Privacy Policy — OelTopLead

Definitions

This section defines key terms used throughout the policy to ensure clarity about data categories and processing activities on OelTopLead.

Personal data means any information relating to an identified or identifiable individual, such as name, contact details, CV content, employment history, and identification numbers.
Processing means any operation or set of operations performed on personal data, including collection, storage, retrieval, use, disclosure, and deletion carried out by OelTopLead.
User refers to any individual who accesses OelTopLead services, including job seekers, candidates, and employer representatives who use the platform to search, apply, or recruit.
Service means the OelTopLead platform and associated features such as job matching, profile management, candidate screening, and learning resources provided via OelTopLead.pro.
Cookies are small text files placed on your device to recognise returning users, remember preferences, and collect analytical information to improve service performance and relevance.

Data We Collect

We collect data directly from users, automatically through platform interactions, and from trusted third parties when necessary for recruitment services. We strive to limit data collection to what is relevant for delivering our services effectively.

Data Provided by Users

When you register or interact with OelTopLead, you provide information that enables profile creation, job applications, and communication with employers.

Contact details: name, email address, phone number, current location.
Professional information: CV/resume, education, certifications, employment history, skills, and references.
Account credentials: username, password (stored securely), profile settings and preferences.
Application materials: cover letters, collection files, recruitment assessments and interview notes.
Communication content: messages platform with employers or OelTopLead support when you contact us.
Optional data: salary expectations, relocation preferences, and training interests when voluntarily submitted.

Automatically Collected Data

We collect non-identifying and identifying information automatically to operate and improve the platform, secure accounts, and measure service performance.

Usage data: pages visited, actions taken on the platform, search queries, and application interactions.
Technical data: IP address, browser type, device identifiers, operating system, and network information.
Performance data: loading times, error reports, and feature usage statistics to improve platform reliability.
Location data: coarse location inferred from IP address to provide region-specific job listings and compliance.
Authentication logs: timestamps for login and account activity used for security monitoring.
Analytics cookies and identifiers used to measure and optimise service delivery.

Data from Third Parties

In certain cases, we may receive data from partners or public sources to verify credentials or enrich profiles, always limited to what is necessary for recruitment services.

Verification services: background and credential checks where you have consented and where legally permitted.
Employer partners: additional job details or recruitment requirements submitted by employer accounts.
Public professional sources: information available on public professional networks used to verify public profile details.

Purposes of Processing

We process personal data for clear operational reasons tied to providing recruitment, matching, and related platform services.

To create and manage user accounts and profiles to enable job seeking and recruitment functionality.
To match candidates with suitable job opportunities using profile data, skills, and employer criteria.
To facilitate communication between candidates and employers regarding applications, interviews, and offers.
To provide training recommendations, learning paths, and assessments tailored to professional development needs.
To verify credentials and qualifications when explicit consent has been given by the user.
To detect and prevent fraud or misuse of the platform and to maintain security and integrity of accounts.
To comply with legal obligations and respond to lawful requests from regulators and courts.
To analyse platform usage and improve features, user experience, and service performance.

Legal Bases for Processing

We rely on appropriate legal bases for processing personal data, depending on the purpose and the type of data processed.

Performance of a contract: processing necessary to provide the services you have requested, such as account administration and job applications.
Consent: where you have given clear permission for specific processing activities, such as profile enrichment or credential verification.
Legitimate interests: when processing is necessary for platform security, fraud prevention, and service improvement, balanced against user rights and expectations.
Compliance with legal obligations: processing necessary to meet regulatory, tax, or legal requirements.

Data Protection Rights

Although OelTopLead is based in Switzerland, we respect the principles of the EU General Data Protection Regulation (GDPR) for users to whom it applies and provide corresponding rights and controls.

Right to access: you can request confirmation and a copy of personal data we hold about you.
Right to rectification: you may request correction of inaccurate or incomplete personal data.
Right to erasure: you may request deletion of your personal data where lawful grounds exist to do so.
Right to restrict processing: you can request a temporary pause on processing in certain circumstances.
Right to data portability: where applicable, you can request a machine-readable copy of your personal data for transfer to another service.
Right to object: you can object to processing based on legitimate interests, including profiling for recruitment matching, subject to legal and contractual limits.

Cookies and Similar Technologies

OelTopLead uses cookies and similar technologies to provide core functionality, remember user preferences, and gather analytics to improve the platform.

We use essential cookies required for site operation, preference cookies to remember settings, analytics cookies for usage insights, and marketing cookies only with consent to personalise outreach.

Categories include: strictly necessary, preferences, analytics, and marketing. Strictly necessary cookies are required for login and basic navigation.

