{"id":3598,"date":"2018-05-24T11:33:36","date_gmt":"2018-05-24T11:33:36","guid":{"rendered":"https:\/\/intelligentemployment.com\/?page_id=3598"},"modified":"2025-11-03T11:38:55","modified_gmt":"2025-11-03T11:38:55","slug":"data-retention-policy","status":"publish","type":"page","link":"https:\/\/intelligentemployment.com\/fi\/data-retention-policy\/","title":{"rendered":"Tietojen s\u00e4ilytysk\u00e4yt\u00e4nt\u00f6"},"content":{"rendered":"<div class=\"wpb-content-wrapper\" id=\"wpb-content-root\"><div     class=\"vc_row wpb_row section vc_row-fluid\" style=' text-align:left;'><div class=\"full_section_inner clearfix\"><div class=\"wpb_column vc_column_container vc_col-sm-12\"><div class=\"vc_column-inner\"><div class=\"wpb_wrapper\"><div class=\"vc_empty_space\"   style=\"height: 32px\"><span class=\"vc_empty_space_inner\"><\/span><\/div>\n\t<div class=\"wpb_text_column wpb_content_element\">\n\t\t<div class=\"wpb_wrapper\">\n\t\t\t<h1>Tietojen s\u00e4ilytysk\u00e4yt\u00e4nt\u00f6<\/h1>\n\n\t\t<\/div>\n\t<\/div><div class=\"vc_empty_space\"   style=\"height: 32px\"><span class=\"vc_empty_space_inner\"><\/span><\/div>\n\t<div class=\"wpb_text_column wpb_content_element\">\n\t\t<div class=\"wpb_wrapper\">\n\t\t\t<p>Last Updated: November 2025<\/p>\n<p>This policy sets out the limits for and scope of the retention of personal data and special category data to ensure that those limits, as well as the rights to erasure, rectification, and data portability, are fully respected. It also ensures compliance with the <strong>EU General Data Protection Regulation (EU 2016\/679)<\/strong> and the <strong>Finnish Data Protection Act (1050\/2018)<\/strong>.<\/p>\n<p><b>1. Purpose<\/b><br \/>\nThe purpose of this policy is to:<\/p>\n<p>Ensure Intelligent Employment Oy complies with its legal obligations and data subject rights under GDPR.<\/p>\n<p>Define the retention periods for different types of personal data.<\/p>\n<p>Improve the speed, efficiency, and security of managing, storing, and deleting data.<\/p>\n<p>This policy applies to all personal data held by <strong>Intelligent Employment Oy<\/strong> (\u201cthe Company\u201d) and by any third-party processors acting on our behalf.<\/p>\n<p><b>2. Data Storage<\/b><br \/>\nPersonal data is stored securely in the following ways and locations:<\/p>\n<ul>\n<li>Secure cloud-based servers located within the European Economic Area (EEA).<\/li>\n<li>Computers and laptops used by Intelligent Employment Oy employees in Finland and approved remote locations.<\/li>\n<li>Company-managed recruitment and CRM systems (e.g. ATS, database, email).<\/li>\n<li>Secure backup environments used for business continuity purposes.<\/li>\n<\/ul>\n<p><b>3. Definitions<\/b><br \/>\n<strong>Personal Data<\/strong> means any information relating to an identified or identifiable natural person (\u201cdata subject\u201d).<br \/>\nAn identifiable natural person is one who can be identified directly or indirectly by reference to an identifier such as a name, ID number, location data, online identifier, or factors specific to the individual\u2019s physical, economic, or social identity.<\/p>\n<p><strong>Special Category Data<\/strong> (also known as sensitive personal data) includes, but is not limited to: race or ethnic origin, political opinions, religion, trade union membership, genetic or biometric data, health information, or sexual orientation.<\/p>\n<p><b>4. Retention Principles<\/b><br \/>\nUnder GDPR, personal data must be kept in a form that permits identification of data subjects for no longer than necessary for the purpose for which the data was collected.<\/p>\n<p>In certain cases, data may be retained longer for:<\/p>\n<ul>\n<li>Archiving in the public interest.<\/li>\n<li>Scientific or historical research.<\/li>\n<li>Statistical purposes \u2014 where appropriate safeguards are in place.<\/li>\n<li>Data subjects also have the <strong>right to erasure (\u201cright to be forgotten\u201d)<\/strong> in the following circumstances:<\/li>\n<li>The personal data is no longer required for its original purpose.<\/li>\n<li>Consent is withdrawn and no other lawful basis applies.<\/li>\n<li>The individual objects to processing and no overriding legitimate interest exists.<\/li>\n<li>The personal data has been unlawfully processed.<\/li>\n<li>The personal data must be deleted to comply with a legal obligation.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><b>5. Retention Periods<\/b><br \/>\nThe Company will not retain personal data longer than necessary. Standard retention periods are as follows:<\/p>\n<ul>\n<li><strong>Candidate and applicant data<\/strong> \u2013 retained for up to 7 years after last meaningful contact, unless consent is withdrawn sooner.