M-Files Job Applicant Privacy Notice
Last updated: 4.10.2023
M-Files is committed to protecting and respecting your privacy. This Privacy Notice describes what personal data M-Files collects from you and how we process that data.
M-Files provides a next generation intelligent information management platform that improves business performance by helping people find and use information more effectively. M-Files unifies systems, data and content across the organization without disturbing existing systems and processes or requiring data migration.
The personal data we process is controlled by:
What is the purpose and the legal basis of processing personal data?
The purpose of processing personal data is to receive and to process job applications and to manage our recruitment processes. We process data related to the recruitment process of the people who have applied for our positions to enable contacting the applicant and for the decision making when filling in the positions.
The legal basis for processing personal data is:
- our legitimate interest, which is based on the need to process personal data for recruitment purposes and which is formed of the connection between us or
- your consent, which can be requested for example in the following situations:
- collecting personal data from references
- processing personal data in aptitude assessments
- processing personal data when executing medical tests
What personal data do we process?
We process the following personal data of job applicants:
- basic information such as first name, date of birth, language, username and/or other identifier, password;
- contact details such as private email address, private phone number, home address;
- information regarding the position in question such as information of the nature and type of the employment and information of the contact persons designated for the application process, salary request, information of the beginning of the job. More specific details appear in the job search advertisement;
- important information regarding suitability that you have provided us in connection with the recruitment process and other information of yourself, your background etc. such as a photograph, information regarding study and education, occupation, information regarding work history (such as employers, starting date and duration of employment and nature of the duties), language skills, other special skills and competence, description of personal features, different kinds of certificates and evaluations and references to the portfolios, profiles and other sources on the Internet and references and personality and aptitude assessments performed based on your consent and information regarding them;
- information regarding the proceeding of the recruitment process such as information of following interviews or the interruption of the recruitment process;
- other possible a information that you have provided us voluntarily in connection with the recruitment process or specifically published for professional purposes such as a LinkedIn profile or information we have separately collected based on your consent.
Providing your data is a requirement for us to be able to move forward in the application process.
From where do we receive personal data?
The source of information is primarily you as a job applicant. Other sources of information are used within the limits of the applicable regulations. We may use recruitment consultants if needed.
By submitting a job application you consent for us to collect information from your profile published for professional purposes to the extent that collecting data is necessary and related to job performance taking into consideration the open position.
To whom do we disclose and transfer data, and do we transfer data outside the EU or EEA?
We process data ourselves and use subcontractors working on our behalf for processing personal data (IT management, recruitment services).
By rule, we do not disclose job applicant data to external parties, unless we have requested and received your consent for the disclosure of e.g. aptitude assessments.
We may disclose personal data you provide to our subsidiaries and affiliates, or a subsequent owner, co-owner or operator of the services and their advisors in connection with a corporate merger, consolidation, restructuring, the sale of substantially all of our stock and/or assets, or in connection with bankruptcy proceedings, or other corporate reorganization. We may sell, transfer or otherwise share some or all of its assets, including your personal data, in connection with a merger, acquisition, reorganization or sale of assets or in the event of bankruptcy.
We use subcontractors for processing personal data on behalf of and for us. We have outsourced partially the processing of personal data to subcontractors for the following services:
– Financial management (incl. payroll and accounting services)
– Human resources
– IT management
We have ensured the protection of your data by making necessary contracts with the subcontractors.
We transfer personal data outside of the EU/EEA. When personal data is processed outside the EU/EEA, we make sure that the subcontractor has committed to use the EU Commission’s Standard Contractual Clauses or other adequate safeguard as prescribed by the EU General Data Protection Regulation (GDPR).
How do we protect the data and how long do we store them?
Only those of our employees, who on behalf of their work have the right to process personal data, are entitled to use the systems containing personal data. Each user has a personal username and password to the system. The data is collected into databases, that are secured with firewalls, passwords and other technical measures. The communications between the server and the user’s client are secured. The persons processing data are bound by professional secrecy. The databases and their backups are in locked premises secured by access control and can be accessed only by certain pre-designated persons.
