Privacy Policy - Jobilla Recruitment System

Jobilla Oy
Privacy Policy
Version: Jul 24, 2026

Registrar: Jobilla Oy, Business ID: 2655898-5, Vuorikatu 16 A 8, 00100 Helsinki Finland

Contact Person: Joel Rössi, Data Protection Officer: privacy@jobilla.com

The purpose of Jobilla’s Privacy Policy is to specify exactly what information Jobilla as a data controller is collecting and how and why that data is being processed. This Privacy Policy may be updated as necessary or in the event of changes in applicable law.

For information on data collection when Jobilla acts as the data processor, see the privacy policy of the data controller in question.

What is the purpose and legal basis for collecting data?

Jobilla collects, stores and processes data of the users of the Jobilla platform in order to provide customers the services they have ordered from Jobilla.

Users of the Jobilla platform are required to grant Jobilla consent for the data gathering & processing activities specified in this document, due to the nature of recruitment marketing software services Jobilla is providing.

Without consent to proceed, the users will be unable to utilize Jobilla’s services.

Jobilla will always record the granted consent per user account for later auditing purposes.

You can at any time withdraw your data processing consent by contacting our Data Protection Officer using the contact details provided in this document. In the event that you wish to revoke your consent, please make sure you’re contacting us via the same email address you originally granted the consent with.

What data do we collect and how is it utilized?

To use the Jobilla platform, we will always collect your email address and display name. Further, our systems may collect digital information regarding your usage in automated logging systems. This data may include your IP address and a timestamp, in addition to the aforementioned personal information.

You will always be presented with our ‘Privacy Policy’, ‘Data Protection Policy’ and the terms of our service, and will be required to grant Jobilla a consent for data gathering & processing, before any personal data will be collected and stored.

Personal data can be processed for the following purposes:

By Jobilla to analyze the users of our service for providing more valuable functionality to companies utilizing our platform to recruit more efficiently

By Jobilla’s AI, for giving companies using our services insights into their recruiting processes and/or their ‘Talent Pools’

Who processes the data and is it disclosed to 3rd parties?

Personal data gathered will only be processed by the following parties:

Jobilla’s authorized personnel or direct contractors

Jobilla’s technology partners that provide infrastructure to support the functioning of our systems

Jobilla platform requires every user processing the data to authenticate with their personal user credentials. Users will be further authorized via the Jobilla platform’s Access Control List (ACL) functionality that ensures that they will only be granted permissions to process data they’re explicitly authorized to.

Jobilla honors its users’ privacy and never discloses nor sells the gathered information to 3rd parties.

How and where is the data stored?

All personal data is stored electronically, and will be physically stored within EU nations.

All data processing is handled following industry best practices and encrypted connections (TLS/HTTPS, SSH), more about this in the ‘Data Protection Policy’ document.

No data storage or processing happens outside of EU borders as part of Jobilla’s regular operations, without prior consent of the data subjects. Data transfer outside EU borders may happen in exceptional circumstances, where the data may transfer to a Jobilla employee or direct contractor who is located outside the EU.

Google Workspace and Google Calendar Data

When you connect your Google account to use Jobilla’s optional calendar and interview-scheduling features, Jobilla accesses certain Google Workspace data as described below. Connecting a Google account is optional and is not required to use the rest of the Service. This Google Workspace data is separate from the job-seeker (candidate) data Jobilla processes on behalf of its customers under its Data Processing Agreement (https://www.jobilla.com/en/data-processing-agreement).

With your consent through Google’s OAuth consent screen, Jobilla uses the narrowest scopes necessary to create, view, update, and delete the interview events Jobilla schedules on calendars you own, and to generate meeting links for those interviews — currently calendar.events.owned and meetings.space.created. Jobilla does not request access to Gmail, Drive, or calendars you have not connected.

Jobilla uses this data solely to provide the calendar and scheduling features you enable. Jobilla does not use it for advertising, does not sell or rent it, and shares it only with the infrastructure sub-processors that operate the Service (listed at https://www.jobilla.com/en/sub-processors), where required by law, or with your consent.

Jobilla’s AI/ML features (currently powered by OpenAI and Anthropic) do not receive or use Google Workspace data in any form. Jobilla does not use Google Workspace data, or data derived from it, to develop, train, or improve any generalised, non-personalised, or foundational AI/ML model, whether its own or a third party’s.

Jobilla’s use and transfer of information received from Google APIs, including Google Workspace scopes, will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements.

Jobilla retains this data only as long as needed to provide the features or as required by law, and deletes or de-links it within [X days] of you disconnecting your Google account or closing your Jobilla account. You can revoke Jobilla’s access at any time via your Jobilla integration settings or your Google Account permissions page (https://myaccount.google.com/permissions). If Jobilla changes how it uses Google Workspace data or adds a scope, it will update this section and, where required, ask for your consent first.

Marketing data

For marketing purposes Jobilla may collect and process data from other sources than the Jobilla platform. These sources include but are not limited to, Jobilla’s marketing websites and Third Party Marketing Processors. Third Party Marketing Processors will never have access to Jobilla’s candidate or customer data and data collected for marketing purposes will always be processed separately.

For marketing purposes, our carefully selected partners and service providers may process personal information on our behalf as described below:

Digital Marketing Service Providers

We periodically appoint digital marketing agents to conduct marketing activity on our behalf, such activity may result in the compliant processing of personal information.

Rights of the Data Subject

You have a legal right to either withdraw your data processing consent, or to object to the processing of your personal data, at any time.

If you decide to not grant consent for processing your personal data, you unfortunately won’t be able to further utilize Jobilla’s services.

You can withdraw your earlier data processing consent by informing Jobilla’s Data Protection Officer (DPO) via the same email address you originally granted the consent with. You will receive an email confirmation after your data has been erased from our active system.

If you have any questions regarding data processing at Jobilla Oy, please don’t hesitate to contact us.

If you believe that your personal information has not been handled appropriately or lawfully, you can contact Jobilla’s DPO, or directly file a complaint with the local supervising authority for further inspection.