Privacy Notice – Job Applicants and Recruitment

Updated 17 April 2026

The purpose of this notice is to give you information regarding how we process personal data of individuals who apply job for eSett.

1 Controller and Contact Details in Privacy Matters

eSett Oy / Privacy Matters
P.O. Box 530 (Läkkisepäntie 21)
00101 Helsinki
+358 10 5018500
ict@esett.com
(hereinafter “we” or “eSett”)

2 Name of register

JOB APPLICANT REGISTER

3 What is the legal basis for and purpose of the processing of personal data?

We process your personal data as a job applicant for the following purposes:

  • To manage eSett´s recruitment process
  • To screen, assess and evaluate all educational and professional information and relevant background information in a view of a potential recruitment
  • To prepare an employment contract in case of a positive evaluation and decision to hire.

The legal basis for processing data is:

  • Our legitimate interest, which is based on a job application and recruitment process
  • Your consent, which can be requested e.g. in the following situations:
    • Conducting personality and aptitude assessments
    • Executing medical tests or security clearances
    • Collecting information from references or career platforms used for recruitment such as LinkedIn.
  • The conclusion of an employment contract between eSett and selected job applicant

4 What data do we process? From where do we receive information?

We collect and process following personal data which are necessary for us to run our recruitment processes:

  • Basic information and contact details, such as name, date of birth, language, country of residence, email address, postal address, phone number.
  • Information used in evaluating suitability and competence: information related to the job application and CV such as work history, education, skills, certificates, confidential posts.
  • Information on specific experience and other requirements for the applied position such as security clearances
  • Information related proceeding of the recruitment process, e.g. information of interviews, tests, assessments and video interviews
  • Information on references
  • Other possible information you have provided us, e.g. in connection with a recruitment process or specifically published for professional purposes such as a LinkedIn profile or information we have separately collected based on your consent.

Primarily we collect personal data from you or based on your consent received from references or tests. Other information includes data related to a recruitment process. Other sources of information are used within the limits allowed by the applicable legislation.

5 To whom do we disclose data and do we transfer data outside of EU or EEA?

We may use external professional service providers in connection with personality and aptitude assessments and the recruitment process. We also use vendors which on the behalf of us process personal data e.g. recruitment data such as pre-recorded video interviews and IT management. We have ensured the protection of your data by making data processing agreements with the service providers.

We do not disclose personal data outside of EU/EEA.

6 How do we protect the data and how long do we store them?

We apply physical, technical, and administrative protection measures to protect personal data. Only those who have the right to process personal data for their work performance are authorized to use the systems containing data. We make data processing agreements with all subcontractors that process personal data in order to ensure appropriate data protection.

Personal data for open applications will be stored for 6 months from the submission of the application. Applications for specific tasks and personal data collected in the recruitment process will be stored for two years after the end of recruitment process. In case the job applicant becomes an employee of the company, his/her personal data given for the application are stored as part of the employee register according to its privacy notice.

With your consent, your personal data may also be stored for longer periods, e.g. for future recruitment processes. Personal data may also be kept for a longer period if this is necessary to fulfil a legal obligation of eSett.

7 What are your rights as a data subject?

As a data subject, you have the following rights:

Right of obtain information, access, rectification and erasure

As a data subject you are entitled to obtain information of your personal data processed by eSett. You have also a right to inspect the personal data concerning yourself, which is stored in the register, and a right to require rectification or erasure of your data.

Withdrawal of a consent

When the processing of information is subject to your consent, you may withdraw your consent at any time. Withdrawing your consent does not affect the lawfulness of processing before the withdrawal of the consent. Withdrawals can be made by requesting withdrawal from ict@esett.com.

Right to lodge a complaint with a supervisory authority

If you consider that the processing of personal data relating to you infringes the data protection regulation, you have the right to lodge a complaint with a supervisory authority. You may lodge your complaint in the EU Member State of your habitual residence, place of work or place of the alleged infringement.

Other rights

You have also right to object processing or request restricting processing to the extent required by applicable data protection law. You may also request the personal data collected based on your consent and concerning you to be transmitted to another controller in a case where the data is in machine-readable and transferable format.

8 Whom can you contact?

If you have any questions related to the personal data processing or you want to exercise your abovementioned rights, please contact ict@esett.com.

9 Updates to privacy notice

We drive to develop continuously our business and data protection tools and reserve the right to amend this privacy notice. When required by applicable laws we may contact you in order to provide information about updates or changes that have effects on you.