Privacy policy for candidates and career site visitors
Date of publication: 28 October 2026
Intelligent Employment Oy ("Intelligent Employment", "we", "us") is a Finnish recruitment company operating throughout Europe. We manage our employer branding and recruitment through our career site (the "Career Site") and a related applicant tracking system provided by Teamtailor. We recruit for our own team and on behalf of our clients, so a vacancy may be with us or with one of our clients.
In this privacy policy, we explain how we process your personal data if:
You visit our Career Site (you being a "Visitor")
You connect with us via our Career Site, to create a profile with us and receive information about current or future vacancies (you being a "Connecting Candidate")
You apply for a position via our Career Site or a third party service (you being an "Applying Candidate")
We collect information about you from other parties, sites and services, because we believe your profile is of interest for current or future vacancies (you being a "Sourced Candidate")
We receive information about you from our employees or partners, because they believe your profile is of interest for current or future vacancies (you being a "Referred Candidate")
We receive information about you from a Candidate who lists you as their reference (you being a "Reference")
This privacy policy also explains how we use artificial intelligence (AI) in our recruitment process (Section 7), what rights you have when we process your personal data, and how you can exercise these rights.
When we use the term "Candidate" in this privacy policy, we mean each of Connecting Candidates, Applying Candidates, Sourced Candidates and Referred Candidates, unless stated otherwise.
1. About processing of personal data
Personal data is all information that can be directly or indirectly linked to a living, physical person. Examples of personal data are name, email address, telephone number and IP address. Processing of personal data is any automated use of personal data, such as collecting, creating, analysing, sharing and deleting it.
There are laws and regulations on how companies may process personal data, so-called data protection laws. Different data protection laws apply to different types of use of personal data, and in different parts of the world. An example of a data protection law that is relevant for our use of your personal data, as described in this privacy policy, is the EU General Data Protection Regulation (2016/679, "GDPR"). The EU Artificial Intelligence Act (2024/1689, "AI Act") also sets rules for AI systems used in recruitment.
Most obligations under the GDPR apply to the so-called data controller. A data controller is the entity that decides for which purposes personal data will be processed, and how the processing will be carried out. The data controller can use a so-called data processor. A data processor is an entity that may only process personal data as instructed by the data controller, and may not use the personal data for its own purposes.
Intelligent Employment Oy is the data controller when we process your personal data as described in this privacy policy.
2. What personal data do we process?
All individuals
Device information. If you visit our Career Site, we collect information about your device, such as IP address, browser type and version, session behaviour, traffic source, screen resolution, preferred language, geographic location, operating system and device settings and usage.
Technical and statistical data. If you visit our Career Site, we collect technical and statistical data about your use of the site, such as which URLs you visit and your activity on the site.
Communications data. We collect and store your communication with us, including the information you provide in it. This may include the content of emails, video recordings, messages on social media, the information you add to your account with us, and surveys.
Contact details. Such as your name, email address, telephone number and physical address.
Candidates
Data from interviews, assessments and other information from the recruitment process. Such as notes from interviews with you, assessments and tests, and salary requirements.
Information in your application. Such as your CV, cover letter, work samples, references, letters of recommendation and education.
Information in your public profile. Information we collect about you from public sources related to your professional experience, such as LinkedIn or the website of your current employer.
Information provided by references. Information we receive from our employees or partners who refer you to us, or from the people you list as your references.
AI-generated outputs. Such as a summary of your CV, a screening result showing how your application compares with the criteria for a role, and, if you agree to an interview being recorded, a transcript or summary of that interview. See Section 7.
Please do not include sensitive information in your application, such as details about your health, religion, ethnic origin, political opinions or sexual orientation, unless it is relevant to the role. If such information is included, we do not use it to assess you.
3. Where do we receive your personal data from?
All individuals
From the Career Site. If you visit our Career Site, we collect technical and statistical information about how you use it, and information from your device.
Directly from you. Most of the information we process about you, we receive directly from you, for example when you apply for a position or connect with us. You can always choose not to provide certain information. However, some personal data is necessary for us to process your application or to give you the information you ask for.
References
Candidates
From public sources. We may collect personal data about you from public sources, such as LinkedIn or the website of your current employer.
From people who refer you. We may receive information about you from our employees or partners (such as recruitment service providers) when they believe your profile is of interest for current or future vacancies.
From your references. If you give us references, we may collect information about you from them.
