This Notice was last updated 20.1.2025

Your privacy is important to us. At Aivan Innovations Oy (“Zefort” or “we”), we are committed to safeguarding the personal information you provide as part of your job application process. This Recruitment Privacy Notice outlines how we collect, process, and protect the personal data of job applicants to ensure compliance with applicable data protection laws, including the EU General Data Protection Regulation (2016/679) (GDPR).

It is of paramount importance to us that you can rely on the secure processing of your data. We encourage you to read this Notice and contact us if you have any questions.

1. Controller

Aivan Innovations Oy
Business ID: 2855757-2
Kairiskulmantie 12, 4th floor
FI-20760 Kaarina
Finland

2. Contact information

Contact Us: privacy@zefort.com
Data Privacy Officer:
Ville Laurikari, ville@zefort.com

3. The 2. Categories of Personal Data Processed

As part of our recruitment process, we may collect and process the following categories of personal data:

• Basic Information: Name, email address, phone number, postal address, and country.
• Application Data: CV, cover letter, work history, education, qualifications, certifications, references, and any additional information you choose to share during the recruitment process.
• Interview and Assessment Data: Notes, evaluations, and results from interviews, tests, or other assessments.

4. Purpose and Legal Basis for Processing

We process your personal data for the following purposes:

• Evaluating your application and suitability for the role.
• Conducting interviews and assessments.
• Communicating with you throughout the recruitment process.
• Retaining your details for future job opportunities (with your consent).

When you submit a job application, the processing of your personal data for recruitment purposes is based on your consent, which you may withdraw at any time. If we reach out to you proactively regarding a recruitment opportunity, this is done based on our legitimate interest as a company, as we believe you could be a great fit for our team.

5. Sources of Personal Data

We collect personal data directly from you during the application process. In some cases, personal data may be obtained from third parties, such as references, recruitment agencies, or publicly available sources (e.g. LinkedIn).

6. Transfers and disclosures of personal data

Your personal data may be shared with:

• Internal Personnel: Members of our HR and recruitment team, hiring managers, and relevant decision-makers.
• Service Providers: Third-party platforms or tools used for applicant tracking, scheduling, or assessments.
• Legal and Regulatory Authorities: If required to comply with applicable laws or regulations.

We do not transfer personal data outside the EU/EEA.

7. Retention of Personal Data

We retain personal data for as long as necessary for the recruitment process. If you are not selected for the role, your personal data will be deleted within twelve (12) months unless you have provided consent for us to retain your information for future opportunities.

8. Data Protection Principles

The information security of personal data and processing and confidentiality, integrity and usability are ensured with appropriate technical and administrative measures in accordance with Zefort’s information security principles.

Vast majority of Zefort’s personal data is in electronic form. In case there are physical documents containing personal data, such documentation is destroyed immediately in a secure way. The servers used by Zefort are protected by appropriate firewalls and technical security.

All databases and information systems are accessible only with individual and personal login information (username and password) granted by Zefort. The rights to access the database are restricted, so that the information can only be viewed and processed by persons who are legally admitted and required to do so.

The employees of Zefort have bound themselves to comply with professional secrecy and concealment regarding the information they receive during the processing of personal information. Privacy and security guidelines have been communicated to employees and Zefort shall strictly enforce privacy safeguards within the company. The employees of Zefort have received comprehensive training and instructions related to the appropriate processing of personal data.

If, despite all the security measures, a personal data breach including negative effects on the data subjects’ privacy takes place, we will notify the authorities as well as the data subjects concerned in accordance with the applicable legislation.

10. Rights of the Data Subject

Data subjects have the following rights regarding their personal data:

• Right to Access: You can request access to your personal data.
• Right to Rectification: You can request corrections to any inaccurate or incomplete data.
• Right to Erasure: You can request the deletion of your personal data if it is no longer necessary for the purpose it was collected, or if you withdraw your consent.
• Right to Object: You can object to the processing of your data for legitimate interests, including future job opportunities.
• Right to Data Portability: You can request that we provide your data in a structured, commonly used, and machine-readable format.

To exercise your rights or for any inquiries, please contact us at privacy@zefort.com. You may also file a complaint with the Finnish Data Protection Ombudsman (tietosuoja@om.fi) if you believe your rights have been violated.

11. Changes to This Privacy Notice

We monitor changes in data protection legislation and want to continuously improve our business. Therefore, we reserve the right to change or update this Notice as necessary.