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Recruitment Privacy Policy

Last updated: 4 September 2026

 

This notice explains how Interrail B.V. (“we”, “us”, “our”) collects and uses your personal data when you apply for a vacancy through our recruitment website. It applies to all candidates who submit an application, whether for an advertised role or as an open application.

 

For the purposes of the EU General Data Protection Regulation (GDPR), we are the data controller for the personal data in this privacy notice.

1. What personal data do we collect?

 

We collect the personal data you provide when you apply, together with data generated during the recruitment process:

  • Identity and contact details — full name, email address, phone number, country.
  • Application content — your CV/résumé, motivation/cover letter, work history, education, skills, and anything else you include.
  • Vacancy and process data — the role(s) you applied for, application status, interview notes, and assessment outcomes.
  • Correspondence — messages exchanged with our recruitment team.

Please do not include special category data (e.g. health, religion, ethnicity) in your application as it is not needed to assess your suitability. If you volunteer such information, we will only use it where lawful and strictly necessary.

2. How do we use your data?

 

We use your personal data for the following purposes, each with a lawful basis under Article 6 GDPR:

 

What we do Why (purpose) Lawful Basis (GDPR Art 6)
Receive and review your application Assess your suitability for the role and manage the recruitment process On legitimate interest in potential recruitment
Automated screening questions Check whether you meet essential, objective eligibility criteria set for the role per the vacancy job description. See section on “Screening and Automated Decisions” Required to setup a contract with you, and on legitimate interest in recruiting you
Communicate with you Arrange interviews, request information, and update you on status On legitimate interest in potential recruitment
AI-assisted match assessment Helps our team evaluate how your application fits the vacancy. see section on “Use of AI” On legitimate interest in an efficient, consistent review
Retain your application for a limited period Consider you for the role and closely related openings On legitimate interest in potential recruitment
Comply with legal obligations Meet employment, equal-treatment and record-keeping duties where applicable For legal obligations

 

3. Who has access to your data?

 

Our recruitment team and the hiring managers involved in the specific vacancy.

4. Sharing with third parties

 

We do not sell your personal data and do not share it for advertising or unrelated purposes without explicit consent.

 

Recruitee is our recruitment platform provider, acting as our data processor under a data processing agreement. Recruitee processes your data only on our instructions and is an EU-based supplier, so your data is primarily processed within the European Economic Area (EEA). Where a sub-processor processes data outside the EEA, it is required to have an appropriate GDPR transfer safeguard is in place.

5. How long do we keep your data?

 

We retain your application data for 6 months from the date your submission is closed. After this period, your data is automatically deleted by our system.

 

If you would like your data deleted earlier, you can contact our recruitment team at any time at jobs@eurail.com and we will delete it, unless we are required to keep specific information to comply with a legal obligation or to establish, exercise or defend a legal claim.

6. Use of Screening and Automated Decisions

 

When you apply, you may be asked several screening questions on essential requirements for the role, for example, whether you have the legal right to work in the Netherlands, whether you hold a certain required certification, license or qualification etc.

 

In some cases, if your answer shows you do not meet a specific, essential and objective criterion for the role, you may receive an automated rejection email without individual review by our recruitment team. This is a decision based solely on automated processing.

 

We apply automated rejection only to clear, objective eligibility criteria, never to a subjective assessment of your suitability. We rely on GDPR Article 22(2)(a) for this, as meeting these criteria is necessary to take steps towards an employment contract with you.

 

If you receive an automated rejection, you have the right to:

  • Obtain human intervention: you can request a member of our recruitment team to review the decision 
  • Express your point of view, and; 
  • Contest the decision 

To exercise these rights, contact jobs@eurail.com and a member of our team will review your application.

7. Use of artificial intelligence

 

We use an AI-assisted feature within our recruitment platform (Recruitee) to help assess how well your application matches the requirements of the vacancy you applied for.

 

This is used only to support our recruitment team’s review of applications.

 

Specifically:

  • We do make sure a member of our recruitment team always reviews your application and makes the final decision. The AI output is one input to that human review, never a substitute for it. 
  • We do not use AI to score or rank you against other candidates. 
  • We do not carry out AI automated profiling to evaluate or predict personal aspects about you. 
  • We do not use AI to make automated decisions about your application, whether to reject your application or invite you to interview, is ever made solely by automated means. 

 

Because a human is always responsible for the decision, this processing does not amount to a solely automated decision producing legal or similarly significant effects under Article 22 GDPR. If you have questions about how the AI-assisted assessment is used, or you would like a human to explain a decision, contact us at jobs@eurail.com.

8. Your data subject rights

 

Under the GDPR you have the right to:

  • Access a copy of the personal data we hold about you. 
  • Rectify inaccurate or incomplete data. Erase your data (“right to be forgotten”), including requesting deletion before the 6-month period ends. 
  • Restrict or object to processing based on consent or legitimate interests, on grounds relating to your situation. 
  • Data portability — receive the data you provided in a structured, commonly used format. 

 

To exercise any of these rights, contact jobs@eurail.com. We will respond to you as soon as possible and complete your request within 1 month. Where this is not possible, we will notify you in advance.

9. How we protect your data

 

We apply appropriate technical and organisational measures under Article 32 GDPR, including access controls, encryption in transit, and contractual security commitments from our platform provider, to protect your data against unauthorised access, loss, or misuse.

10. Complaints

 

If you have a concern about how we handle your personal data, please contact us first at jobs@eurail.com so we can try to resolve it. You can also directly contact our privacy officer at privacy@eurail.com.

 

You also have the right to lodge a complaint with the Dutch supervisory authority, the Autoriteit Persoonsgegevens (AP), or with the data protection authority in your country of residence.

11. Changes to this notice

 

We may update this notice from time to time. The current version and its “last updated” date are always shown at the top.

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