We store personal data for only as long as it is necessary due to the purpose of use. In principle data can be used for six (6) months for job search. The data is destroyed in two (2) years, If you become our employee, we store the data you have provided as a job applicant and the information related to the recruitment process as a part of your HR profile according to our privacy notice for our employees.
We evaluate the need to store data regularly considering the applicable legislation. In addition, we take care of such reasonable measures which ensure that no incompatible, outdated or inaccurate personal data, taking into account the purpose of the processing, is stored. We correct or erase such data without delay.
What are your rights as a data subject?
You have the right of access the personal data stored concerning yourself and the right to demand rectification or erasure of the data. Insofar as the processing is based on consent, you also have the right to withdraw or change your consent. Withdrawing your consent does not affect the lawfulness of processing before the withdrawal of the consent.
You have the right to object or to demand restriction of the processing of your data and to lodge a complaint with the supervisory authority.
On grounds relating to your particular situation you also have the right to object other processing activities when the legal basis of processing is the legitimate interest. In connection with your request, you shall identify the specific situation, based on which you object to the processing. We can refuse the request of objection only on legal grounds.
Privacy disclaimer for California residents
This disclaimer supplements the information found elsewhere in this Privacy Notice and applies solely to natural persons residing in the state of California, USA. Any terms used in this section bear the same meaning as defined in the California Consumer Privacy Act of 2018.
The "personal information" we collect from you is such information that identifies you, describes you or could be linked to you. The pieces of personal information pertaining to you that we collect are found in the section titled "What personal data do we process?" of this Privacy Notice. We collect this personal information primarily from you as the job applicant, but other sources may be used when permitted under applicable laws.
Your personal information is processed by the M-Files group of companies and by subcontractors working on our behalf, for example recruitment consultants or payroll and accounting services, for the purposes of evaluating job applications and conducting interviews with applicants. We have concluded necessary agreements with our subcontractors to ensure the protection of your personal information. We will not disclose your data to any external parties without your consent.
Your personal data may be disclosed to our subsidiaries and affiliates, subsequent owner, co-owner or operator of the services and their advisors in connection with merger, consolidation, restructuring, the sale of substantially all stock and/or assets, or in connection with bankruptcy proceedings or other corporate reorganization. Your personal data may be sold, transferred or otherwise shared in connection with a merger, acquisition, reorganization or sale of assets or in the event of bankruptcy.
Under the CCPA you have certain rights in relation to your personal information and how it is processed by us.
You have the right to not receive discriminatory treatment in the exercise of your privacy rights under the CCPA.
You have the right to know what personal information related to you was collected and is maintained by us, how it is collected and how it is disclosed. You can request the disclosure of the information collected by us and of our processing of that information by submitting a request (request to know) at [email protected]. You can make such a request in free form by stating that you request to know what personal information associated with you we process. In order to comply with your request, the CCPA requires us to verify your identity. In order to do that, the following information shall be collected from you:
- your contact details;
- a copy of your identification document issued by the relevant authority…
The copy of your identification document shall be submitted through a secure document sharing service, through a link that will be communicated to you by M-Files upon the receipt of your request. Upon the verification of your identity, the copy of your identification document shall be destroyed without undue delay.
You also have the right to request deletion of your personal information that we have collected. Requests to delete information can be communicated to us at [email protected] or through physical mail at the following address:
6400 International Parkway, Suite 2500,
Plano, TX 75093,
Similarly to our compliance with requests to know what information is processed by us, we must verify your identity. Your identity when submitting requests for deletion will be verified as described above. Additionally, requests to delete may be communicated to us in free form, similarly to requests to know.
You have the right to submit requests to know and requests to delete through an authorized agent. In order to ascertain that the agent is entitled to represent you in the submission of requests, we shall request such agent to produce a power of attorney or other such written document detailing the scope of the agent's representation of you in such matters.
If you have any questions, comments or concerns regarding this Privacy Notice, your privacy as it relates to the use personal data, or the protection of the personal data we hold about you, please contact:
Vaisalantie 2, 02130 Espoo, Finland
+358 44 978 2295
We seek to promptly resolve any concerns you may have.