Privacy Notice
How Kvant processes personal data about candidates, clients and visitors.
Last updated: 13 November 2026
1.0 Who we are
Kvant Consulting Norway AS ("Kvant", "we") is a recruitment company specialising in executive and specialist search. We are the controller of the personal data described in this notice.
Organisation number: 824 430 322
Address: Fridtjof Nansens plass 8, 0160 Oslo, Norway
Privacy contact: personvern@kvant.co
This notice applies to candidates and applicants, members of Kvant Community, contact persons at clients and partners, and visitors to kvant.co.
2.0 Candidates and applicants
2.1 What data we process
The data we hold about you depends on how far you have come in a process with us:
When we contact you: your name, current and previous roles, education and skills from your public LinkedIn profile, contact details, and any recommendations from people in our network.
During a recruitment process: your CV and application, notes from conversations and interviews, our assessments of your skills and suitability, your current salary and salary expectations, availability and motivation, results from ability and personality tests, and statements from referees you have provided.
If needed in the final stage: verification of education and employment. For positions with significant financial responsibility, a credit check may also be relevant. You will be informed in advance.
We do not record information about health, ethnicity, religion, political opinions, trade union membership, sexual orientation or criminal convictions.
2.2 Where the data comes from
We receive data from you, from LinkedIn and other public sources, from people in our network who recommend you, from referees you have provided, from our test provider and from the client we are recruiting for. When we have received data about you from someone other than you, we will inform you when we first contact you, and at the latest within one month. If we do not contact you, we delete the data within one month. You have the right to object to the processing, see section 7.
2.3 Purposes and legal basis
Finding and contacting candidates for specific assignments. Legal basis: legitimate interest (GDPR Art. 6(1)(f)). We have an interest in finding qualified candidates for our clients, and you have an interest in hearing about relevant opportunities.
Assessing you in a recruitment process and presenting you to the client. Legal basis: legitimate interest (Art. 6(1)(f)). We only present you to a client after you have agreed to it.
Credit checks for positions with significant financial responsibility. Legal basis: legitimate interest (Art. 6(1)(f)). In addition, there must be a legitimate need under the Norwegian Credit Information Act.
Keeping your profile in our talent pool or Kvant Community for future opportunities. Legal basis: consent (Art. 6(1)(a)). You can withdraw your consent at any time.
Documenting completed processes and defending ourselves against legal claims. Legal basis: legitimate interest (Art. 6(1)(f)).
2.4 Who we share data with
The client in the relevant assignment: The client gets access to your CV, name and our comments through a candidate page in our recruitment system. This only happens after you have agreed to be presented, and only for use in that recruitment. The client becomes the controller of the data it receives.
Service providers: Providers that process data on our behalf, see section 6.
Authorities: Public authorities where required by law.
We do not sell personal data.
2.5 Use of artificial intelligence
We use AI tools to summarise and structure notes from conversations. All assessments and decisions are made by our consultants. We do not use automated decision-making or profiling that has legal effects for you.
In screening interviews, we use our own screening tool. The consultant writes a summary of the conversation, and a language model structures what you told us, for example about your experience, preferences and availability, so that it can be entered into our recruitment system. The language model does not assess or rank you, and the consultant reviews and corrects the result. We do not include information about health or other sensitive matters in what is sent to the language model. The tool and the language model are hosted by Scaleway in France. The data is not used to train the model, but Scaleway may store it for up to two weeks for troubleshooting.
If we want to record or transcribe a conversation with you, you will be told in advance and can say no. When a conversation is transcribed, the audio is not stored, only the text. The transcript is used to create a summary and is then deleted.
2.6 How long we keep the data
We have found you but not contacted you, or you have not replied: The data is deleted within one month.
You have been in a process but are not in the talent pool: Your profile is deleted 6 months after the process ends.
You are in the talent pool or Kvant Community: Your profile is kept for as long as your consent applies. We ask you to renew it every 24 months. If you do not renew it, we stop using your profile, and it is deleted within 30 days of the deadline.