Data we create ourselves or together with you. Information about your application and profile is usually created by us, or by us together with you, during the recruitment process. This includes notes from interviews, assessments and tests, and outputs from the AI features described in Section 7.
4. For what purposes do we process your personal data?
Protect and enforce our rights, interests and the interests of others, for example in connection with legal claims.
Affected individuals: The individuals affected by the legal issue. This may include people from all categories of individuals listed above.
Categories of personal data used: All the categories of personal data listed above may be used for this purpose.
Share your personal data with other recipients, for the purposes described in Section 5.
Affected individuals: Varies depending on the purpose of the sharing, see Section 5.
Categories of personal data used: All the categories of personal data listed above may be used for this purpose.
Collect information about your use of the Career Site using cookies and other tracking technologies, as described in our Cookie Policy.
Maintain, develop, test and otherwise ensure the security of the Career Site.
Analyse how the Career Site and its content are used and perform, to get statistics and to improve operational performance.
Provide you with updates about vacancies.
Review profiles and applications sent to us, including communicating with you about your application and profile.
Use AI features to support our review of applications and profiles, as described in Section 7.
Affected individuals: Candidates.
Categories of personal data used: Information in your application; Information in your public profile; Data from interviews, assessments and other information from the recruitment process; AI-generated outputs.
Collect and evaluate your professional profile on our own initiative, including communicating with you about your profile.
Present your profile to a client for a specific vacancy.
Affected individuals: Candidates.
Categories of personal data used: Contact details; Information in your application; Information in your public profile; Data from interviews, assessments and other information from the recruitment process; Information provided by references.
Contact you directly about specific future vacancies.
Record interviews with you, with your consent.
Contact you to ask for your participation in surveys.
Contact you to ask you to provide information about a Candidate, and evaluate the information you provide.
5. Whom do we share your personal data with?
Our clients. When we recruit on behalf of a client, we share your profile and application with that client for the specific vacancy. We discuss the role with you before we present you.
Our service providers. We share your personal data with suppliers who provide services and functionality in our employer branding and recruitment process. This includes recruitment service providers and Teamtailor, the supplier of our Career Site and applicant tracking system. Teamtailor uses OpenAI to provide its AI features and AssemblyAI to transcribe recorded interviews. OpenAI processes this data only to provide the features and does not use it to train its models.
Companies providing cookies on the Career Site. If you consent to it, cookies are set by companies other than us, who will use the data collected by these cookies in accordance with their own privacy policies. You can find information about which cookies this applies to in our Cookie Policy.
Authorities and other public actors, when we are ordered to do so. We share your personal data with authorities and other public actors when we have a legal obligation to do so.
Parties involved in legal proceedings. If needed to protect or defend our rights, we share your personal data with public authorities or with other parties involved in a potential or existing legal proceeding, for example in the case of discrimination claims.
Mergers and acquisitions. In connection with a potential merger, sale of company assets, financing, or acquisition of all or part of our business by another company, we may share your personal data with other parties involved in the process.
6. On what legal bases do we process your personal data?
To be able to process your personal data, we need a so-called legal basis. A legal basis is a reason for processing personal data that is justified under the GDPR.
When we process your personal data for the purposes described in this privacy policy, the legal basis we rely on is normally that the processing is necessary for our legitimate interest in recruiting talent with the relevant competence for us and for our clients. We have concluded that we have a legitimate interest in performing the personal data processing for this purpose, that the processing is necessary to achieve that purpose, and that our interest outweighs your right not to have your data processed for this purpose.
We also rely on our legitimate interest when we use the AI features described in Section 7, because they help us review applications consistently and respond to Candidates faster. In weighing this interest against your rights, we have taken into account that a person reviews every AI output, that AI never makes a decision about you on its own, and that you can ask for your application to be assessed without the AI output.
You can contact us for more information about how these assessments were made. See Sections 10 and 11 for our contact information.
In some specific circumstances, we only carry out the processing if and when you give your consent. This is the case, for example, if we propose to record an interview with you. If you agree, AI may also transcribe and summarise the recording. See Section 10 for your right to withdraw your consent.
7. How we use artificial intelligence in recruitment
We use AI features in Teamtailor, our applicant tracking system, to support our recruiters. These features are known as Teamtailor Co-pilot and run on GPT models from OpenAI. AI helps us work faster and more consistently, and a person always makes the decisions.
What the AI features do
Ask Co-pilot. Lets our recruiters ask questions about your application, profile, evaluations and interview notes, with answers drawn from information we already hold about you.
