Accounting, Payroll, Tax & Legal since 1989

Privacy Notice for Candidates

1. Introduction

As an employer, Leinonen (“we”) aim to attract candidates and recruit employees for various positions worldwide, using direct recruitment, recruitment services and web solutions.

You are reading this privacy notice because you have either applied for an open position in Leinonen or you have been suggested to Leinonen as potential candidate.

During a recruitment process we will process personal information about you. This means that we are a “data controller” and that we are responsible for deciding how we hold and use personal information about you.  

2. Why and what grounds we collect and use your personal data

The purpose for processing your personal data is to collect and review your application in recruitment process and the ground for processing of your personal data is based on our legitimate interest to select a best fitting employee for the position and for the Leinonen.

The recruitment process includes the following steps where your personal data will be used:

  • collecting and registering applicants and the associated information
  • pre-screening candidates
  • interviewing
  • testing and assessment of your skills, qualifications and suitability for the position
  • references, background check if necessary
  • decision making
  • communication with you
  • keeping records related to our hiring processes
  • complying with legal or regulatory requirements

In specific cases your data may be used for fulfilling our statutory obligation whether locally or a group level.  

3. Personal information we collect about you

We collect and use personal information provided by you in your job application, CV, cover or motivation letter and/or related documents, or any subsequent information you have provided during the recruitment process.

In connection with recruitment we will collect and use the following categories of personal information about you (the extent provided and relevant):

  • name, gender and birth date
  • contact information – e-mail, home address, phone number, Skype address etc.
  • information of your qualification and education
  • information of your work experiences, employment history and current position
  • information relating to the evaluation your suitability for the position as well as personal qualities relevant in respect of the position
  • information received from referees you have provided to us, according to local legislation  
  • any information you have provided us during the interviews
  • test results and assessment information relating to the position

If you are applying for a position that requires, or if required by mandatory applicable law, we may also ask you to provide, or we collect and use some “special categories” of more sensitive personal information necessary due to the nature, scope and/or security requirements related to the position in question. Such information is criminal records.

In case you provided personal information that is not necessary for the recruitment (e.g. marital and family or family members’ details), we will not process this data or use it in recruitment process. Nevertheless, we will apply the same respect and security measures as for any personal data until it has been deleted.  

Please be aware that you have a responsibility to ensure that any information you send is within the bounds of the law.

If you fail to provide personal information

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully.

4. Other sources we may use to get information about you  

Additional necessary information regarding to your work history, qualification and suitability for the position may be obtained from:

  • recruitment service providers or consultants providing recruitment services, e.g. pre-screening and interviewing applicants, and handling candidates testing or assessments as a part of the recruitment process
  • reference persons whose contact details you have provided to us
  • social media designed for recruitment purposes, like LinkedIn
  • from publicly-available websites.

Also, subject to the applicable laws and your consent, information may be obtained through background checks, criminal clearances and other similar information sources deemed necessary due to the nature related to the open position in question.  

In case you provide personal information of referees, it is your obligation to inform them about providing their personal information to us. Same security conditions as for your personal data usage will apply for referees’ contact data.

5. Automated decision making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making. There will be always human intervention into automated analytics, e.g. testing of personality.

6. Sharing your personal data

Sharing with service provider

Your personal data may be disclosed to recruitment and candidate testing service providers, or consultants when we require such services. Separate list of our service providers is available here:


Recruitment Agency


Recruitment Agency – CV Online





















We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

When using the services of any third party we will ensure that the third party will provide suitable technical and organizational measures to protect the personal data as required by the applicable law.

Sharing within Leinonen  

We may share you personal data with other Leinonen office within EUare not disclosing your personal data outside of EU/EEA during recruitment process. If we need to do so we will inform you separately about the process.

We do not sell, hire out, distribute or otherwise make your personal data available to any third party other than what is set out above.

7. Data retention

After the recruitment process has ended, we retain your personal data based on our genuine needs (e.g. the chosen candidate declines the offer to join, and we decide to approach to another candidate participated in recruitment) and legislative requirements (e.g. to satisfy any claims or questions raised by candidate), in identifiable format for no longer than stated per country of our local offices:




6 months


3 months








4 weeks




12 months







The storage periods stated above are valid from the date candidate have received the unfavourable answer.  

After above stated period, we will delete your personal data and documents provided by you. However, in certain cases, e.g. for purposes of defending us against an actual or potential legal claim, or if otherwise necessary in relation to legal proceedings or defending a legal right or if the local legislation requires for a longer retention period, certain information may be retained for longer.

In case our interest is to save your data in our “Candidate bank” for future recruitments, the local Leinonen representative will contact you and request your consent to do so with provision of relevant information. This is voluntary and you have right to decline such request. However, the tests and profiling done for “Candidate bank” during the recruitment will be stored no longer than 6 months, and this applies within all our local offices.

When a candidate is chosen for the position, his/her personal information relevant for the employment relationship shall be transferred to Leinonen’s employee register or system.  

8. Your rights in connection with personal information

If you are an EU/EEA citizen or if your personal data is processed by a Leinonen entity based in the EU/EEA and in accordance with the GDPR, you have the right to receive information about what personal data we hold about you and that we are collecting and using it lawfully.

You have the right to request rectification and/or erasure of personal data, or restriction of processing or to object to processing of your personal information as well as the right to data transfer to another party.

You have the right to lodge a complaint with our Lead Supervisory Authority - Estonian Data Protection Inspectorate, or a Supervisory Authority of country our local office is established.  

To exercise your rights, you can contact with our local representative:

Bulgaria: Albena Stoyanova,  

Estonia: Kaire Rebane,

Finland: Kalle Elonen,

Hungary: Ákos Eőry,

Latvia: Lija Vitolina,

Lithuania: Milda Ugianskienė,

Norway: Asgeir Lund,

Poland: Maria Onikki-Gorski,

Sweden: Robert Cselenyi,

You can also contact the Compliance Officer at

When you make request, you must provide credentials with which it is possible to verify your identity, such as a copy of your passport, driver’s license, EU ID-card, etc.

According to Kantar Emor, Leinonen Group client relationships remained strong in 2020, reaching the top 33% among European consulting services providers.

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