You can manage cookie preferences via the cookie banner and browser settings. Blocking certain cookies may affect platform functionality and your experience.

View full cookie policy

When We Share Data

We share personal data only when necessary to provide services, comply with legal obligations, or with your consent. Third-party recipients are selected for reliability and contractual safeguards.

Employers and recruiters: profile information, CVs, and application materials you submit to apply for jobs or with your consent.
Service providers: third-party platforms and vendors providing hosting, analytics, verification, and communication services under contract.
Legal and regulatory authorities: when required to comply with legal obligations or respond to lawful requests.
Professional verification partners: for credential and background checks when you have explicitly authorised such checks.
Analytics and advertising partners: aggregated or pseudonymised data for service improvement and measurement, where permitted by law and consent.
Business transfers: in the event of a merger or acquisition, data may be transferred to the acquiring entity under continuity safeguards.

International Data Transfers

OelTopLead may transfer and store data outside Switzerland to support platform hosting, vendor services, and employer operations. Transfers are performed only with appropriate safeguards in place and where necessary to provide services.

Safeguards include standard contractual clauses, data processing agreements with service providers, and technical measures to protect data. We assess third-party partners for compliance with applicable data protection standards.

Data Retention

We retain personal data only as long as needed for the purposes described, or longer if required by law or legitimate business needs. Retention periods vary by data type and processing purpose.

Account information is retained for the duration of your membership and for a reasonable period after account closure to address recordkeeping, legal obligations, and dispute resolution.

Communications and messages platform via the platform are kept as long as necessary to support recruitment processes and any follow-up matters, subject to deletion requests and legal limits.

Security and access logs are retained for a limited period to contribute incidents, enforce policies, and maintain platform integrity, typically for a defined archival period.

When retention periods expire or you request deletion where permitted, we remove personal data from active systems and, where technically feasible, from backups within a reasonable timeframe.

Security Measures

Protecting personal data is a priority. OelTopLead implements administrative, technical, and physical safeguards to limit access and reduce the risk of unauthorized disclosure, alteration, or loss of personal data.

Encryption of data in transit using TLS and secure storage practices for sensitive information.
Access controls, multi-factor authentication options, and role-based permissions for platform administrators and vendor personnel.
Regular security assessments, logging and monitoring, incident response procedures, and staff training on data protection best practices.

Your Rights

As a user of OelTopLead, you have specific rights regarding personal data we hold about you. These rights exist to give you control over your information and to ensure transparency in how we collect, process and store data related to your career activities on our oil management platform.

Access — request a readable copy of the personal data OelTopLead holds about you.
Rectification — request corrections if any of your personal information is inaccurate or incomplete.
Erasure — request deletion of personal data where processing is no longer necessary or lawful.
Restriction — request temporary limitation on processing under certain conditions.
Data portability — request a structured, commonly used, machine-readable copy of data you provided.
Objection — object to processing based on legitimate interests, including direct marketing.
Withdraw consent — if you previously consented to processing, you may withdraw consent at any time without affecting processing made prior to withdrawal.
Lodge a complaint — if you consider processing violates data protection law, you can contact the competent supervisory authority in Switzerland.

How to exercise your data rights

To exercise any of the rights listed above, submit a request to our privacy team at the contact details below. Please include sufficient information so we can locate your records (for example: registered email address and a brief description of the request). We may ask for additional identification to verify your identity before acting on a request.

[email protected]

We aim to respond to requests within 30 calendar days of receipt. If a request is complex or numerous, we will notify you and may extend the response period by up to an additional 60 days, explaining the reason for the delay.

Marketing and communications

OelTopLead uses contact details you provide to send relevant career resources, job alerts, course offers and platform updates. Communications are tailored to your indicated preferences and professional interests in oil management. Marketing messages are intended to help you advance your career and discover opportunities aligned with your profile.

You may opt out of marketing messages at any time via the unsubscribe link contained in every email or by contacting our privacy team. Opting out will not affect transactional messages related to account operation or applications you have submitted.

Children's privacy

OelTopLead is intended for working professionals and older students pursuing careers in oil management. We do not knowingly collect personal data from children under 16. If we become aware that we have collected personal data from a child under 16 without verified parental consent, we will take steps to delete that information promptly.

Third-party links

Our platform may include links to third-party sites and services (for example: industry partners, training providers, or analytics services). OelTopLead is not responsible for the privacy practices or content of third-party sites. Review the privacy policies of any external site before sharing personal information.

Changes to this privacy notice

We review and update this privacy notice periodically to reflect changes in our services or legal obligations. Material changes will be highlighted on the OelTopLead.pro website with the effective date shown. Continued use of our services after updates indicate acceptance of the revised terms.

General Privacy Information