Job Applicants' Privacy Notice

1. Data Controller and Contact Information

The data controller responsible for the processing of personal data covered by this Privacy Notice is:

Inkron Oy
Olarinluoma 9
02200 Espoo, Finland
Business ID: 2546704-5
Phone: +358 10 581 2650
Data protection inquiries: privacy@inkron.com

2. Purpose of Processing Personal Data

Inkron processes job applicants’ personal data for the purposes of managing recruitment processes, receiving and evaluating job applications, communicating with applicants, and making recruitment decisions.

3. Categories of Personal Data Processed

The personal data processed may include:

Name and contact details
Education, work experience, and professional qualifications
CV, cover letter, and other documents submitted by the applicant
Other information provided by the applicant that is relevant to the recruitment process
Assessment and interview information collected during the recruitment process

Personal data is primarily collected directly from applicants through applications submitted via the Surveypal service and through communication during the recruitment process. Additional information may also be collected during interviews and potential suitability assessments.

If personal data is obtained from other sources, the applicable legal requirements regarding consent and the provision of information will be followed.

4. Legal Basis for Processing Personal Data

Personal data is processed for the purpose of carrying out the recruitment process and taking steps at the applicant’s request prior to entering into a potential employment contract.

Following the completion of the recruitment process, necessary personal data may be retained on the basis of Inkron’s legitimate interests for the establishment, exercise, or defence of potential legal claims.

The retention and use of applicants’ personal data for potential future recruitment opportunities is based on the applicant’s separate and voluntary consent.

5. Processing of Personal Data in the Surveypal Service

Inkron uses the Surveypal service to receive, process, and store job applications.

Access to applications and the personal data they contain is restricted to Inkron personnel who are directly involved in the recruitment process for the relevant position and whose duties require access to such information.

Surveypal acts as a data processor on behalf of Inkron.

6. Retention of Personal Data

Job applicants’ personal data is retained for the duration of the recruitment process and for a maximum of two (2) years following the recruitment decision, to the extent that retention is necessary for the establishment, exercise, or defence of potential legal claims.

With the applicant’s separate and voluntary consent, the application and related personal data may also be retained for potential future recruitment opportunities for a maximum of 12 months after the recruitment process has ended.

Applicants may withdraw their consent for future recruitment purposes or request the deletion of their personal data at any time by contacting privacy@inkron.com

Personal data will be deleted without undue delay upon request, unless there is another lawful basis for its continued retention. Personal data will be deleted or anonymised no later than the expiry of the applicable retention period, unless longer retention is justified, for example, due to ongoing legal claims.

7. Disclosure and Transfers of Personal Data

Job applicants’ personal data is processed only by Inkron personnel involved in the relevant recruitment process and by Surveypal, which acts as a service provider on behalf of Inkron.

Personal data will not be disclosed to other external parties unless required by law or otherwise permitted on a lawful basis.

8. Protection of Personal Data

Personal data is protected through appropriate technical and organisational measures. Access rights are restricted to individuals whose duties require the processing of the relevant personal data.

9. Rights of Job Applicants

Under applicable data protection legislation, job applicants have the right to:

Receive information about the processing of their personal data and request access to their personal data

Request the correction of inaccurate or incomplete personal data
Request the deletion of their personal data or restriction of its processing, subject to the conditions set out by law
Object to the processing of personal data based on legitimate interests on grounds relating to their particular situation
Withdraw their consent for future recruitment purposes at any time
Receive the personal data they have provided in a portable format where the conditions set out in the GDPR are met

Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

The applicability of data subject rights depends on the legal basis for processing and other applicable legal requirements.

Applicants also have the right to lodge a complaint with the Office of the Data Protection Ombudsman in Finland.

Requests concerning personal data and data protection rights may be sent to privacy@inkron.com

10. Requirement to Provide Personal Data

The information marked as mandatory in the job application is necessary for processing the application and participating in the recruitment process.

Providing other personal data is voluntary. Failure to provide mandatory information may prevent the application from being processed.

11. Automated Decision-Making

Inkron does not use solely automated decision-making, including profiling, in the processing of job applicants’ personal data where such decisions would produce legal effects concerning the applicant or similarly significantly affect them.

Recruitment decisions are made by human personnel.

12. Changes to This Privacy Notice

Inkron may update this Privacy Notice if changes occur in the processing of personal data, the systems used, or applicable legislation.