Privacy & Data Protection
Last updated: November 2025
NVA s.p. ("we," "our," or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, process, disclose, and safeguard your personal information in connection with our international workforce coordination, consulting, and administrative services. This policy applies to all clients, partners, candidates, and other individuals whose data we process in the course of our operations.
1. Data Controller Information
NVA s.p., with registered address at Trg komadanta Staneta 8, 1000 Ljubljana, Slovenia, acts as the data controller for personal data processed in connection with our services. For inquiries regarding data protection, contact privacy@nva.si or call +386 70 433 556.
2. Legal Basis and Purposes for Processing
We process personal data based on contractual necessity (to perform coordination services), legal obligations (compliance with employment, immigration, and tax regulations), legitimate interests (business operations and service delivery), and consent where applicable. Processing occurs for: coordinating international workforce processes between employers and partners; facilitating administrative procedures with authorities; ensuring compliance with applicable laws and regulations; managing communications and documentation; and maintaining records as required by law.
3. Categories of Personal Data Collected
We collect and process: identification data (names, dates of birth, national identification numbers, passport details); contact information (addresses, email addresses, phone numbers); professional information (qualifications, work history, skills, certifications); employment-related data (contracts, permits, visa documentation, work authorization); financial information (where necessary for payroll, tax, or administrative purposes); biometric data (if required for visa or permit applications); communication records (emails, correspondence, meeting notes); and documentation (educational certificates, professional licenses, health certificates, background checks).
4. Sources of Personal Data
Personal data is collected directly from you during service engagement, from employers seeking coordination services, from partner agencies and recruitment entities, from public authorities and government agencies, from third-party service providers, and from publicly available sources where legally permitted and necessary.
5. How We Use Your Data
We use personal data to: assess coordination requests and determine service feasibility; prepare, verify, and submit documentation to relevant authorities; coordinate communication between employers, partners, and authorities; manage visa and work permit applications; facilitate arrival and onboarding processes; ensure compliance with employment and immigration laws; maintain accurate records for legal and regulatory purposes; communicate service updates and respond to inquiries; and improve our services and operational efficiency.
6. Data Sharing and Disclosure
We may share personal data with: employers and their authorized representatives; partner agencies and recruitment entities; government authorities and regulatory bodies (as required by law); embassy and consulate offices; legal and professional advisors; third-party service providers (under strict confidentiality agreements); and other parties with your explicit consent. All sharing is conducted in compliance with applicable data protection laws and only to the extent necessary for service delivery.
7. International Data Transfers
Given the international nature of our services, personal data may be transferred to countries outside the European Economic Area (EEA). Such transfers occur only when necessary for service delivery and are safeguarded through appropriate legal mechanisms, including adequacy decisions, standard contractual clauses, or other approved transfer mechanisms in accordance with GDPR requirements.
8. Data Security Measures
We implement comprehensive technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. These include: encrypted data transmission and storage; access controls and authentication mechanisms; regular security assessments and updates; staff training on data protection; secure document management systems; and incident response procedures. However, no method of transmission or storage is completely secure, and absolute security cannot be guaranteed.
9. Data Retention
We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy or as required by applicable laws and regulations. Retention periods vary based on: legal requirements (employment, tax, immigration records); the duration of active service relationships; statutory limitation periods; and specific contractual obligations. Documents are typically retained for the duration of cooperation plus applicable statutory periods, which may extend to several years depending on legal requirements.
10. Your Data Protection Rights
Under GDPR and applicable data protection laws, you have the right to: access your personal data and receive a copy; request correction of inaccurate or incomplete data; request deletion of data under certain circumstances; object to processing based on legitimate interests; request restriction of processing; data portability (receive data in a structured format); withdraw consent where processing is based on consent; and lodge a complaint with the relevant supervisory authority. To exercise these rights, contact privacy@nva.si. We will respond within one month, subject to verification of your identity.
11. Cookies and Website Data
Our website may use cookies and similar technologies to enhance user experience, analyze website traffic, and improve functionality. For detailed information about our use of cookies, please refer to our website's cookie preferences or contact us for additional details.
12. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or service offerings. Material changes will be communicated through our website or direct notification where appropriate. The "Last updated" date indicates the most recent revision. Continued use of our services after changes constitutes acceptance of the updated policy.
13. Contact Information
For questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact: Email: privacy@nva.si | Phone: +386 70 433 556 | Address: NVA s.p., Trg komadanta Staneta 8, 1000 Ljubljana, Slovenia.