com, contact us, join our Talent Pool, submit an application, or otherwise interact with our services.

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Venploy OÜ is an Estonian company operating within the European Union. We primarily provide recruitment and candidate-matching services connecting eligible candidates from the European Union with hospitality employers in Greece.

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Our Website may be accessible from countries outside the European Union. However, Venploy currently focuses its recruitment and candidate-matching services on eligible candidates from the European Union and hospitality employment opportunities in Greece. Access to our Website or submission of an application from outside the European Union does not mean that Venploy actively provides recruitment services in every country worldwide.

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This Privacy Policy is intended to comply with applicable European data protection law, including Regulation (EU) 2016/679 (“GDPR”) and applicable national data protection legislation.

Table of Contents

  1. Who we are

  2. What personal data we collect

  3. How we collect your information

  4. Why we use your personal data

  5. Legal bases for processing

  6. Joining the Venploy Talent Pool

  7. Sharing your personal data with hotels

  8. Service providers and third parties

  9. Cookie & Tracking Disclosures

  10. International transfers

  11. How long we keep your personal data

  12. Data security

  13. Your rights under the GDPR

  14. Automated decision-making and profiling

  15. Children's Privacy Specifics

  16. Third-party websites

  17. Changes to this Privacy Policy

  18. Contact Us

1. Who we are

Policy Section 01

The controller responsible for your personal data is:

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  • Venploy OÜ

  • Registered in Estonia

  • Registry code: 17612782

  • Registered address: Harju maakond, Tallinn, Kesklinna linnaosa, Narva mnt 5, 10117

  • Email: nikki@venploy.com

  • Website: https://venploy.com

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For questions concerning your personal data or this Privacy Policy, you may contact us using the details above.

2. What personal data we collect

Policy Section 02

Depending on how you interact with Venploy, we may collect the following categories of personal data.

A. Contact and identification information

This may include:

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  • full name;

  • email address;

  • telephone number;

  • date of birth;

  • nationality;

  • country of residence;

  • information you provide when communicating with us.

B. Professional and recruitment information

If you join our Talent Pool or apply for an opportunity, we may collect:

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  • CV/resumé;

  • LinkedIn profile;

  • profile photograph;

  • languages spoken and level of proficiency;

  • previous hospitality and other relevant professional experience;

  • education and qualifications;

  • desired destination or country;

  • preferred type of hospitality role;

  • availability dates;

  • information concerning your professional preferences and interests.

C. Passport and work-authorisation information

Where necessary for a specific employment opportunity and at an appropriate later stage of the recruitment process, we may request information concerning:

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  • passport;

  • right to work;

  • visa or work-permit status;

  • other information necessary to establish eligibility to work in a particular country.

  • preferred type of hospitality role;

 

We do not request such information earlier than reasonably necessary for the relevant recruitment process.

D. Communications

If you contact us by email, telephone, contact form or other communication channel, we may process the information contained in those communications.

E. Technical information

When you visit our website, certain technical information may be collected automatically, such as:

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  • IP address;

  • browser and device information;

  • operating system;

  • approximate location derived from technical information;

  • pages visited;

  • date and time of access;

  • website interaction information;

  • information collected through cookies and similar technologies.

 

The exact information collected depends on the technical configuration of our website and the services we use.

3. How we collect your information

Policy Section 03

We may obtain personal data:

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  • directly from you when you complete a form;

  • when you submit your CV or profile;

  • when you join our Talent Pool;

  • when you contact us;

  • during an introductory or recruitment conversation;

  • from your LinkedIn profile or other professional information you make available to us;

  • from recruitment or employment partners where this is lawful and appropriate;

  • automatically through our website and cookies.

 

We aim to collect only information that is relevant and necessary for the purposes described in this Privacy Policy.

4. Why we use your personal data

Policy Section 04

We may use personal data for the following purposes:

Recruitment and candidate matching

To:

  • assess your profile and preferences;

  • communicate with you about potential opportunities;

  • identify hospitality positions that may be suitable for you;

  • match your profile with relevant hotel opportunities;

  • arrange interviews or introductory conversations;

  • communicate information provided by you to a relevant hotel where this is appropriate and lawful;

  • support the recruitment process.

Talent Pool management

If you join our Talent Pool, we may retain and use relevant information about you so that we can contact you regarding suitable opportunities that become available.