Documentation of a completed process (name, assignment, stage and outcome): Kept for 3 years after the process ends.
2.7 Referees and people who recommend candidates
When you act as a referee for a candidate, we record your name, contact details and your statement. When you recommend a candidate to us, we may record that the recommendation came from you. The legal basis is legitimate interest (Art. 6(1)(f)). The data is stored with the candidate's profile and deleted together with it. The candidate may be given access to your statement.
3.0 Kvant Community and the talent pool
When you join Kvant Community or agree to be in our talent pool, we store your profile so we can contact you about relevant opportunities. The legal basis is your consent. You can withdraw it at any time by replying to an email from us or contacting us at personvern@kvant.co. We will then delete your profile, except for the brief documentation described in section 2.6 if you have been in a process.
4.0 Clients, prospects and partners
We process the name, contact details, position and communication history of contact persons at clients and partners. The purpose is to manage the client relationship, send proposals and carry out assignments. The legal basis is our legitimate interest (Art. 6(1)(f)). We only send email newsletters to recipients who have consented, or to clients about services similar to those they have bought, and you can always unsubscribe. The data is kept for as long as the relationship is active and deleted after 3 years without contact. Accounting records are kept for 5 years after the end of the financial year (Norwegian Bookkeeping Act, Section 13).
5.0 Our website
The kvant.co website is hosted by Framer. We use Framer's visitor statistics, which do not use cookies and do not identify you. We use Google Tag Manager to manage scripts on the website. Tag Manager does not set cookies, but when the page loads, your browser contacts Google's servers, which see your IP address. We do not use cookies or other tools for analytics or marketing on the website. If we introduce such tools later, we will ask for your consent first and update this notice.
Enquiries through the contact form are used to respond to you and are deleted after up to 12 months.
6.0 Service providers and transfers outside the EEA
We use service providers that process personal data on our behalf. LinkedIn is an independent controller for its own platform. Our main service providers are:
RecruitCRM: recruitment system. Ireland, India and the United States.
LinkedIn: searching for and contacting candidates. Ireland and the United States.
Google Workspace: email and documents. EU and the United States.
Anthropic (Claude): summarising notes. United States.
Scaleway: hosting of Kvant's own tools, including the screening tool with a language model, forms and transfer to our recruitment system. France.
Nora: transcription of conversations, only when you have been told in advance. EU/EEA.
Aon: ability and personality tests. EU, with access from the United States and India.
Semac: background checks. Norway.
HubSpot and Qwilr: client management and proposals. United States and Australia.
Framer: website. The Netherlands.
Google (Tag Manager): managing scripts on the website. United States.
When data is transferred to countries outside the EEA, this is based on an adequacy decision by the European Commission, such as the EU-U.S. Data Privacy Framework, or on the EU Standard Contractual Clauses. You can request a copy of the safeguards by contacting us.
7.0 Your rights
You have the right to:
access the data we hold about you and receive a copy
have inaccurate data corrected
have your data deleted
restrict the processing
receive data you have provided to us in a machine-readable format, where the processing is based on consent
withdraw your consent at any time, without affecting the processing carried out before the withdrawal
The right to object: When we process data based on legitimate interest, you have the right to object on grounds relating to your particular situation. We will then stop the processing, unless we have compelling legitimate grounds that override your interests, or need the data to defend a legal claim. If you do not want to be contacted by us at all, we will delete your data and only record your name and that you do not wish to be contacted, so that we do not contact you again.
Send requests to personvern@kvant.co. We will respond as soon as possible, and within one month at the latest. We may ask you to confirm your identity.
You can lodge a complaint with Datatilsynet, the Norwegian Data Protection Authority (www.datatilsynet.no), if you believe we are processing your data in breach of the rules. We would appreciate it if you contact us first.
8.0 Security
We protect the data with access control, two-step verification for all Google accounts, a shared password manager and encryption at our service providers. Only employees who need the data for their work have access to it.
9.0 Changes
We update this notice when our processing changes. The date at the top shows when it was last updated.