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NATLINK GROUP – RECRUITMENT PRIVACY NOTICE
Last updated: 30 October 2026
At Natlink Group, we respect your privacy and are committed to protecting your personal data
throughout the recruitment process.
for a position with Natlink Group or otherwise participate in our recruitment activities.
1. Who is responsible for your personal data?
This privacy notice applies to recruitment activities within Natlink Group AB (559354-2474)
including its daughter companies, currently Natlink AB, Natlink Oy and Natlink AS.
The Natlink Group company responsible for the recruitment process is generally the controller of
your personal data. The relevant company will normally be identified in the job advertisement or
during the recruitment process.
For questions about how we process your personal data or to exercise your data protection rights,
you can contact our Data Protection Officer (DPO) at gdpr@natlink.fi.
2. Why do we process your personal data?
We process personal data to manage our recruitment activities and identify suitable candidates for
available positions.
This includes:
– Receiving, reviewing and managing job applications.
– Assessing candidates' qualifications, experience and suitability for a position.
– Communicating with applicants and arranging interviews.
– Conducting recruitment-related assessments and reference checks, where applicable.
– Making recruitment decisions and preparing employment offers.
– Maintaining appropriate recruitment records and complying with applicable legal obligations.
– Establishing, exercising or defending legal claims relating to recruitment.
- Where applicable, and with your consent, we may also retain your application for consideration for
- future job opportunities.
3. What personal data do we process?
Depending on the position and recruitment process, we may process the following categories of
personal data:
Type of Data & Examples:
3.1 Identification and contact details. Ex. Name, email address, telephone number and other relevant contact
information.
3,2 Application information. Ex. CV, cover letter, application responses and other information you provide.
3.3 Education and professional background. Ex. Qualifications, education, work experience, skills and professional
certifications
3.4 Recruitment-related information. Ex. Interview notes, assessments, test results, references and recruitment decisions.
3.5 Other information. Ex. Additional information you voluntarily provide or that is otherwise relevant and necessary for the recruitment process.
We do not generally seek to collect sensitive personal data, such as information concerning your
health, religious beliefs or other special categories of personal data. We ask that you avoid
including such information in your application unless it is relevant and necessary.
ensure that an appropriate legal basis and applicable safeguards are in place.
4. What are the legal bases for processing?
We process personal data only where we have a valid legal basis under applicable data protection
legislation.
Depending on the circumstances, we rely on the following legal bases:
– Legitimate interests
o We process personal data where necessary for our legitimate interest in managing
recruitment, evaluating candidates and selecting suitable employees. We balance
these interests against your rights and freedoms.
– Steps prior to entering into a contract
o Where applicable, we process personal data to take steps at your request before
entering into an employment contract, such as preparing an employment offer.
– Legal obligations
o We may process and retain certain personal data where necessary to comply with
applicable legal obligations.
– Consent
o Where appropriate, we may ask for your consent for specific processing activities,
such as retaining your application for consideration for future positions.
o Where processing is based on consent, you may withdraw your consent at any time.
Withdrawal does not affect the lawfulness of processing carried out before the
withdrawal.
5. Where do we obtain your personal data?
We primarily collect personal data directly from you when you submit an application, communicate
with us or participate in interviews and other recruitment activities.
Where relevant to the recruitment process, we may also obtain information from other sources,
such as recruitment agencies, professional networking platforms or references you have provided.
Any collection of personal data from third-party sources will be carried out in accordance with
applicable data protection legislation.
6. Who has access to your personal data?
Your personal data is accessible only to authorised personnel within Natlink Group who need the
information for recruitment-related purposes. This may include HR personnel, hiring managers and
other employees involved in the recruitment process.
Where necessary, we may also share your personal data with:
– Other Natlink Group companies involved in the recruitment process.
– External service providers, including providers of recruitment management systems and
other recruitment-related services, who process personal data on our behalf.
– Public authorities or other third parties, where disclosure is required by applicable law.
We use external service providers to support our recruitment activities, including managing job
applications and recruitment processes. These providers process personal data on our behalf and
in accordance with our instructions. We ensure that appropriate data processing agreements and
safeguards are in place to protect your personal data.
7. Do we transfer personal data outside the EEA?
We primarily process personal data within the European Economic Area (EEA).
In certain circumstances, our service providers or other authorised recipients may process or
access personal data from countries outside the EEA.
Where such transfers take place, we ensure that an appropriate transfer mechanism is in place in
accordance with the GDPR. Depending on the circumstances, this may include an adequacy
decision issued by the European Commission or the use of the European Commission's Standard
Contractual Clauses, together with supplementary safeguards where necessary.
8. How long do we retain your personal data?
We retain your personal data only for as long as necessary for the purposes described in this
privacy notice.
As a general rule, recruitment-related personal data is retained for six (6) months after the
recruitment decision, unless a longer retention period is required or justified under applicable law,
including for the establishment, exercise or defence of legal claims.
We may ask for your consent to retain your application for a longer period to consider you for
future job opportunities. In such cases, we will inform you of the applicable retention period when
requesting your consent.
9. How do we protect your personal data?
We use appropriate technical and organisational measures to protect personal data against
unauthorised access, disclosure, alteration, loss or destruction.
These measures include access restrictions, secure systems and internal procedures designed to
ensure that personal data is processed only by authorised individuals for legitimate purposes.
We regularly review our data protection and information security practices.
10. What are your data protection rights?
Under the GDPR, you have certain rights regarding your personal data, subject to applicable legal
conditions and exceptions.
These include:
– Right of access: You can request information about the personal data we process about
you and obtain a copy of that data.
– Right to rectification: You can request that inaccurate or incomplete personal data be
corrected.
– Right to erasure: You can request the deletion of your personal data in certain
circumstances.
– Right to restriction: You can request that we restrict the processing of your personal data
in certain circumstances.
– Right to object: You can object to processing based on our legitimate interests, subject to
applicable legal conditions.
– Right to data portability: Where applicable, you can request to receive personal data you
have provided to us in a structured, commonly used and machine-readable format.
– Right to withdraw consent: Where processing is based on consent, you can withdraw it at
any time.
To exercise your rights, please contact us at gdpr@natlink.fi.
We will respond to your request in accordance with applicable data protection legislation. We may
request additional information where necessary to verify your identity.
You also have the right to lodge a complaint with a competent data protection supervisory authority
if you believe your personal data has been processed unlawfully.
11. Changes to this privacy notice
We may update this privacy notice from time to time to reflect changes in our recruitment practices,
legal requirements or data protection procedures.