Communication

We may use your contact information to:

  • respond to enquiries;

  • communicate about your application or profile;

  • provide information necessary for a recruitment process;

  • maintain our relationship with you.

We may process technical information to:

  • operate and maintain our website;

  • improve website functionality;

  • prevent fraud, abuse and security incidents;

  • diagnose technical problems;

  • protect our systems and users.

Website operation and security

We may process personal data where necessary to:

  • comply with legal obligations;

  • respond to lawful requests from authorities;

  • establish, exercise or defend legal claims;

  • maintain appropriate business and compliance records.

Legal and regulatory compliance

5. Legal bases for processing

Policy Section 05

Under the GDPR, we rely on different legal bases depending on the purpose of processing.

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These may include:

Performance of a contract or steps at your request

Where processing is necessary to take steps at your request before entering into a contractual relationship or to provide a service you have requested.

We may rely on legitimate interests where processing is necessary for legitimate business purposes and those interests are not overridden by your rights and freedoms.

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Examples may include responding to enquiries, maintaining business records, securing our website and managing professional relationships.

Legitimate interests

Where consent is required by law, we will ask for your consent before processing your personal data for the relevant purpose.

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Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

Consent

Where processing is necessary for compliance with an applicable legal obligation.

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The specific legal basis applicable to a particular processing activity may depend on the circumstances.

Legal obligation

6. Applications, Eligibility and Talent Pool

Policy Section 06

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Our recruitment services are currently focused on connecting eligible candidates from the European Union with hospitality employment opportunities in Greece.
 

Our online application form may be accessible to individuals located outside the European Union. Submitting an application does not by itself mean that Venploy provides recruitment services in the applicant’s country of residence or that the applicant is eligible for placement.
 

When you submit an application or join our Talent Pool, we may process the personal information you provide to assess your suitability for available opportunities, communicate with you regarding your application, and, where appropriate, introduce you to relevant hospitality employers.
 

When you join our Talent Pool, your information may be retained so that we can consider you for relevant hospitality opportunities. We may contact you when an opportunity appears to match your profile, qualifications, experience and preferences.
 

Joining the Venploy Talent Pool or submitting an application does not guarantee:

  • employment;

  • an interview;

  • a particular position;

  • placement with a particular hotel;

  • employment in a particular country; or

  • any particular salary or working conditions.
     

Candidates are responsible for ensuring that they meet the eligibility, employment, immigration, work authorisation and other requirements applicable to the relevant employment opportunity.
 

You may request to leave the Talent Pool at any time. You may also exercise your applicable data protection rights as described in this Privacy Policy.

7. Sharing your personal data with hotels

Policy Section 07

Venploy provides recruitment and candidate-matching services to hospitality businesses.

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Where we identify an opportunity that may be suitable for you, we may share relevant information from your profile with the relevant hotel or hospitality employer.

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We aim to share only information that is reasonably necessary for the relevant recruitment purpose.

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Where appropriate, we will inform you about the sharing of your profile and ensure that the applicable GDPR requirements are satisfied.

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The hotel will generally become independently responsible for the personal data it receives and processes for its own recruitment and employment purposes.

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The hotel may have its own privacy notice and data protection obligations.

8. Service providers and third parties

Policy Section 08

We may use trusted service providers to operate Venploy and provide our services.

Depending on our configuration, these may include providers supporting:

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  • website hosting and website forms;

  • business email;

  • cloud storage;

  • customer relationship management;

  • analytics;

  • scheduling;

  • communications;

  • document management;

  • security and technical infrastructure.

 

At launch, our technology environment may include Wix, Google Workspace/Google Drive and Notion.

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These providers may process personal data on our behalf or, depending on the service and configuration, act as independent controllers for certain processing activities.

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We will take appropriate steps to ensure that our use of service providers complies with applicable data protection requirements.

9. Cookie & Tracking Disclosures

Policy Section 09

We use cookies, web beacons, and similar tracking technologies to collect information about your browsing activities over time and across different websites following your interaction with our services.

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Types of cookies used on our website include:

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  • Strictly Necessary Cookies: Essential for the operation of our website, enabling core functionality such as security, network management, and accessibility.

  • Performance & Analytics Cookies: Allow us to recognize and count the number of visitors and see how visitors move around our website when using it, helping us improve site functionality.

