Privacy Policy
Last updated: 26 October 2026Controller: Irename OÜ, registry code 17630751, Harju maakond, Tallinn, Kesklinna linnaosa, Estonia. Contact: privacy@hireinestonia.eu.
1. Scope
This Privacy Policy explains how Irename OÜ (“we”, “us”) processes personal data when you visit hireinestonia.eu (the “Website”), contact us, or use our recruitment, Employer of Record, payroll and relocation services (the “Services”). We process personal data in accordance with the EU General Data Protection Regulation (GDPR) and the Estonian Personal Data Protection Act.
2. What data we collect
- Contact and enquiry data — name, work email, company, message content, when you fill in the contact form or email us.
- Candidate data — CV, employment history, education, contact details, right‑to‑work and permit documents, interview notes, when you apply or are referred for a role.
- Client and employee data — identification, contract, payroll, tax and bank details necessary to provide EOR, payroll and relocation Services.
- Technical data — IP address, browser type, device, pages visited and cookie identifiers (see our Cookie Policy).
3. Purposes and legal bases
| Purpose | Legal basis (GDPR Art. 6) |
|---|---|
| Responding to enquiries and preparing offers | Pre‑contractual steps (6(1)(b)); legitimate interest (6(1)(f)) |
| Recruitment and candidate matching | Consent (6(1)(a)); pre‑contractual steps (6(1)(b)) |
| Employment, payroll, tax and permit administration | Contract (6(1)(b)); legal obligation (6(1)(c)) |
| Website operation and security | Legitimate interest (6(1)(f)) |
| Analytics and marketing cookies | Consent (6(1)(a)) |
| Accounting and record keeping | Legal obligation (6(1)(c)) |
4. Sharing of data
We share personal data only where necessary: with client companies (for candidates you agree to be presented to), Estonian authorities (Tax and Customs Board, Police and Border Guard Board, Employment Register), payroll and accounting providers, IT and hosting providers, and professional advisers. All processors are bound by data processing agreements. We do not sell personal data.
5. International transfers
Data is stored and processed within the European Union / EEA. Where a transfer outside the EEA is unavoidable, we rely on European Commission adequacy decisions or Standard Contractual Clauses.
6. Retention
- Enquiries: up to 24 months after last contact.
- Candidate data: 12 months after the recruitment process ends, or longer with your consent.
- Employment, payroll and accounting records: 7 years as required by the Estonian Accounting Act.
- Cookie consent record: 12 months.
7. Your rights
You have the right to access, rectify and erase your data, restrict or object to processing, data portability, and to withdraw consent at any time without affecting prior processing. To exercise these rights contact privacy@hireinestonia.eu. You may also lodge a complaint with the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon, www.aki.ee).
8. Security
We apply appropriate technical and organisational measures, including encrypted transmission (TLS), access controls, and digital signatures via Estonian national e‑ID infrastructure.
9. Changes
We may update this Policy from time to time. The current version is always published on this page with the date of the last update.