Candidate screening. Compares your application, CV and cover letter with the criteria we set for a role, and gives our recruiters an initial evaluation.
CV summaries and timelines. Creates a short summary of your CV when you apply, and a timeline of your work and education history.
CV parsing. Extracts details from your CV, such as contact information, work history, education and skills, into your profile. It also checks CVs for hidden text written to influence AI tools, and adds a note to your profile if any is found.
Candidate suggestions. Suggests people in our talent pool for new vacancies. This only includes Candidates who have agreed to be contacted about future jobs.
Interview kit answers. Uses a transcript of a recorded interview to fill in our interview notes, only if you have agreed to the interview being recorded.
Drafting support. Helps our recruiters draft messages to you, including rejection emails, which a recruiter reviews before sending.
Human oversight
AI outputs are recommendations to our recruiters. A member of our recruitment team reviews them, makes every decision about whether to progress, shortlist, present or reject a Candidate, and can override the AI at any time. We do not make decisions about you based solely on automated processing, including profiling, as described in Article 22 of the GDPR.
Our role under the AI Act
AI systems used to analyse and filter applications or to evaluate candidates are classified as high-risk under the AI Act. Teamtailor is the provider of these features and Intelligent Employment is the deployer. The AI Act's specific requirements for these systems apply from 2 December 2027. We are responsible for how we use the features: our recruiters review AI outputs critically and remain responsible for every decision, and we are putting in place the training, monitoring and record keeping the AI Act requires.
What we never use AI for
We do not use AI to recognise emotions (including in video interviews), to analyse your facial expressions or tone of voice, or to infer sensitive characteristics such as ethnic origin, religion, political opinions, health or sexual orientation.
How your data is protected
Teamtailor processes our data in its EU region. OpenAI processes Co-pilot data within the EEA and Switzerland under a data processing agreement, and does not use it to train its models.
How we tell you about AI
We tell you that we use AI when you apply or connect with us, in the permission text you confirm on the form. If we add you to our system ourselves, we tell you in the email asking for your permission to keep your details.
How we guard against bias
Our recruiters set screening criteria based only on the skills, experience and qualifications a role requires. The AI models are pre-trained by OpenAI, and neither we nor Teamtailor train them on your data. Teamtailor assesses its AI features under its Responsible AI Principles and an ISO/IEC 42001 certified AI management system, and its tools flag potentially discriminatory application questions. Our recruiters review every AI output and correct any result they believe is wrong or unfair.
Your choices
You can ask for your application to be assessed without AI, either by answering No to the AI question on the application form, or by emailing info@intelligentemployment.com and naming the role you applied for. A recruiter will then review your application manually without relying on the AI output. Making this request will not count against you.
You can ask for an explanation. If we make a decision about you with the help of an AI feature, you can ask us to explain the role the AI played and the main reasons for the decision. If you disagree with a decision, tell us and a recruiter will look at it again.
You can object to AI-assisted processing at any time, as described in Section 10.
8. When do we transfer your personal data outside the EU/EEA, and how do we protect it?
We always aim to process your personal data within the EU/EEA.
However, some of our service providers process your personal data outside 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 a request from an authority.
Where another recipient of your personal data (as described in Section 5), such as a client, 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 ensure that a safeguard recognised by the GDPR is used to enable the transfer. We use the following safeguards:
A decision by the European Commission that the country outside the EU/EEA to which your personal data is transferred has an adequate level of protection, corresponding to the level of protection given by the GDPR. In particular, we rely on the European Commission's adequacy decision for the US through the EU-US Data Privacy Framework, and the adequacy decision for the UK.
The European Commission's standard contractual clauses, agreed 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 given 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 organisational 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.
If you want more information about the cases in which your personal data is transferred outside the EU/EEA, you can contact us using the contact details in Sections 10 and 11.
9. For how long do we keep your personal data?
All individuals
If we process your personal data to protect and enforce our rights, we keep your personal data until the relevant legal issue has been fully and finally resolved.
Visitors
We keep your personal data for one (1) year for security purposes. The retention periods for cookies are set out in our Cookie Policy. We keep your personal data to analyse the performance of the Career Site for as long as we keep personal data about you for other purposes.
Candidates
If you are a Connecting Candidate only, we keep your personal data for as long as you remain connected with us and your permission is valid.
If you apply for a vacancy, we keep your application for as long as the recruitment process is open.
