Privacy notice for the Recruitments and Assessments Common Data File


Privacy Policy

Updated 27.1.2022

1 Controller

With regard to the data file, MPS Enterprises acts as joint controller with their recruitment (incl. executive searches) and assessment customer. The parties have agreed on their responsibilities by means of an agreement in accordance with Article 26 of the Data Protection Regulation.

MPS Enterprises Ltd
Business ID: 0201148-3
Keilaranta 17 C, 02150 Espoo
+358 (0)20 7469 400

2 Matters concerning the data file

Please contact us at .

3 Name of the data file

Recruitments and Assessments Common Data File of MPS and its customer.

4 Purpose of processing personal data and storage of personal data

The purpose of processing the personal data in the data file is to perform recruitment (incl. executive searches) and assessments commissioned by the customers of MPS.

In recruitment, the basis for processing the data is the agreement, and in assessments, the consent of the participant. In the initial phase of an executive search, the candidate data is processed on the basis of a legitimate interest. Executive search companies consider that, due to the nature of their business operations, they have a legitimate interest to process personal data based on the meaningful and appropriate relationship between candidates and executive search companies. The use of a legitimate interest has been assessed using a balancing test.

MPS stores the recruitment and assessment information for two years after submitting the application, receiving the executive search information or assessment. The storage period is based on the statute of limitations. After the storage period, the data will be deleted or anonymised for research purposes.

MPS monitors the functionality of their assessment methods and the success of their assessments by conducting follow-up studies and developing their tools. When used for methodological development and research purposes, data are treated anonymously so that an individual respondent cannot be identified.

The applicant's information may be used in other recruitments within the MPS client company where the position the applicant originally applied for is located for a period of six months from the submission of the application. If the applicant wishes to also make their information available to searches commissioned by other customers of MPS, the information is added to the applicant data file of MPS. Without this permission, the data will not be used for other purposes.

The information of the candidates selected through recruitment or evaluation are transferred to the data file of the customer of MPS.

5 Data content of the file

The data subjects are persons participating in recruitment and assessments carried out on behalf of a customer of MPS. The data stored varies according to the service. The data file may contain personal data as per the following groupings:

  • contact information (name, telephone number, e-mail, address)
  • other basic personal data, such as date of birth and gender
  • photo
  • information related to employment history and educational background
  • information and wishes related to employment and career development
  • documentation saved or supplied by the data subject, such as CVs and applications
  • data generated in personality tests and other evaluation methods, as well as assessment reports
  • recorded answers to questions in video interviews

6 Data sources of the file

The data in the file is obtained from the data subject or another controller (customer). In executive searches, candidates may be sought using various public sources. These include public websites as well as databases and services protected with access rights that contain data on candidates, companies and industries.

7 Transfer and disclosure of data

The parties to the common common data file shall transfer information to each other for the purposes of recruitment or assessent in accordance with the service agreement. When necessary, MPS will transfer contact details (name, e-mail) to suppliers of personality and competency tests potentially used in connection with recruitment. As subcontractors of MPS, the suppliers act as processors of the personal data.

The data is not disclosed to outsiders or used for other purposes without the consent of the data subject unless the disclosure of data is based on statutory obligations or government regulations.

The processing of personal data mainly takes place within the European Economic Area. Some of our partners may process data outside the EU. All of our service providers are committed to complying with the requirements of the EU General Data Protection Regulation.

8 Principles of file protection

Personal data is kept confidential. Only the employees who need to process personal data for their work duties have access to the system where the personal data is stored. Each user has their own username and password for the system.

The data is collected in data files that are protected with firewalls, passwords and other technical measures. The data files and their backup copies are kept in a locked space, and the data can only be accessed by specific, previously appointed persons.

9 Right to access and erasure

The data subject has a statutory right to access the data concerning them that has been stored in the personal data file, erase or rectify the data and restrict its processing. The data will be deleted as requested unless the law requires for it to be stored.

The request for access (incl. the request for erasure or rectification) must be made using the data file access request form or submitted in writing and with a signature to the address of the controller provided above.

10 Other rights

The data subject has the right to withdraw their consent at any time or object to the processing of their data (agreement, legitimate interest). Each data subject has the right to issue a complaint to the supervisory authorities on any defective processing of personal data.

11 Automation used for profiling and decision-making

The service does not use automatic decision-making.

12 Modifications to this description of file

We are continuously improving and developing our services and websites, which means that the descriptions of file may occasionally be modified. We will publish the updated description of file on our website and record the date it was updated on it. Please read the description of file every now and then to receive up-to-date information about potential changes.