Privacy Policy
1.0 General
The handling of personal data is of great importance to Intellecta. This policy applies to personal data whether it is collected and stored electronically, on paper, or by other means. The policy covers the registration, storage, and processing of personal data that falls under the policy. The policy is accessible on Intellecta’s website, www.intellecta.is
2.0 Privacy Laws
All processing of personal data, including collection, registration, storage, and handling by Intellecta, is subject to Act No. 90/2018 on personal data protection and processing of personal data and other regulations established under privacy laws (“privacy laws”).
3.0 Responsibility
Intellecta ensures that the aspects of processing under its control comply with privacy laws.
3.1 Recruitment Services
Intellecta provides recruitment services for clients and can be either the data controller or data processor of such services within the meaning of privacy legislation. Intellecta is the data controller when Intellecta receives personal data from applicants without them applying for applying for a specific position, but data processor when Intellecta advertises positions on behalf of clients.
3.2 Research – Salary Survey
Intellecta conducts salary research (Intellecta Salary Survey) where clients (companies) can access salary benchmarks for the Icelandic market by contributing salary data of their employees to Intellecta’s database. For such services, Intellecta acts as a data processor and enters into processing agreements with participating companies.
4.0 Personal Data Collection
Intellecta is a recruitment– and consulting company, and this activity involves collecting personal data. The processing of personal data is based either on individuals’ informed consent or on the legitimate interests of those requesting the processing.
4.1 Recruitment Services
When applying for a position through Intellecta, applicants must register relevant personal information in Intellecta’s database. Additionally, applicants confirm that Intellecta may store and process the personal information requested for the job application. Required information includes name, ID number, address, and contact information. Also information about career history, education, and references. A resume (CV) must be attached, and there is an option to include other information that the applicant considers relevant to the job application.
When applicants complete their application registration, they receive a confirmation to the email address provided during registration.
During the application process, applicants may need to provide additional personal information, take personality tests or other assessments, complete job-related tasks, or grant permission to contact references.
4.2 Research – Salary Survey
For salary research, Intellecta collects the following information related to clients’ employees:
- salary and other benefits and payments
- job title
- field of work
- employment percentage
- whether the person has managerial responsibilities
- level of responsibility
- age
- years of service
- gender
- education
- salary increase in the last 12 months
No direct personal identifiers are collected.
The above information is collected through clients (companies) sending the data via web service or uploading it to Intellecta’s access-controlled website or Teams page.
5.0 Purpose of Processing
5.1 Recruitment Services
The personal information registered in Intellecta’s database comes from applicants, and applicants are asked to approve whether Intellecta may store and process the information.
If an applicant does not provide such consent, it is not possible to register information and no processing takes place.
The purpose of processing personal data is to:
- assess how well an applicant suits a specific position they are applying for.
- assess how well an applicant suits positions that Intellecta is working on recruiting for clients, if the applicant authorizes such.
- to be able to contact the applicant regarding job applications.
Intellecta does not use registered information for any purpose other than recruitment.
5.2 Research – Salary Survey
The purpose of processing personal data in conducting salarysurveys by Intellecta is to create marketsalary benchmarks so that clients can see their employees’ compensation compared to market salary benchmarks and analyze compensation in the Icelandic market based on various background data.
6.0 Recipients of Information
The information that Intellecta collects in its services is stored with subcontractors who meet comparable laws as those in Iceland regarding personal data protection.
6.1 Recruitment Services
During the job application process, Intellecta needs to provide/show representatives of the client for whom the position is intended the personal information that the applicant has submitted. The client can be either the data controller of the information or the data processor, depending on whether Intellecta is advertising the position for the client (client is data controller) or not (Intellecta is data controller). Intellecta does not release such data unless a written processing agreement has been made with the client or with the consent of applicants.
6.2 Research – Salary Survey
When delivering
salary
survey
results, Intellecta provides data in a non-personally identifiable format.
7.0 Retention Period
Intellecta retains personal information in accordance with laws and legitimate reasons.
