Data privacy notice – Job applicants

The data privacy notice applies on the processing of personal data of applicants for open positions.

Data privacy notice updated 09.09.2026

Data controllers

University of Oulu
Pentti Kaiteran katu 1, Linnanmaa
P.O. Box 8000
90014 University of Oulu
Phone +358 294 48 0000

Unit in charge of the processing

Human Resources Services
Job applicant register
Human Resources Director
Jarmo
Okkonen
hr@oulu.fi
Contact persons for more information
Job applicant register
HR Development Manager
Päivi
Rundgren
hr@oulu.fi
HR Development Manager
Tero
Vedenjuoksu
hr@oulu.fi

University Data Protection Officer:

dpo(at)oulu.fi

Purpose of processing personal data and legal basis for processing personal data

Purpose of processing personal data

The data privacy notice applies to publication of open positions, to gather information about applicants and to comparison of applicant data for the purpose of making recruitment decisions, to receive and collect of open applications, and reporting.

Personal data to be processed

Name
Family name
E-mail
Country
Phone number
Date of birth
Sex
Other such data
Data concerning education and language skills
Data concerning work experience
Data concerning skills and know-how
Data concerning research and teaching merits
Application preferences
Additional information (possible starting date, references, strengths, source of job advertisement)
Attachments

Recipients or categories of recipients of personal data

The data is accessible only by you, until you submit your application.
After submitting the application, the data is processed only by people who are involved in the recruiting process.
The register is used by Varbi -recruiting system since 1.1.2023.

Information of transfers of personal data to third countries or international organisations

Your data can be transferred in the following cases:

  • For reporting purposes related to recruiting
  • For data collection purposes carried out by the Ministry of Education and Culture
  • For evaluation by external experts – also evaluation reports can be transferred to other evaluated candidates
  • Upon request applicant names and application data, excluding data concerning private life
  • The name of the chosen applicant can be notified to other applicants

For the digital applicant feedback survey, your name, e-mail address and applied job are transferred via interface from the recruitment system Varbi to the applicant feedback survey system Realcruit (i.e. within the Grade group). The transferred data is automatically removed from Realcruit system three months after the transfer. The applicant feedback you give is anonymous.

The permanently stored recruitment documents are also transferred from the recruitment system to the university's case management system via interface.

Data can be transferred outside EU/EEA in the above mentioned cases. In case your personal data is transferred outside EU/EEA, this can take place only under the circumstances and conditions defined by EU’s General Data Protection Regulation.

Information of data storage time

The retention time for personal data of applications in recruiting system is 24 months from the time of the recruitment decision, after which the data is deleted from the system. The recruited applicant's application documents, applicant summary (applicants' names and dates of birth) and recruitment memo are stored permanently in electronic form in the university´s case management system. Recruitment documents that are permanently stored in recruitments using expert evaluations include expert statements and application documents of those applicants evaluated by the experts. Applications, which are not sent through the recruitment system but e.g. by e-mail, will be deleted no later than 24 months after the recruitment decision is made.

Data subject rights

You have the following rights as a data subject:

  • Right to access your data
  • Right to have inaccurate data corrected (make sure to keep your contact information up to date)
  • In certain situations, the right to have data erased ("right to be forgotten")
  • In certain situations, the right to restriction of processing
  • In certain situations, the right to object to processing
  • In certain situations, the right to have data transferred from one system to another if the processing is based on consent or agreement and is performed automatically.

Please note that the applicability and scope of your above-mentioned rights will be specified on a case-by-case basis in accordance with the EU General Data Protection Regulation, depending on e.g. the grounds for processing the data, and that you do not have the above-mentioned rights in all cases.

How can you exercise your rights?

If you have questions concerning your rights, you can contact the data protection officer or unit’s contact person.

If you wish to exercise your rights mentioned above, please send your request to: kirjaamo(at)oulu.fi.

You will get a reply with necessary instructions.

Right of appeal to the supervisory authority

In addition to the rights mentioned above, you have the right to file a complaint about the processing of your personal data with the Office of the Data Protection Ombudsman as the supervisory authority.

The contact details and opening hours can be found on the website of the Data Protection Ombudsman.

Automated decision-making or processing the personal data for other purposes

No

General description of the technical and organisational protection measures

The University as the Data Controller uses appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing and against damage or loss of personal data.

For applications submitted through the recruitment system, access to personal data is protected by user IDs and passwords, as well as with user roles within secure data communications and information networks. Paper records and printouts are stored in locked premises and cabinets.