Zeenna – Privacy Policy

1. Who we are and when we act as controller

Zeenna is operated by mind the gap s.r.o., Company ID No. 09821074, with registered office at Na Beránce 57/2, Dejvice, 160 00 Prague 6, Czech Republic, registered in the Commercial Register maintained by the Municipal Court in Prague, file No. C 343024 (“Zeenna”, “we” or the “Provider”). Where we process personal data of website visitors, business contacts, customer users and other persons for our own purposes, we act as the data controller.

Where Zeenna processes job applicant personal data on behalf of a customer as part of the pre-screening service, Zeenna generally acts as processor and the customer acts as controller. Such processing is governed by the Data Processing Agreement (DPA).

2. Personal data we may process

  • Business and user contact data, including name, role, company, email, phone number and related communications.
  • Contract and customer relationship data, including orders, billing information, support history and service usage.
  • Technical and operational data, including IP address, browser/device identifiers, access logs, authentication data, security events and website/service usage.
  • Information submitted through contact, demo or registration forms.
  • Applicant data processed for customers, which may include contact details, CV and employment information, pre-screening answers, optional voice responses and transcripts, structured outputs and operational metadata, depending on the customer configuration.
  • Entering into and performing contracts, providing Zeenna, account administration, support and billing.
  • Protecting the service, preventing misuse, access management, security monitoring and incident response, based on legitimate interests and/or contractual and legal obligations.
  • Compliance with legal, accounting, tax and regulatory requirements.
  • Business communications to existing customers and partners where permitted by law; other marketing based on consent or another applicable legal basis.
  • Website cookies: we use strictly necessary cookies for core website functionality; we do not use marketing or tracking cookies without the user’s prior explicit opt-in.
  • For applicant data processed on behalf of a customer, Zeenna processes the data only on the customer’s documented instructions and does not independently determine the recruitment purpose.

4. AI, pre-screening and human decision-making

Zeenna uses AI for decision-support functions such as conversational pre-screening, follow-up question generation and summarisation. Evaluation criteria and rules are configured by the customer. Zeenna is not intended to make the final hiring or rejection decision. The final decision remains with the customer and an authorised human.

Applicants are informed when they interact with an AI system. Further information is provided in the Zeenna Instructions for Use and Explainability Guide.

5. Recipients, service providers and subprocessors

We use selected infrastructure, communications, security, AI and other technical service providers. They may access personal data only to the extent necessary and under appropriate contractual safeguards. The current list of relevant subprocessors will be available at: https://talentiqa.eu.trust.site/ .

6. International transfers

Where personal data is transferred outside the European Economic Area, we use an appropriate GDPR transfer mechanism, such as an adequacy decision, European Commission Standard Contractual Clauses or another lawful safeguard.

7. Retention

We retain personal data only for as long as necessary for the relevant purpose and to meet legal, contractual and security requirements. Applicant data processed on behalf of customers is retained in accordance with customer instructions, service configuration and the DPA, and is returned/exported or deleted after termination in accordance with the agreed process unless further retention is required by law.

8. Security

  • need-to-know and least-privilege access controls;
  • multi-factor authentication and SSO where relevant;
  • logging and monitoring of critical systems;
  • vulnerability and incident management;
  • backup, business continuity and disaster recovery processes;
  • supplier risk management, secure development and change management.

9. Your rights

  • access, rectification and erasure;
  • restriction of processing;
  • data portability where applicable;
  • objection to processing based on legitimate interests;
  • withdrawal of consent where processing is based on consent;
  • the right to lodge a complaint with the competent supervisory authority.

Where your request concerns applicant data that Zeenna processes only on behalf of a specific employer, we may refer you to that employer as controller.

10. Cookies

The Zeenna.ai website displays a cookie consent banner on a user’s first visit. In line with data-minimisation principles, we use without consent only strictly necessary cookies required for core website functionality, security and proper operation. We do not use marketing or tracking cookies without the user’s prior explicit opt-in.

Strictly necessary cookies: These cookies are required to operate the website and provide its core functions. They are therefore activated without optional consent to the extent permitted by applicable law.

Optional cookies: If analytics, marketing or other tracking cookies are used, they will be activated only after the user actively opts in through the cookie banner. Refusing consent must not prevent use of the website’s core functions.

Managing consent: Users must be able to change or withdraw consent at any time as easily as it was given - on Zeenna.ai website.

Legal basis: Strictly necessary cookies do not require consent where they are genuinely necessary to provide a service expressly requested by the user. Optional cookies are based on the user’s prior consent unless another lawful regime applies under applicable law.

11. Contact

Privacy requests:info@zeenna.ai Provider: mind the gap s.r.o., Company ID No. 09821074, with registered office at Na Beránce 57/2, Dejvice, 160 00 Prague 6, Czech Republic, registered in the Commercial Register maintained by the Municipal Court in Prague, file No. C 343024.

12. Changes to this Policy

We may update this Policy to reflect changes in the service, applicable law or our processing activities. The current version will be published on the Zeenna website together with its effective date.