7.1 Recruitment Services
Generally, personal information related to job applications is retained for four years from the last registration of the data at Intellecta.
Applicants can contact Intellecta in writing at any time and request their data to be deleted.
7.2 Research – Salary Survey
When service ends according to the agreement
with the client
,
Intellecta
deletes personally identifiable information
related to the client’s employees
.
8.0 Accuracy and Reliability of Information
When registering data, the applicant is responsible for the validity and reliability of the information they register. If personal information is unreliable, Intellecta, considering the purpose of processing, will take appropriate measures to correct or delete it.
9.0 Information Security
Intellecta protects the security of information provided by applicants/salary survey clients through appropriate technical and organizational measures, including preventing human error, theft, or other misuse of information. This applies to information stored both at Intellecta and with subcontractors. Intellecta restricts access to information to those employees who necessarily need such access to achieve the purpose of processing. Intellecta enters into processing agreements with its subcontractors who handle data storage, and they are subject to the same requirements as Intellecta employees.
Intellecta employees and subcontractors are informed of their obligations to maintain confidentiality and security of personal data.
Intellecta will notify affected parties, without undue delay, of any security breach concerning personal data that results in high risk for those concerned. A security breach in this context refers to a breach of security leading to accidental or unlawful destruction of personal data, loss, alteration, unauthorized disclosure, or access to them.
Intellecta also notes that data transfer over the internet is never completely secure. Applicants are therefore advised to notify Intellecta immediately if they believe certain information they have provided to Intellecta may be at risk.
10.0 Applicant Rights
Applicants have the right to object to Intellecta’s collection of personal data if they believe such collection does not align with its purpose.
Applicants can withdraw their consent for data storage and handling or request their information to be deleted by contacting Intellecta in writing. Such requests shall be processed as quickly as possible and no later than within one week of receiving the request.
Applicants can also correct misleading or incomplete personal information about themselves by submitting new updated information which replaces the older information.
When registering data, the applicant is responsible for the validity and reliability of the information they register. If personal information is unreliable, Intellecta, considering the purpose of processing, will take appropriate measures to correct or delete it.
11.0 Non-Personally Identifiable Information
11.1 Recruitment Services
Intellecta makes non-personally identifiable any information related to applicants that is not stored in countries with comparable privacylaws to those in Iceland. This applies to various tests that applicants may be asked to take online under pseudonyms.
11.2 Research – Salary Survey
The data provided by clients does not include personal identifiers but it may be possible to identify individuals based on knowledge of the organizational structure of clients. The results that are produced and delivered to clients do not contain direct personally identifiable data.
Intellecta employees and subcontractors are informed of their obligations to maintain confidentiality and security of personal data.
Intellecta will notify affected parties, without undue delay, of any security breach concerning personal data that results in high risk for those concerned. A security breach in this context refers to a breach of security leading to accidental or unlawful destruction of personal data, loss, alteration, unauthorized disclosure, or access to them.
Intellecta also notes that data transfer over the internet is never completely secure. Applicants are therefore advised to notify Intellecta immediately if they believe certain information they have provided to Intellecta may be at risk.
12.0 Complaints and Requests
Complaints or requests regarding the processing of personal data by Intellecta, e.g., in connection with section 10 of this policy, should be submitted to Intellecta in writing at intellecta@intellecta.is or by calling 511 1225. Intellecta shall respond to applicant ‘s inquiry as quickly as possible in writing.
Security-related suggestions, e.g., regarding vulnerabilities or security breaches, should be
reported to
Intellecta
at
intellecta@intellecta.is
.
13.0 Version
This Privacy Policy is issued by Intellecta ehf. and is valid from 1. October 2025 until a new privacy policy of the company takes effect.
14.0 Changes
The Privacy Policy is regularly reviewed and may therefore be subject to changes. You are advised to review the privacy policy regularly as changes to the policy take effect upon publication of it on the company’s website www.intellecta.is
