Recruitment Privacy Notice (NestAI)
Last updated: 09.07.2026
This Privacy Notice explains how NestAI ("we", "us", "the Company") processes the personal data of job applicants (“candidates”, “employees”) in connection with our recruitment processes. We are committed to protecting your privacy and processing your data in accordance with the EU General Data Protection Regulation (GDPR) and applicable national data protection legislation.
1. Data Controller
Company Name: NestAI Oy
Business ID (Y-tunnus): 3487608-6
Address: Lapinlahdenkatu 16, 00180 Helsinki
Email for data protection matters: lauri.falck@nestai.com
2. Purposes and Legal Bases for Processing
We only process your personal data for clear, recruitment-related reasons. Under the GDPR, our legal reasons for handling your data are:
To evaluate your application: When you apply for a job, you are asking us to review your skills to see if we can offer you an employment contract. We process your data to review your application and conduct interviews. (GDPR Article 6(1)(b))
Our legitimate business interest: We need to assess whether your background matches the requirements of the role and ensure we make the right hiring decisions. (GDPR Article 6(1)(f))
Your explicit consent: We will only use AI-assisted tools to transcribe and summarize your interview if you explicitly give us permission before the conversation starts. (GDPR Article 6(1)(a))
3. Personal Data We Collect
We adhere to the principle of data minimization and the Finnish Act on the Protection of Privacy in Working Life. We only process personal data that you, as an applicant, choose to share directly with us. We do not conduct automated data harvesting or background checks from third-party channels unless you explicitly request us to review a specific profile or give your consent.
We collect and process the following categories of data:
Basic Information: First and last name, contact details (phone number, email address, postal address).
Application Documents: Curriculum Vitae (CV), cover letter, salary expectations, and any other documents, links or files you attach to your application.
Skills and Professional Background: Education, work experience, language skills, and other professional competencies you have disclosed.
Interview Notes & AI Summaries: Information relevant to the position that arises during interviews, including AI-generated transcripts and candidate summaries (subject to your consent).
Online Behavior Data: Technical data collected via cookies on our recruitment platform (such as pages visited, browser type, and operating system) to ensure the proper functioning and security of the site.
4. Data Retention Period
We store personal data collected during the recruitment process for one (1) year from the conclusion of the specific recruitment process.
This retention period also applies to AI-generated interview transcripts and summaries. After this one-year period, your data will be permanently and securely deleted from our systems, or anonymized for statistical purposes so that individual applicants can no longer be identified.
5. Data Recipients and Transfers
Your data is strictly processed only by NestAI employees who are directly involved in the specific recruitment process.
We use third-party service providers to host our recruitment platform and to provide AI-assisted transcription tools (such as Gemini). These service providers act as data processors on behalf of NestAI. We ensure through data processing agreements (DPAs) that your data is protected in accordance with GDPR requirements and that your data is not used to train public AI models.
Your data is primarily stored within the EU/EEA. If our service providers transfer data outside the EU/EEA, such transfers are secured using appropriate safeguards required by the GDPR, such as the Standard Contractual Clauses (SCCs) approved by the European Commission.
6. Use of AI-Assisted Tools (Interview Summarization)
To make our recruitment process efficient and to ensure we can focus fully on the conversation during interviews, we may use an AI-assisted tool (Gemini) to record and transcribe the audio of the interview and generate a text-based summary of the discussion.
Focus on Skills, Not Evaluation: The AI tool is used solely to summarize the applicant's stated skills, experience, and professional background. The AI does not assess, score, or evaluate your suitability or personality for the role.
Consent-Based: This feature is used only if you give your explicit consent before the interview starts. You have the right to decline the use of the tool. Refusing to use the AI tool will not have any negative consequences on your application, and we will conduct the interview using traditional note-taking instead.
Human Oversight: The AI tool acts purely as an administrative assistant. All evaluations, assessments, and hiring decisions are made entirely by human recruiters and hiring managers.
Right to Withdraw: You can withdraw your consent at any time during or after the interview. If you withdraw your consent, the transcript and summary will be deleted manually immediately.
7. Automated Decision-Making and Profiling
We do not use automated decision-making or profiling (such as AI-based automated rejection or screening of candidates without human intervention) that would have legal or similarly significant effects on applicants. Every single decision in our recruitment process is made by a human being.
8. Your Rights as a Data Subject
Under the GDPR, you have the following rights regarding your personal data:
Right of access: You have the right to request a copy of the personal data we hold about you.
Right to rectification: You have the right to request the correction of inaccurate or incomplete data.
Right to erasure ("Right to be forgotten"): You have the right to request the deletion of your data before the one-year retention period expires.
Right to restriction or objection: In certain situations, you have the right to object to the processing of your data or request that we restrict its processing.
Right to withdraw consent: Where the processing is based on consent (such as the AI interview summary), you have the right to withdraw your consent at any time.
To exercise any of your rights, please contact us at the email address provided in Section 1.