Transparency
Firemind Candidate Privacy Notice
Ensuring your privacy is maintained
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This notice applies specifically to personal information collected as part of our hiring activities – including when you apply for a job through our careers page, interact with our recruitment team, or are referred to us as a candidate.
Please read this Candidate Privacy Notice carefully to understand how your data is handled. For general data processing practices unrelated to recruitment, please refer to our full Privacy Policy.
If you have any questions about your data during the hiring process, you can contact us via the details provided in the “Contact” section of our website.
1. Controller
Company: Firemind Group Oy
Address: Kalevankatu 4 A 20, 00100
Helsinki, Finland
Email: tuuli.niininen@firemind.com
(“we” or “Firemind”)
2. Contact Person for Register Matters
Name: Tuuli Niininen, HR Manager
Address: [Same as above]
Email: tuuli.niininen@firemind.com
3. Name of the Register
4. Purpose and Legal Basis for Processing Personal Data
We process personal data to manage and facilitate our recruitment processes – including receiving and reviewing applications, conducting interviews and assessments, communicating with candidates, and finalizing hiring decisions.
The legal bases for processing your data are:
- Legitimate interest – to evaluate candidates, manage recruitment, and communicate with applicants.
- Consent, for example:
- Contacting references;
- Conducting personality or aptitude assessments;
- Performing background or medical checks where applicable.
- Contract – to prepare or negotiate an employment contract at the final stages of recruitment.
- Legal obligation – if legislation requires retention or disclosure of certain data.
Background Checks
For specific roles (e.g., those requiring legal clearance or high trust), we may conduct background checks such as reference verification or security clearances. These are only performed when permitted by law and based on your consent or our legitimate interest.
5. What Data Do We Process?
We may process the following categories of personal data:
- Basic information (name, contact details)
- Application-related information (role applied for, salary expectation, availability)
- Education, work history, skills, certifications
- Publicly available professional profiles (e.g., LinkedIn, GitHub)
- Assessment results, interview notes, references (if applicable)
- Work eligibility documentation (such as proof of right to work, work permits, or visa status), if necessary for certain roles or to finalize employment
- Other voluntarily provided information (e.g., video introductions, cover letters, references, portfolios).
Providing your personal data is necessary to process your application.
6. Where We Get the Data
We primarily collect data directly from you. We may also receive data from:
- Publicly available professional platforms
- Recruitment partners or consultants (with your permission)
- References and assessments (with your consent)
7. Disclosures and Transfers of Data
We may share your personal data:
- Internally at Firemind with recruitment stakeholders
- With selected third-party processors (e.g., ATS providers, assessment platforms, external recruiters)
- With Firemind group companies, if necessary for recruitment
We may transfer personal data outside the EEA, and the United Kingdom, in compliance with applicable data protection laws. In such cases, we ensure appropriate safeguards (e.g., EU Standard Contractual Clauses or equivalent legal mechanisms).
8. Automated Processing and Profiling
We may use digital tools (e.g., resume parsers or ATS platforms) to support recruitment, but we do not make automated decisions that have legal or similarly significant effects on you.
If we ever implement such systems, you will be informed and offered the right to request human intervention.
9. Open Applications
10. Data Security and Retention
We protect your personal data with appropriate technical and organizational measures, including:
- Access controls, secure infrastructure, and encryption
- Confidentiality obligations for personnel
- Secure physical and digital storage environments
Data Retention
- By default, your data is stored for up to one (1) year after the recruitment process ends.
- If required by law, we may retain certain data longer (e.g., for regulatory compliance).
- With your explicit consent, we may store your data in our talent pool for up to ten (10) years, renewing your consent every two years. If you do not renew, your data will be deleted without undue delay.
If you are hired, relevant applicant data will be transferred to your employee file and processed under our employee data protection policy.
11. Your Rights
As a data subject, you have the right to:
- Access the data we hold about you
- Rectify inaccurate or incomplete data
- Erase data (right to be forgotten), subject to legal exceptions
- Restrict processing in certain circumstances
- Object to processing based on our legitimate interest
- Withdraw your consent at any time (affects future processing)
- Data portability, where applicable
To exercise your rights, contact the person listed in section 2. We may ask you to verify your identity to protect your data.
You also have the right to file a complaint with the Finnish Data Protection Authority or your local supervisory authority.
12. Updates to This Privacy Notice
We may update this notice due to changes in law, our operations, or recruitment tools. If the changes are material, we will inform you directly or via our recruitment platform. We encourage you to review this notice periodically.
