1. Who We Are

NIW – IT Services and Consulting, S.A. (hereinafter referred to as “NIW”), with Tax Identification Number 502055235 and registered office at Av. Vasco da Gama, No. 1410, 4430-247 Vila Nova de Gaia, is responsible for operating this website and processing its users’ personal data.

Through this website, users may:

Access information about NIW products and services;

Submit a contact request;

Submit a spontaneous job application;

Interact with a chatbot (virtual assistant).

NIW is committed to protecting the privacy and personal data of its users and operates in compliance with the General Data Protection Regulation (GDPR) and all applicable legislation.

2. Collection and Processing of Personal Data

NIW may collect and process (among others) the following personal data through this website:

Contact Form:

- Name

- Email address

- Phone number

- Company (optional)

Spontaneous Job Application:

- Name

- Email address

- Curriculum Vitae (including personal data contained therein)

- City

- Nationality

- Date of Birth

- Professional details

- Educational details

Chatbot:

- Name (when provided)

- Email or phone number (when entered)

- Content of exchanged messages

- IP address, browser type, date/time and session duration

Website Navigation Data:

- IP address

- Browser type

- Domain

- Access date and time

- Pages visited

3. Purposes of Personal Data Processing

The collected data is used for the following purposes:

- Contacting users in response to requests submitted through forms;

- Managing and reviewing spontaneous applications, including potential interview invitations or inclusion in recruitment databases;

- Enabling chatbot interactions by providing automated responses and assistance;

- Maintaining and improving the website, including security, performance and usage analysis;

- Carrying out statistical analysis and marketing activities, including targeted advertising (where applicable).

3.1. Submission of a Spontaneous Application

Data submitted through the spontaneous application form is processed exclusively for recruitment and selection purposes.

This data may be used to:

- Assess candidate profiles against existing or future opportunities;

- Contact candidates regarding recruitment processes;

- Include candidates in an internal talent database.

Legal basis: pre-contractual measures requested by the data subject.

Retention period: your data will be retained until 31 December of the third year following submission, without prejudice to longer retention where required to conclude the recruitment process and/or, in the event of hiring, according to employee data retention policies.

3.2. Chatbot (Virtual Assistant)

The chatbot available on the NIW website enables users to obtain quick and automated responses.

Conversations may be recorded for the purposes of:

- Answering questions;

- Forwarding requests to NIW teams;

- Continuous improvement of functionality and service quality;

- Abuse prevention and security.

Legal basis: pre-contractual measures requested by the data subject and NIW’s legitimate interest.

Retention period: up to 4 months after the interaction, unless legal or operational requirements justify longer retention.

4. Legal Basis for Processing

NIW only processes personal data where there is a valid legal basis, namely:

- Consent of the data subject;

- Performance of pre-contractual measures or contractual obligations;

- Compliance with legal obligations;

- NIW’s legitimate interest, provided it does not override the rights of the data subject.

5. Data Retention

NIW retains personal data only for as long as necessary to fulfil the defined purposes or for the period required by law. Once retention periods expire, data is deleted or anonymised.

6. Sharing Personal Data with Third Parties

Your data may be shared:

- With service providers supporting website management, recruitment systems or chatbot operations (under data processing agreements);

- With public authorities, where legally required;

- With group companies whenever necessary for service provision or recruitment management.

All third parties are bound by confidentiality and security obligations.

7. Rights of Data Subjects

Under GDPR, users have the following rights:

- Right of access;

- Right to rectification;

- Right to erasure (“right to be forgotten”);

- Right to restriction of processing;

- Right to data portability;

- Right to object;

- Right not to be subject to decisions based solely on automated processing.

These rights may be exercised by contacting: gestaodadospessoais@niw.pt

For matters related to data protection, users may also contact NIW’s Data Protection Officer (DPO): epd@niw.pt

8. Security Measures

NIW adopts appropriate technical and organisational measures to ensure the security and confidentiality of personal data, including encryption, access controls, backups, audits and internal training.

9. Updates to the Privacy Policy

NIW may update this Privacy Policy periodically.

Any changes will be published on this website together with the update date.

Users are encouraged to review this policy regularly. If you do not agree with future changes, you should discontinue use of the website.

Last updated: 01/08/2025

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