Candidate Privacy Notice – Quant Network

1. Who we are

This notice explains how Quant Network collects and uses your personal data when you apply for a role with us, or when we or our recruitment partners approach you about one. It applies to applicants for employment, contractor, internship and Employer of Record (EOR) roles in every country where we hire.

Applications are submitted and managed through our careers page and applicant tracking system, Manatal. This notice is linked on every application form; you are asked to confirm you have read it, and separate consent is requested only for our talent pool.

Item	Detail
Controller	Quant Network Limited, 20-22 Wenlock Road, London, England, N1 7GU (company number 09798383),
Group controllers	Quant Americas Inc. (US roles); other Quant entities where they make the hiring decision
Privacy contact	Phil Ashton [privacy@quant.network]
HR contact	Group CHRO, Phil.ashton@quant.network

Where the hiring entity is not Quant Network Limited, that entity is a joint controller with Quant Network Limited for the recruitment process.

2. Data we collect and where it comes from

Category	Examples
Identity and contact	Name, email, phone, address, LinkedIn or similar profile
Application	CV, cover letter, application form answers, portfolio, work samples
Career history	Employers, roles, dates, qualifications, certifications, skills
Assessment	Interview notes, scores, technical test results, case study outputs
Offer and reward	Current and expected salary, notice period, benefits expectations
Right to work	Passport or ID, visa or permit details, share codes
Pre-employment checks	References, employment and education verification, credit and sanctions checks, criminal record checks (regulated roles only)
Diversity monitoring	Optional and anonymised where possible (see section 4)
Adjustments	Information you give us so we can make reasonable adjustments
Technical	Manatal activity and consent logs, video interview recordings (only with notice)

We collect data from you, from recruitment agencies and RPO partners, from referees, from background screening providers, from public professional profiles (including Manatal AI profile enrichment, where enabled), and from Quant employees who refer you.

3. Why we use it and our lawful basis

Purpose	Lawful basis
Assess your suitability and run the selection process	Steps at your request before entering a contract; legitimate interests in hiring the right people
Communicate with you about your application	Steps before entering a contract
Confirm right to work	Legal obligation
Pre-employment screening for regulated or client-facing roles	Legal obligation (financial services regulation); legitimate interests in meeting client and regulator requirements
Make reasonable adjustments	Legal obligation (equality law)
Keep your details for future roles	Consent, which you can withdraw at any time
Defend or bring legal claims	Legitimate interests
Equal opportunities monitoring	See section 4

If you do not provide information we need, such as right-to-work evidence, we may not be able to progress your application. You can ask us for details of any legitimate interests assessment.

4. Sensitive data and background checks

We only collect special category data (such as health, ethnicity, religion or sexual orientation) where you choose to give it or where the law requires it.

• Health and disability: used only to make reasonable adjustments, under employment law obligations (UK GDPR Article 9(2)(b) and DPA 2018 Schedule 1).
• Diversity monitoring: voluntary. Responses are held separately from your application, are not seen by the hiring panel, and are reported only in aggregate. Basis: substantial public interest in equality of opportunity (DPA 2018 Schedule 1, para 8).
• Criminal records: checked only for roles where regulation or client contracts require it, and only after a conditional offer. Basis: DPA 2018 Schedule 1, under our Appropriate Policy Document.

Background screening is carried out by [screening provider], who will give you its own notice before any check begins.

5. Automated decisions and AI tools

No hiring decision about you is made solely by automated means. A person reviews every shortlisting, rejection and offer decision.

Manatal includes optional AI features. Our configuration is:

Manatal feature	What it does	Status at Quant
AI Recommendations	Suggests matches between candidates and open roles	On – recruiter aid only
AI candidate enrichment	Adds publicly available professional information to your profile	Off
AI Interviewer	Conducts automated screening interviews	Off

Where a feature is on, it supports recruiters only. It does not use special category data and does not reject or rank you without human review. You can ask us to exclude your profile from these features.

If we ever introduce a solely automated significant decision, we will tell you before it happens and you will have the right to make representations, obtain human intervention and contest the decision.

