M-Files Privacy Notice – Recruitment Registry

Last updated: 24th of May 2018


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 use 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 collect is controlled by:
M-Files Oy
Hermia 12, Hermiankatu 1 B
33720 Tampere, Finland

What information do we collect?

The purpose of M-Files in collecting recruitment related personal data is to maintain a database of applicants who have applied to work at M-Files Corporation. Applications may be open applications or intended for a specific position. The data is necessary to communicate with you, to process your application and complete all required assessments and considerations related to recruitment by M-Files.

Job applicants’ file data is collected from job applications sent by applicants (free-form applications and application forms), school, employment, or other certificates, and any information that may be provided by applicants or referees nominated by applicants during interviews.

We collect information upon your registration as an applicant in our website. Some of the data is collected automatically, for example using cookies. When you visit our website, our servers automatically record information that your browser sends.

Some of the data may also be obtained from third parties.

When you are asked to provide personal data, you may always decline. Please note that if you choose not to provide the requested personal data, M-Files may not be able to contact you or provide you the services or information you have inquired.

The data we collect depends on the context of your interactions with M-Files, the choices you make, including your privacy settings, and the services or information you use. The data we collect can include the following:

Basic details. Name, date of birth, address, telephone, and other contact details.

CV data. Information about education and work experience, as well as language skills and any specialist skills.

Applicant’s wishes. Which position the applicant is applying for, the location, information about working time availability (e.g., full-time/part-time), and other information provided by the applicant.

Any other information provided by the applicant.

How we use the information we collect?

The processing is necessary for the purposes of the legitimate interests pursued by M-Files in order to take steps to select suitable candidates to be employed by M-Files.

We may use data we collect to communicate with you and with any referees nominated by you. We may also verify your education, education and other professional history by contacting the organizations and/or individuals you have identified.

Transfer of personal data

M-Files may use third-party service providers to maintain and operate the personal data. These parties process data at M-Files’ request for purposes relevant to the purpose of personal data. An example of such a case is commissioning an aptitude assessment. Data is not disclosed in any other way outside M-Files Group.

We may disclose personal data you provide to us with the following categories of third parties:

To public authorities. M-Files cooperates with government and law enforcement officials or private parties to enforce and comply with the law. We may disclose any information about you to government or law enforcement officials or private parties as we, in our sole discretion, believe necessary or appropriate to respond to claims, legal process (including subpoenas), to protect the property and rights of M-Files or a third party, the safety of the public or any person, to prevent or stop any illegal, unethical, or legally actionable activity, or to comply with the law.

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. M-Files 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.

International Transfers of Personal Data. Personal data may be transferred to countries outside the European Union (EU) / European Economic Area (EEA). Such transfers are conducted in accordance with the EC Data Protection Directive and the national personal data legislation implementing the directive. The model clauses approved by the European Commission form the basis for the transfer.

Your Rights

When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws.

You have the right to object to this processing if you wish. You also have the right to ask us what personal data we have on you and have incomplete, incorrect, unnecessary or outdated personal data deleted or updated by contacting M-Files.

You have the following rights with respect to the personal data we hold about you:

The right to know what data we hold about you. If you would like to know what personal data we hold about you, please contact us by using the contact information provided below at the end of this Privacy Notice. We seek to swiftly respond to your inquiry.

The right to have any incomplete, inaccurate or outdated personal data rectified or deleted. If you wish to make use of your rights stated above, or if you have additional questions regarding the correction, deletion, or updating of the personal data we hold about you, please contact us by using the contact information provided below at the end of this Privacy Notice. Please note that deletion of data may be limited or restricted by other laws and regulations.

Retention of personal data

The data is deleted 24 months after the application was submitted. Data can be deleted at any time if the job applicant so requests. If an applicant is hired and he/she works for M-Files Corporation, his/her applicant data will be retained for the duration of the employment relationship and for the required period after employment has ended on the basis of applicable law.


M-Files is committed to safeguarding the confidentiality of your personal data. We apply administrative, physical and electronic measures designed to protect your information from unauthorized access. Access to your personal data is restricted to those employees who need to know that information to provide services to you. We train our employees about the importance of confidentiality and maintaining the privacy and security of your information.

Manual material.

Manual material is scanned into the digital job applicant register and paper material is destroyed in accordance with the company’s data protection policies.

Data processed on IT systems.

The job applicant register can be accessed by M-Files’ employees involved in recruitment. The users of the application have been trained in the use of the file. M-Files Corporation is responsible for the technical protection and information security of the data saved in the file.

Contact information

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:

Petra Rosvall
Vaisalantie 2, 02130 Espoo, Finland
Tel: +358 44 978 2295
Email: [email protected]

We seek to promptly resolve any concerns you may have.

To learn more details about M-Files Corporation’s privacy policy, please visit https://www.m-files.com/en/privacy-policy.