Futurice’s Recruitment Privacy Policy

This privacy policy explains how we process your data if you are applying or have applied for a job at Futurice. For other situations, like how your data is processed while visiting our career website, please see Futurice’s general privacy policy.

We are always committed to protecting your privacy as described in this privacy notice.

Who are we and how can you contact us?

Recruitment-related personal data is controlled by that Futurice group company where you apply for or which is searching for potential candidates through public profiles in LinkedIn. If you have any questions in relation to recruitment data or privacy at Futurice, you can send email to recruitment@futurice.com

What data do we process and why?

1. We collect and process your data to evaluate you as an applicant and to make recruitment-related decisions. The processing is based on Futurice’s legitimate interest - we evaluate the possibility of hiring you either to one of our open job positions, or any possible job positions if you have sent us an open application.

Most of the information we process about you, we receive directly from you, for example when you apply for a position with us or connect with us. You can always choose not to provide us with certain information. However, some personal data is necessary in order for us to process your application or provide you the information you request to get from us.

Data provided by you:

• Name
• Contact details (email, phone number)
• Your free-text message, CV, Cover Letter and other attachments, which may among other contain information on education, work experience and skills
• Profile links (GitHub, portfolio, Linkedin profile)
• Information on how you found the position or Futurice
• Any other information provided by you
• Applied position(s)
• Possible consent to use your application for other positions

Data collected by Futurice recruitment:

• Internal notes related to recruitment process
• Recommendations and evaluations by possible references you shared with us
• Source where your application was sent
• Messaging between Futurice recruitment and you

2. We may also contact you based on a recommendation by a Futurice employee or through our candidate sourcing activities. In such a case, we process your details given by the employee who has recommended you or what you have provided available in public professional networking platforms, like LinkedIn, to preliminary evaluate your fit to Futurice and to possibly contact you. Possible further processing will be based on the information given or referenced by yourself.

3. In addition to the above, we may also ask for additional information about you in the application form for statistical purposes. Such information is not connected to your candidate profile and you will not be identified from such additional information.

4. We may also process personal data (contact details) of the references you have shared with us in order to be able to reach out to them.

5. We might use AI-based tools to assist in the recruitment process, such as for assessing candidate applications based on predefined criteria relevant for the role, suggesting potentially suitable candidates for open positions, and summarizing CVs and for other similar purposes. These tools are designed to support our human recruiters to evaluate candidates more efficiently. All decisions regarding the progression of a candidate in the recruitment process are ultimately made by our personnel in the recruitment team and AI tools are used solely as supportive aids.

6. Your personal data may also be processed by us to protect and enforce our rights and interests in connection with e.g. legal claims. The personal data processed in these cases depends on the details of the matter.

For all of the above purposes your personal data will be processed normally based on Futurice’s or our group company’s legitimate interest in being able to recruit talent with the relevant competence for us, and to do that efficiently. There may be specific circumstances when the processing is only performed if and when you provide your consent to the processing. This is for example the case if we would propose to transcript an interview with you.

Who processes your data?

In addition to the Futurice group company to which you have applied, your data may be processed by other Futurice group companies. We may also use external recruitment experts and consultants in the recruitment process.

We also use the following service providers for processing recruitment data:

Is your data processed outside of the EU/EEA?

We always strive to process your personal data within the EU/EEA area. However, some of our service providers process your personal data outside of the EU/EEA. We also use suppliers whose parent company, or whose subcontractor’s parent company, is based outside the EU/EEA. In these cases, we have taken into account the risk that the personal data may be disclosed to countries outside the EU/EEA, for example because of an authority request.

In cases where another recipient of your personal data is based outside the EU/EEA, this will also mean that your personal data is transferred outside the EU/EEA.

When we, or one of our suppliers, transfer your personal data outside the EU/EEA, we will ensure that a safeguard recognized by the GDPR is used to enable the transfer. We use the following safeguards:

• A decision by the EU Commission that the country outside of the EU/EEA to which your personal data is transferred has an adequate level of protection, which corresponds to the level of protection afforded by the GDPR. In particular, we rely on the EU Commission’s adequacy decision for the US via the so-called EU-US Data Privacy Framework, and the adequacy decision for the UK.
• Entering into the EU Commission’s standard clauses with the recipient of the personal data outside the EU/EEA. This means that the recipient guarantees that the level of protection for your personal data afforded by the GDPR still applies, and that your rights are still protected.
• When your personal data is transferred outside the EU/EEA, we also implement appropriate technical and organizational safeguards, to protect the personal data in case of a disclosure. Exactly which protective measures we implement depends on what is technically feasible, and sufficiently effective, for the particular transfer.

How long do we keep your data?

Your application and interview details are stored for 12 months. We store the data

• to assess you for the specific position you have applied for,
• to consider you for future roles that might suit your profile, and
• to contact you about new possibilities at Futurice.

If we later agree to stay in touch for future positions, your data will be stored for 12 months at maximum.

What are your rights?

You can at any time ask us:

• to confirm if we process any personal data related to you and to deliver an electronic copy of such data,
• to correct any inaccurate personal data related to you,
• to erase any personal data related to you,
• to restrict us processing any personal data related to you.

You can also request that we do not contact you for future possibilities even if you want us to still keep your personal data.

You can make requests by sending email to recruitment@futurice.com

What if I want to file a complaint?

If you disagree with our decision in relation to your request or you think your rights have not been respected, you can always contact us. You can also file a complaint with your local data protection authority:

• Finland: Tietosuojavaltuutettu (Data Protection Ombudsman)
• Germany: Bundesbeauftragter für den Datenschutz und die Informationsfreiheit (Federal Commissioner for Data Protection and Freedom of Information)
• Sweden: Integritetsskyddsmyndigheten (Swedish Authority for Privacy Protection)
• UK: Information Commissioner's Office

What information is required and what if I don’t provide them?

You must always give the information marked as “required” in the application form. Required information includes name and email address. If you do not give the required information, we cannot unfortunately accept your application.