  • Functionality Cookies: Used to recognize you when you return to our website, enabling personalized content and remembering your preferences.

  • Targeting & Advertising Cookies: Record your visit to our website, the pages visited, and links followed to make advertising more relevant to your interests.

 

You can manage or disable cookies through your browser settings or our cookie consent banner. Disabling certain cookies may impact user experience and availability of functionality on our website.

10. International transfers

Policy Section 10

Some of our service providers or their infrastructure may involve processing of personal data outside the European Economic Area (“EEA”).

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Where personal data is transferred outside the EEA, we will take appropriate measures required by applicable data protection law, which may include reliance on:

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  • an adequacy decision of the European Commission;

  • Standard Contractual Clauses;

  • appropriate supplementary safeguards;

  • another lawful transfer mechanism recognised under the GDPR.

11. How long we keep your personal data

Policy Section 11

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law.

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For Talent Pool information, we may retain your profile while you remain part of the Talent Pool and for a reasonable period thereafter where necessary for legitimate business, legal or regulatory purposes.

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We may periodically review Talent Pool records to ensure that information remains accurate and relevant.

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You may contact us at any time to request deletion of your personal data, subject to legal exceptions.

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Specific retention periods may depend on:

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  • the type of information;

  • the purpose for which it was collected;

  • whether you remain in the Talent Pool;

  • whether a recruitment process is ongoing;

  • applicable legal obligations;

  • the need to establish or defend legal claims.

12. Data security

Policy Section 12

We implement appropriate technical and organisational measures designed to protect personal data against:

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  • unauthorised access;

  • unlawful processing;

  • accidental loss;

  • destruction;

  • alteration;

  • disclosure.

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Access to candidate information is limited to people who require it for legitimate Venploy purposes.

However, no method of electronic storage or transmission can be guaranteed to be completely secure.

13. Your rights under the GDPR

Policy Section 13

Depending on the circumstances, you may have the right to:

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  • request access to your personal data;

  • request correction of inaccurate or incomplete information;

  • request deletion of your personal data;

  • request restriction of processing;

  • object to certain processing;

  • request portability of personal data where applicable;

  • withdraw consent where processing is based on consent;

  • object to direct marketing;

  • lodge a complaint with a competent supervisory authority.

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You may exercise your rights by contacting us at:

  • nikki@venploy.com

 

We may need to verify your identity before responding to certain requests.

We will respond within the period required by applicable law.

14. Automated decision-making and profiling

Policy Section 14

Venploy does not intend to make recruitment decisions based solely on automated processing that produces legal or similarly significant effects on individuals.

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Candidate matching may involve reviewing information such as experience, languages, destination preferences and availability. This does not mean that an automated system makes the final employment decision.

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Employment decisions are made by the relevant employer.

15. Children's Privacy Specifics

Policy Section 15

Venploy's services are strictly intended for individuals who are at least 16 years of age (or the legal age required in your jurisdiction to enter into recruitment arrangements). We do not knowingly collect, solicit, or process personal data from children under 16 years of age without verifiable parental or legal guardian consent.

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We do not knowingly collect personal data from children where such collection is not appropriate or legally permitted.

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If we learn or have reason to believe that we have collected personal data from a child under 16 without proper legal authorization, we will initiate our expedited data removal procedure: (1) immediately restrict access to the account/profile, (2) permanently erase the data from our active databases and service provider systems within 30 days, and (3) confirm deletion to the requesting parent or legal guardian upon contact at nikki@venploy.com.

16. Third-party websites

Policy Section 16

Our website may contain links to third-party websites, including hotel, social media or other external websites.

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We are not responsible for the privacy practices of third-party websites.

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We recommend reviewing their privacy policies before providing personal information.

17. Changes to this Privacy Policy

Policy Section 17

We may update this Privacy Policy from time to time to reflect changes in our business, technology or applicable legal requirements.

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The latest version will be published on this page with its effective date.

18. Contact Us

Policy Section 18

If you have questions about this Privacy Policy or how Venploy processes your personal data, please contact:

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  • Venploy OÜ

  • Email: nikki@venploy.com

  • Registered address: Harju maakond, Tallinn, Kesklinna linnaosa, Narva mnt 5, 10117

  • Registry code: 17612782

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You also have the right to lodge a complaint with the competent data protection supervisory authority in accordance with applicable law.

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