<\/li>\n<li><strong>Client and contact data<\/strong> \u2013 retained for up to 7 years after last interaction, in line with commercial record-keeping requirements.<\/li>\n<li><strong>Marketing data<\/strong> \u2013 retained until the individual unsubscribes or requests deletion.<\/li>\n<li><strong>Employee and payroll records<\/strong> \u2013 retained for periods required under Finnish employment, tax, and accounting law.<\/li>\n<li><strong>Financial and invoice records<\/strong> \u2013 retained for 6 years as required by Finnish bookkeeping regulations.<\/li>\n<\/ul>\n<p>Retention periods are reviewed regularly to ensure compliance and necessity.<\/p>\n<p><b>6. Data Review and Deletion<\/b><br \/>\nAll personal data held by the Company is periodically reviewed against retention schedules.<br \/>\nWhere data is no longer required, it will be securely deleted or anonymised.<\/p>\n<p>Deletion methods:<\/p>\n<ul>\n<li>Electronic records \u2013 permanently deleted from systems and backups.<\/li>\n<li>Paper records \u2013 securely shredded.<\/li>\n<li>Special category data \u2013 securely deleted using enhanced destruction methods.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><b>7. Security Measures<\/b><br \/>\nThe following security measures are applied to ensure data protection:<\/p>\n<ul>\n<li>All emails containing personal data are encrypted.<\/li>\n<li>Access to personal data is restricted to authorised personnel only.<\/li>\n<li>Company systems use strong password protection and two-factor authentication.<\/li>\n<li>All laptops and mobile devices use encryption and automatic screen lock.<\/li>\n<li>Personal data is transmitted only via secure networks (HTTPS, VPN).<\/li>\n<li>Physical copies of data are stored in locked cabinets and disposed of securely.<\/li>\n<li>No software may be installed on company devices without approval.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><b>8. Access, Training, and Responsibilities<\/b><br \/>\nOnly employees, contractors, and agents who require access to personal data to perform their duties may process such data.<\/p>\n<ul>\n<li>All staff are trained in data protection and GDPR awareness.<\/li>\n<li>All staff are required to handle personal data confidentially and securely.<\/li>\n<li>Breaches or data incidents must be reported immediately to the Company\u2019s Data Protection Officer.<\/li>\n<\/ul>\n<p><b>9. Data Subject Rights<\/b><br \/>\nAll personal data is processed in line with the Company\u2019s <a href=\"\/fi\/privacy-policy\/\">Tietosuojak\u00e4yt\u00e4nt\u00f6<\/a>.<br \/>\nData subjects are informed of their rights, including:<\/p>\n<ul>\n<li>Right of access, rectification, and erasure.<\/li>\n<li>Right to restrict processing or object to processing.<\/li>\n<li>Right to data portability.<\/li>\n<li>Rights related to automated decision-making and profiling.<\/li>\n<li>Requests must be sent to <a href=\"mailto:info@intelligentemployment.com\">info@intelligentemployment.com<br \/>\n<\/a> and will be addressed within one month.<\/li>\n<\/ul>\n<p><b>10. Disposal of Data<\/b><br \/>\nUpon the expiry of data retention periods or when a data subject exercises the right to erasure, personal data will be securely deleted, destroyed, or anonymised.<\/p>\n<ul>\n<li>Electronic data: deleted from active and backup systems.<\/li>\n<li>Hard copies: shredded securely.<\/li>\n<li>Special category data: destroyed using advanced secure methods.<\/li>\n<\/ul>\n<p><b>11. Review of This Policy<\/b><br \/>\nThis policy will be reviewed annually or sooner if required by changes in legislation, data protection guidance, or internal procedures.<\/p>\n<p><strong>Contact:<\/strong><br \/>\nIntelligent Employment Oy<br \/>\nIt\u00e4merenkatu 3, 00180 Helsinki, Finland<br \/>\nTel: +358 9751 54111<br \/>\nEmail: <a href=\"mailto:info@intelligentemployment.com\">info@intelligentemployment.com<br \/>\n<\/a><\/p>\n<p><strong>Compliant with:<\/strong> EU GDPR (EU 2016\/679) | Finnish Data Protection Act (1050\/2018) | Privacy and Electronic Communications Regulations (PECR EU)<\/p>\n\n\t\t<\/div>\n\t<\/div><div class=\"vc_empty_space\"   style=\"height: 32px\"><span class=\"vc_empty_space_inner\"><\/span><\/div><\/div><\/div><\/div><\/div><\/div>\n<\/div>","protected":false},"excerpt":{"rendered":"Data Retention Policy Last Updated: November 2025 This policy sets out the limits for and scope of the retention of personal data and special category data to ensure that those limits, as well as the...","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_seopress_titles_title":"","_seopress_titles_desc":"This policy sets out the limits for and scope of the retention of personal data and special personal data to ensure that those limits, as well as further data subject rights to erasure, amendment or transfer, are complied with. 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