We at MeetingPackage respect your privacy, and we are committed to collecting, maintaining, and using your personal data responsibly.
This privacy policy applies to the processing of data for recruitment purposes. It applies to individuals who submit applications for or otherwise provide information in relation to a role at MeetingPackage either directly, via a recruitment agency or through online portals (job applicants) as well as to individuals whose personal data is collected to search for potential candidates to a role at MeetingPackage (potential candidates).
This privacy policy describes:
What personal data we collect and how we collect it
How we use such personal data and what is the legal basis for processing
How long we retain your personal data
What choices you have
To whom we share your personal data
How we protect your personal data
1. Data Controller
The data controller is the MeetingPackage entity or entities to which you have applied for a job at, or which otherwise interact with you in relation to the recruitment process. You may always contact us at:
Cocouz Ltd (“MeetingPackage”) Business ID: 2577592-9 Address: Sokerilinnantie 7 C, 02600 Espoo, Finland Email address: joonas@meetingpackage.com
2. Types of Personal Data We Process
We receive personal data and other information from you directly or from external sources during the recruitment process or when concluding an employment contract.
We typically process the following types of personal data relating to you:
basic personal data, such as name, home address, phone number and email address;
information in your job application, such as education, previous work experience, references, and other specific fields of your experience;
information you have otherwise provided to us during the recruitment process, on your CV, notes regarding your application, during the interview, or other possible information relevant to the recruitment process, such as aptitude and other test results;
eligibility and citizenship information; and
vetting information, including background and other security checks, in accordance with applicable legislation.
3. Purposes and Legal Basis for Processing
We process potential candidates’ and job applicants’ personal data for the following purposes on the following legal basis:
We process job applicants’ personal data to carry out the recruitment process and to defend possible legal claims on the basis of our legitimate interest. In addition to processing data which individuals have provided us directly, we may source potential candidates from various channels, such as LinkedIn, and process their personal data as we have a legitimate interest to tell them about interesting job opportunities at MeetingPackage. We have assessed that your interests or fundamental rights or freedoms do not override the legitimate interest described above. You may, however, object to this processing on grounds relating to your particular situation.
Based on your consent, we may collect data relating to you from third parties and other external sources, e.g. to carry out security clearance vetting if and to the extent permitted by applicable legislation or to conduct aptitude tests and other evaluations to measure work-related cognitive capacity and your suitability for a role. Based on your consent, we may also retain your personal data to be used in future recruitment processes. You will always have the right to withdraw your consent at any time. Such withdrawal does not, however, affect the lawfulness of processing based on consent before the withdrawal, and as a result we may no longer take you into consideration in the ongoing recruitment process.
In the final stages of the recruitment process, job applicants’ personal data is processed for the purposes of negotiating an employment contract.
We do not process personal data to make automated decisions which produce legal effects or would otherwise significantly affect you.
4. Data Retention
Personal data will be stored for the duration of the recruitment process in question. We may retain your personal data for longer if we have your consent to use your personal data in further recruitment processes or if the retention is necessary for legitimate reasons, such as for the defence of legal claims.
5. Your Rights as the Data Subject
In addition to having access to the information provided in this privacy policy, you have the following rights as the data subject:
Right of access, rectification and erasure: You have the right to request access to your personal data we process. At your request, we will also rectify any inaccurate or incomplete personal data relating to you. You also have the right to request your data to be erased (right to be forgotten) in accordance with applicable legislation.
Right to data portability: You have the right to receive the personal data concerning you, which you have provided to us.
Right to object and restrict processing: You have the right to object to processing we carry out based on legitimate interest on grounds relating to your particular situation, unless we have compelling legitimate interests for the processing which override those interests. You also have the right to request the restriction of the processing of your personal data, for example, in case you object to processing as described above or contest the accuracy of your personal data.
Right to withdraw consent: You may withdraw your consent at any time. Please note that withdrawing your consent does not affect the legality of the processing we have carried out prior to the withdrawal. Withdrawal of your consent may mean that we may not proceed with the recruitment process with you.
Right to lodge a complaint: You have the right to lodge a complaint with the relevant supervisory authority in case you feel that we have processed your personal data contrary to this privacy policy or the applicable legislation. Contact details of the Finnish supervisory authority can be found at www.tietosuoja.fi.
To use your rights described above, please send your request to the address shown in Section 1. Please note that we ask you to verify your identity when using your rights.
6. Disclosures and Transfers of Your Personal Data
We do not disclose your personal data to any third parties except in the situations described below:
Group companies: We may disclose your personal data to companies within the MeetingPackage group for purposes described in this privacy policy.
Authorities: We may disclose your personal data to authorities when we have a legal obligation or other legitimate interest to do so under applicable legislation.
Consent: Based on your consent, we may disclose your personal data within the limits of the specific consent you have given.
Business transactions: We may disclose your personal data in connection with a business transaction (such as a transfer of undertaking) to the other party/parties of the transaction, if and to the extent necessary.
We may transfer your personal data to third parties who are providing services to MeetingPackage. These third parties, such as IT service providers, process personal data on our behalf and under our instructions. When transferring your data to third party service providers we have ensured that those service providers are also committed to protect your privacy in accordance with applicable legislation.
In case we need to transfer your personal data outside EU/EEA, we will only transfer your data by using the transfer mechanisms permitted under applicable legislation, such as the EU Commission’s Standard Contractual Clauses or the EU – US Data Privacy Framework.
7. Data Security
We have employed necessary technical and organisational security measures to protect your personal data against unlawful or unauthorised access, disclosure, loss and other unauthorised processing.
8. Changes to This Privacy Policy
We are continuously developing our recruitment practices, which is why we may occasionally need to make changes also to this privacy policy. We will inform you about any changes we make, either personally or through our services. We suggest that you check this page periodically.
*This privacy policy was last updated 29.02.2024*