Howspace Recruitment Privacy Notice

Last updated on 7 October 2025

This privacy notice explains how we process your personal data when you apply for a position at Howspace Oy. Please read it carefully before submitting your application.

1. Who We Are

The data controller responsible for your personal data is:

Howspace Oy

Business ID: 2153753-6

Salomonkatu 17 A 43

00100 Helsinki, Finland

If you have questions about this notice or your rights, you can contact us at privacy@howspace.com.

2. What Data We Collect

When you apply for a role with us, we process the following types of personal data:

• Application details (CV, cover letter, references, portfolio, etc.)
• Contact details (name, email, phone, address)
• Information from interviews (interviewer notes, summaries, and recordings)
• Information from online meetings (video/audio calls via Zoom, Google Meet, Microsoft Teams)
• Technical data from our recruitment system (Recruitee)
• Public professional information (e.g., LinkedIn profile), if relevant

3. Why We Use Your Data (Purpose and Legal Basis)

We use your data to:

• Review and evaluate your application
• Organize and conduct interviews
• Communicate with you throughout the process
• Make a recruitment decision

Our legal bases under the GDPR are:

• Pre-contractual steps (evaluating your application)
• Legitimate interest (managing recruitment fairly and effectively)

4. Use of AI and Note-Taking Tools

To help us keep accurate records of interviews, we may use digital tools such as transcription or note-taking assistants (e.g., Google Gemini, or similar services integrated into Zoom, Google Meet, or Teams).

• These tools are used only to create summaries of the conversation.
• They are not used to make recruitment decisions. All decisions are made by our hiring team.
• No profiling or automated decision-making takes place.

5. Who Has Access to Your Data

• HR and hiring managers within Howspace Oy
• Service providers acting on our behalf:
  • Recruitee (application management platform)
  • Video conferencing platforms (Zoom, Google Meet, Microsoft Teams)
  • Note-taking/transcription providers (e.g., Google Gemini)

These providers act as data processors and may transfer data outside the EU/EEA, but only with adequate safeguards such as the EU Standard Contractual Clauses.

We do not sell or disclose your data to unauthorised third parties.

6. Data Retention

If you are not selected, we will retain your application and interview data for 12 months after the end of the recruitment process.

With your consent, we may retain your details for longer to consider you for future opportunities.

After the retention period, your data will be securely deleted or anonymised.

7. Your Rights

Under the GDPR, you have the right to:

• Access your data and receive a copy
• Correct or update your data
• Request the deletion of your data
• Restrict or object to processing
• Request transfer of your data (data portability)
• Lodge a complaint with the Finnish Data Protection Ombudsman (tietosuoja.fi)

8. Contact

For questions or to exercise your rights, contact:
privacy@howspace.com