Privacy policy on the processing of personal data in recruitment
The purpose of this statement is to inform our job applicants about how we process their personal data during the recruitment process. We take our compliance with the EU General Data Protection Regulation and other applicable legislation on the processing of personal data very seriously. We also ensure that the processing is secure and that our data protection practices enable the full exercise of the rights of data subjects.
2 March 2026
Controller
MAIT Nordics, Eviden Finland Oy (1046926-7)
Hevosenkenkä 3 A 2 02600 Espoo
09 540 4840
administration@maitnordics.com
(hereinafter referred to as “we”)
Contact person
HR Business Partner
Elina Lampinen
elina.lampinen@maitnordics.com
All enquiries and requests regarding this privacy policy must be submitted in writing or in person to the
contact person named in this section.
Personal data processed, purpose of processing and legal basis
The table below lists the types of personal data we process during the recruitment process. If the
recruitment leads to an employment relationship, some of this data will also be processed on the basis of
the employment relationship.
| Personal data | Purpose of processing | Legal basis |
|---|---|---|
| Basic information such as name, date of birth, language of communication Contact details such as email address, telephone numb | Processing of job applications and communication related to the recruitment process | Our legitimate interest in processing personal data for the purpose of carrying out the recruitment process and selecting a suitable employee, as well as responding to enquiries and requests related to the recruitment process |
| Information related to the position applied for, such as information on the form and nature of the employment relationship, information on the person responsible for the recruitment process, salary expectations, information related to starting the position | Processing of job applications | Our legitimate interest in processing personal data for the purpose of carrying out the recruitment process and selecting a suitable employee, as well as responding to enquiries and requests related to the recruitment process |
| Information important for suitability and other information provided by the person about themselves and their background, such as a photograph, information related to studies and education, profession, work history (such as employers, start dates and durations of employment, nature of work tasks), language skills, other special skills, description of personal characteristics, own assessment of the suitability for the position applied for, certificates and assessments, references to portfolios, LinkedIn profiles or other sources found on the Internet, references | Processing job applications and assessing the suitability of job applicants | Our legitimate interest in processing personal data for the purpose of selecting a suitable employee Consent |
| Results of personal and suitability assessments and related information | Assessment of job applicants’ suitability | Consent |
| Information concerning the progress of the recruitment process, such as information about follow-up interviews or the discontinuation of the recruitment process | Management of the recruitment process | Our legitimate interest in processing personal data for the purpose of carrying out the recruitment process and responding to enquiries and requests related to the recruitment process |
| Any other information provided voluntarily or otherwise published for professional purposes, such as your LinkedIn profile or information we collect with your separate consent | Assessment of job applicants’ suitability | Our legitimate interest in processing personal data for the purpose of carrying out the recruitment process and selecting a suitable employee Consent |
Sources of information
We mainly obtain information from the job applicant themselves. Other sources of information are used within the limits set by law. We use a recruitment consultant Amesan Consulting Oy as a partner and a source of information for identifying potential job applicants for us. Please see Amesan Consulting Oy’s privacy policy for information on their processing of job applicant personal data https://amesan.fi/tietosuojaseloste-suorahaku/ (in Finnish). If necessary, we may obtain information from your referees based on your consent.
By participating in the recruitment process, the job applicant gives permission to collect information from their professionally published profile to the extent that the collection of information is necessary and related to job performance, taking into account the position being applied for.
Transfers, disclosures and recipients of personal data
We do not regularly disclose personal data to external parties unless we have specifically requested and obtained consent for the disclosure of data, for example, for suitability assessments. We disclose personal data in accordance with and as required by applicable law to parties that have a legal and/or contractual right to obtain data. We may also disclose data for other purposes in accordance with Finnish law.
We use subcontractors that operate in accordance with our policies when processing personal data. We have outsourced IT management to an external service provider, whose managed and secured server is used to store personal data.
We may transfer personal data outside the EU/EEA to the following countries: the United States. When personal data is processed outside the EU/EEA, we ensure that the subcontractor has committed to the EU Commission’s standard contractual clauses for the processing of personal data.
For further information on the security measures applied to transfers, please contact our representative (contact details above).
General description of technical and organisational security measures
We store job applicants’ personal data for one year after the end of the recruitment process. If the applicant becomes our employee, we store the information provided as a job applicant and related to the job application as part of the personnel profile in accordance with our privacy policy concerning employee data.
We regularly assess the necessity of retaining data in accordance with applicable legislation. We ensure personal data is relevant, current, and accurate for processing purposes, and promptly correct or delete any outdated information.
Personal data may be stored for longer than the above-mentioned retention periods if necessary for a specific reason, such as criminal investigations and related official investigations.
Job applicant rights
| Right | In what situations |
|---|---|
| Check the data stored about you | Always |
| To request the correction of incorrect or outdated information | Always |
| Request the deletion of data | When the job applicant has withdrawn their consent or one of the other conditions set out in Article 17 of the General Data Protection Regulation is met |
| Withdraw consent | When processing is based on consent |
| Object to the processing of data | When the processing is based on legitimate interest and there is a specific personal situation, or if the data is processed for direct marketing purposes |
| Request restriction of processing (e.g. for the period during which requests concerning the data are being investigated and resolved) | If the accuracy of the data is contested or any of the other conditions set out in Article 18 of the General Data Protection Regulation are met |
| Lodge a complaint about the processing of personal data with the Data Protection Ombudsman | Always |
The above requests, prohibitions and withdrawals can be made by submitting them in writing to elina.lampinen@maitnordics.com. The request must include the job applicant’s name and contact details. To ensure data protection, we may ask the job applicant to verify their identity.
We will respond to requests and enquiries from job applicants regarding the exercise of their registered rights within one month.