If you are not successful, we keep your application and profile so we can consider you for future roles, for as long as your permission for us to store your data is valid. Before it expires, we ask you to renew it. If you do not renew it, or if we add you to our system ourselves and you do not give us permission, we delete your data 12 months later. You can ask us to delete your data at any time.
AI-generated outputs are deleted together with your application, unless we delete them earlier, for example at your request. If you ask us to delete your data, we do so within two weeks, unless we must keep it for a legal reason, and email you to confirm.
If you are hired, by us or by one of our clients, we keep a record of the hire. If you are employed by us, we will keep your personal data during your employment for purposes other than those stated above, which you will be informed of.
References
We keep your personal data for as long as we keep the personal data of the Candidate for whom you acted as a reference.
10. What rights do you have, and how can you exercise them?
In this section, you will find information about the rights you have when we process your personal data. Some of the rights only apply when we process your personal data under a particular legal basis.
If you want to exercise any of the rights listed here, we suggest that you:
Visit the Data & Privacy page on our Career Site, where we offer features to let you exercise your rights;
Log in to your account with us and use the settings in your account; or
Contact us directly at info@intelligentemployment.com.
Right to be informed. You have the right to be informed about how we process your personal data. You also have the right to be informed if we plan to process your personal data for any purpose other than the one for which it was originally collected. We give you this information through this privacy policy, through updates on our Career Site (see Section 12), and by answering any questions you may have.
Right to access your personal data. You have the right to know whether we process personal data about you, and to receive a copy of the data we process about you. With the copy, you will also receive information about how we process your personal data.
Right to data portability. You can request a copy of the personal data relating to you that we process for the performance of a contract with you, or based on your consent, in a structured, commonly used, machine-readable format. This allows you to use the data elsewhere, for example by transferring it to another recipient. Where technically feasible, you also have the right to ask us to transfer your data directly to another recipient.
Right to have your personal data deleted ("right to be forgotten"). In some cases, you have the right to have us delete personal data about you. This is the case, for example, if we no longer need the data for the purpose for which we collected it, if you withdraw your consent, or if you have objected to the processing and there are no overriding legitimate grounds for it.
Right to object to our processing of your personal data. You have the right to object to processing of your personal data that is based on our legitimate interest, with reference to your personal circumstances. This includes our use of the AI features described in Section 7.
Rights related to AI and automated decisions. You have the right not to be subject to a decision based solely on automated processing, including profiling, that produces legal effects concerning you or similarly significantly affects you. We do not make such decisions. Where the AI Act gives you the right, you can also receive a clear and meaningful explanation of the role AI played in a decision about you and the main elements of that decision. Where it does not, we are still happy to explain how AI contributed to the assessment of your application. You can also ask for your application to be assessed without the AI output (see Section 7).
Right to restrict processing. If you believe that the personal data we process about you is inaccurate, that our processing is unlawful, or that we do not need the information for a specific purpose, you have the right to ask us to restrict the processing of that personal data. If you object to our processing, you can also ask us to restrict processing of that personal data while we assess your request. While processing is restricted, we will only process the data (apart from storing it) with your consent, for the establishment, exercise or defence of legal claims, to protect the rights of another natural or legal person, or for reasons of important public interest.
Right to rectification. You have the right to ask us to correct inaccurate information about you, and to complete information about you that you consider incomplete.
Right to withdraw your consent. When we process your personal data based on your consent, you have the right to withdraw that consent at any time. If you do, we will stop processing your data for the purposes you have withdrawn your consent for. This does not affect the lawfulness of processing carried out before you withdrew your consent.
Right to raise a complaint. If you have complaints about our processing of your personal data, you can raise a complaint with the data protection authority in Finland, the Office of the Data Protection Ombudsman (tietosuoja.fi). You can also lodge a complaint with your national data protection authority; the European Data Protection Board lists them on its members page. If you are based in the UK, you can lodge a complaint with the Information Commissioner's Office. You can also report concerns about an AI system to the national market surveillance authority under the AI Act.
If you want to get in touch with us to exercise your rights, or if you have any questions, comments or concerns about how we handle your personal data, please email info@intelligentemployment.com.
Intelligent Employment Oy, Helsinki, Finland.
12. Updates to this privacy policy
We update this privacy policy when necessary, for example because we start processing your personal data in a new way, because we want to make the information even clearer to you, or because it is necessary to comply with applicable data protection laws.
We encourage you to check this page regularly for any changes. You can always check the top of this page to see when this privacy policy was last updated. We last updated it on 28 October 2026 to explain how we use AI in our recruitment process.
