Jobilla AI Recruiter – Privacy Policy

Effective Date: October 1, 2025

Your privacy is important to us. This Privacy Policy explains how Jobilla Oy (“Jobilla”, “we”, “us”) collects, uses, and protects your personal data when you use our recruitment platform.

1. Who we are

Jobilla Oy
Business ID: 2655898-5
Vuorikatu 16 A 8, 00100 Helsinki, Finland
privacy@jobilla.com

Jobilla provides an AI-powered recruitment marketing and talent acquisition platform used by companies (“Clients”) to run recruitment campaigns and manage candidates.

2. When this Policy applies

This Privacy Policy applies to:

Users who log into the Jobilla AI Recruiter platform (our Clients and their authorized users); and
Visitors accessing the platform interface (e.g., login page).

If you apply for a job through a Jobilla-powered campaign, please see the recruitment-specific privacy notice shown in that campaign. This policy applies to the platform users, not job applicants.

3. Personal data we collect

We may collect the following information from you when you use the Service:

Account and contact data

Name, email address, company name, and role;
Login credentials and authentication details.

Usage and technical data

IP address, browser type, device info, and activity logs (for security and analytics);
Actions taken in the app (e.g., campaign creation, exports).

Billing data

Company billing name, address, VAT number, and payment history.

We do not collect or process candidate data for our own purposes — such data belongs to the Client (your company) and is handled under the Data Processing Agreement (DPA).

4. How we use your data

We use your data to:

Provide and maintain the Service;
Create and manage user accounts;
Process payments and invoices;
Offer customer support and product updates;
Ensure security and prevent misuse;
Improve and develop the platform;
Comply with legal obligations.

We do not sell or rent your personal data to anyone.

5. Legal basis for processing

We process your personal data based on:

Contract: to provide the Service you’ve subscribed to;
Legitimate interest: to improve our service and ensure security;
Legal obligation: for accounting or compliance purposes;
Consent: when you have given it explicitly (e.g., for marketing communication).

6. Who we share data with

We may share data with:

Service providers (sub-processors) who help us operate the Service (e.g., hosting, analytics, authentication, email delivery, billing);
Legal authorities if required by law.

A current list of sub-processors is always available at: https://www.jobilla.com/en/sub-processors

All sub-processors are bound by data protection agreements and meet GDPR requirements.

7. International data transfers

We and our sub-processors may transfer certain limited data (e.g., for authentication or analytics) outside the EU/EEA — typically to the United States — only with proper safeguards such as Standard Contractual Clauses (SCCs). Candidate data remains stored and processed within the EU/EEA.

8. How we protect your data

We use appropriate technical and organizational security measures, including:

Encryption and pseudonymization;
Access control and logging;
Regular security testing and monitoring;
Data minimization and retention controls.

You can find details in our Technical and Organizational Measures.

9. Data retention

We retain your account data as long as your company has an active subscription or as needed to provide the Service. After termination, data is deleted or anonymized according to our DPA and legal retention requirements.

10. Your rights

Under the GDPR, you have the right to:

Access your personal data;
Request correction or deletion;
Restrict or object to processing;
Data portability;
Withdraw consent (where applicable).

You can exercise these rights by contacting privacy@jobilla.com.

11. Cookies and tracking

We use cookies and similar technologies for:

Secure login and authentication;
Analytics to improve our Service;
Remembering your preferences.

You can manage or disable cookies in your browser settings.

12. Updates to this policy

We may update this Privacy Policy from time to time. The latest version is always available under the login form and at https://www.jobilla.com/privacy-policy.

Significant changes will be communicated before they take effect.

13. Contact us

If you have questions or concerns about this Privacy Policy or how we process your data, please contact:
privacy@jobilla.com
Jobilla Oy, Vuorikatu 16 A 8, 00100 Helsinki, Finland

If you believe your rights have been violated, you may also contact your local data protection authority.