6. Who we share it with

Access is limited to the hiring manager, interview panel, HR and Talent Acquisition, and senior approvers for offer sign-off. We do not sell your data.

Recipient	Role	Why
Manatal (applicant tracking system)	Processor	Hosts applications, interview records and consent records on AWS servers in the US
RPO and recruitment agencies (e.g. Cielo)	Processor or separate controller	Sourcing, screening and coordinating candidates
Employer of Record (Multiplier)	Separate controller once you accept an offer	Employing you where Quant has no local entity
Background screening provider Europe: Zinc USA/Canada: Checkr	Processor	Pre-employment checks
Video interview and scheduling tools - Teams	Processor	Running interviews
Group companies	Joint controller	Where another Quant entity is hiring
Clients	Controller	Only where a client contract requires approval of named staff, and only with your knowledge
Regulators, courts, professional advisers	Controller	Legal obligations and claims

All processors act on our written instructions under contracts that meet UK GDPR Article 28.

7. International transfers

We are a globally dispersed business, so your data may be accessed from the UK, the EEA, the US and Latin America.

Our applicant tracking system, Manatal, stores candidate data on Amazon Web Services servers in the United States. This transfer is covered by [the UK International Data Transfer Addendum and EU Standard Contractual Clauses incorporated in Manatal's Data Processing Agreement].

Where data leaves the UK or EEA for a country without an adequacy decision, we use one of these safeguards:

• UK adequacy regulations or the EU adequacy decisions, including the UK Extension to the EU–US Data Privacy Framework where the recipient is certified
• The UK International Data Transfer Agreement or Addendum, or the EU Standard Contractual Clauses
• A documented transfer risk assessment (data protection test) for each transfer route

You can request a copy of the relevant safeguard from the privacy contact in section 1.

8. How long we keep it

Data	Retention period
Unsuccessful application (UK, EEA, LATAM)	12 months from the hiring decision, then deleted
Unsuccessful application (US)	12 months from the hiring decision, as US federal record-keeping rules require
Talent pool (with your consent)	12 months, renewable only with fresh consent
Diversity monitoring data	Anonymised at the close of the campaign
Criminal record check results	Deleted once the hiring decision is made; only the outcome is kept
Successful candidates	Moved to your employee file under the Employee Privacy Notice

We keep data longer only where a legal claim is made or reasonably expected.

9. Your rights and how to complain

You have the right to access, correct, erase or restrict your data, to object to processing based on legitimate interests, to data portability, and to withdraw consent at any time. Withdrawing consent does not affect processing already carried out.

To use a right, contact the privacy contact in section 1. We will respond within one month, extendable by two months for complex requests. We carry out reasonable and proportionate searches.

Complaints to us. You can complain to us about how we have handled your data using [our online data protection complaint form / privacy@quant.network]. We will acknowledge your complaint within 30 days, investigate without undue delay, and tell you the outcome.

Complaints to the regulator. You can also complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113). If you are in the EEA, you can complain to your local supervisory authority.

10. Country supplements

Where local law gives you more protection, it applies in addition to this notice.

Location	Additional terms
United States – New York	Criminal history is considered only after a conditional offer, under the NYC Fair Chance Act. We do not ask about salary history. If we use an automated employment decision tool, we will give at least 10 business days' notice and publish its bias audit, under NYC Local Law 144.
United States – California	California residents have rights under the CCPA/CPRA to know, delete, correct and limit use of sensitive personal information. We do not sell or share candidate data for cross-context advertising.
EEA	GDPR applies. Our EU representative is [●]. Any AI system used in recruitment will meet EU AI Act requirements for high-risk systems.
Brazil	LGPD applies. Contact our privacy contact or the ANPD.
Mexico, Colombia, other LATAM	Local data protection law applies; your EOR provider will give you any required local notice.

11. Changes to this notice

We review this notice annually and when the law or our recruitment process changes. The current version is published at [careers page URL].

Version	Date	Owner	Approved by
1.0	28 October 2026	Group CHRO	Head of Legal Affairs