Privacy at Solita
At Solita, privacy isn’t just a legal requirement—it’s a fundamental part of how we build trust, transparency, and long-lasting impact. We recognise that strong data protection practices are essential for enabling new technologies, maintaining customer and partner confidence, and fostering a fair and inclusive workplace.
We are committed to ensuring that personal data is handled securely, responsibly, and in compliance with applicable laws. Privacy management at Solita is an ongoing process, adapting to evolving technologies and emerging security challenges. That’s why we take a proactive and long-term approach to safeguarding personal data through technical and organisational measures.
Find the privacy statement that applies to you
To make it easy for you to understand how we handle your personal data in different contexts, we have created specific privacy statements tailored to various areas of our operations. Please select the relevant privacy statement below:
- Recruitment and job candidate privacy statement – find out how we process personal data during our hiring process
- Business partner privacy statement – learn how we handle personal data when engaging with customers and business partners
- Privacy statement for Solita Agile Data Engine – understand how we use personal data in our Agile Data Engine business activities
- Cookies – information about how and why we use cookies
- Whistleblowing centre – in case you want to submit a whistleblowing report or learn how we process personal data as part of a whistleblowing process, visit our whistleblowing centre for more details
Recruitment and job candidate privacy statement
When you apply for a job with us or when we contact you about job opportunities, Solita Oy and its group companies (“Solita” or “we”) will process your personal data. This privacy statement informs you about how we handle your personal data in our recruitment activities.
1. Controller(s) and contact information
Solita Oy, in addition to the Solita company recruiting for the position, is responsible for the use of your personal data as a data controller.
For any questions or concerns regarding your data, please contact your Solita recruitment contact person or use the contact details below.
Solita Oy (Business ID: 2905040-7)
Peltokatu 26, 33100 Tampere, Finland
[email protected]
2. When and why do we process your personal data?
When you are part of our recruitment process, either by submitting a job application or if we contact you through a direct search initiative:
- What data we collect: We gather basic details like your name and contact information, your job history and education, skills, and any other information you provide. Sometimes, we’ll also note down things from interviews or conduct checks on your references and background. If you are asked to take a personality and/or aptitude test, we’ll additionally process information about the results of the tests completed.
- Why we do it: This information is needed to manage who we’re considering for a job, evaluate your suitability for the role and ultimately to make a hiring decision.
- Legal basis: We do this with your consent or due to our legitimate interests in managing the recruitment process. At later stages of the recruitment process, the use of your personal data becomes necessary to take steps to enter into an employment contract with you.
- Personality and aptitude tests: To help us make hiring decisions, you might be invited to complete skill, cognitive ability or personality assessments. These tests will be carried out on external platforms indicated by us.
- Additional checks for some positions: We may perform reference checks to verify your qualifications and learn more about your experience and skills. For certain roles that require high level of trust, we might also do a background check against certain datapoints to ensure your trustworthiness. We will ask a separate approval from you before doing such background checks.
- How long do we keep information: If you don’t end up working with us, we’ll only keep your information for as long as we need to in case of any legal claims that might come up. This time varies (depending on the country in question) but won’t be more than 2 years after we finish the hiring process. However, in any case, information about personality and aptitude test results we’ll keep only for a maximum period of 1 year.
- Getting ready for your new job: If you are hired, we’ll use your information to get everything ready for your start, like your employment contract and setting up your profile in our HR system.
If one of our Solita colleagues shares your information as a recruitment referral:
- What data we collect: We receive your name, contact information, and possibly your job and education information as provided by our employee. This may also include any extra information the Solita employee might provide (such as relationship with you).
- Why we do it: We use this information to potentially find new team members from within our current employees’ circles. If we deem your profile suitable and you’re interested to proceed with us, we’ll use your information just like we explained above with respect to our recruitment processes.
- Legal basis: Our legitimate interests to identify and connect with great talent who, we believe, are more likely to align with our culture and values through referrals from our current employees. Our employees’ referrals also support our interest in finding new talent in a cost-effective manner.
- How long do we keep information: If you decide not to move forward with us in an official recruitment process, we’ll either delete or anonymize your information, unless you consent to us keeping your information as part of our database of potential candidates (see more below). Similarly, if we deem your profile not suitable to our present needs, but potentially for future job openings, we may include your information in our database of potential candidates (see more below), unless you opt-out.
If we find you through publicly accessible sources (such as LinkedIn) or keep your information for future opportunities:
- More info about the context: We can use publicly accessible professional sources to add your professional information to our database of potential candidates. Similarly, if you don’t get hired, we may ask to keep your information as part of this database.
- What data we collect: This includes your name, contact information, and any work or education history available on public platforms like LinkedIn.
- Why we do it: We use this information for the purposes of talent sourcing and maintaining a database of potential candidates.
- Legal basis: We do this with your consent and/or because it’s in our legitimate interests to identify and connect with quality talents.
- How long do we keep information: We only hold onto information about potential candidates for as long as it is necessary to fulfil the purpose of processing. Once we see that your details aren’t relevant anymore or are out of date, we will make sure to remove them right away. We are also constantly checking our database to keep it up to date, so if any information is not needed anymore, we will delete it as a result.
If you sign-up to our Talent Community Newsletter:
- What data we collect: Just your name, email, and country. Other information can be provided voluntarily.
- Why we do it: To let you know about job openings and events at Solita through the newsletter.
- Legal basis: We do this only with your consent.
- How long do we keep information: We will keep your information for as long as you are subscribed. In addition, if we notice that your contact details are not current anymore—like if a newsletter gets bounced back—we will delete your information.
3. Who do we share your information with?
Sometimes, we need to share your information with others to help us fulfil the purposes outlined in this statement. Which recipients we share your information with depends on how you interact with us. Here’s a summary of recipients that might process your information:
- IT system service providers: We use IT system service providers to process personal data for the purposes described in this statement. We use companies like Greenhouse Software, Inc. to provide us with a recruitment platform for managing your data. In addition, we use professional personality and aptitude test service providers that provide us with their testing platform.
- Recruitment agencies: Sometimes, we get help from recruitment agencies. They can assist us in finding the right candidates, especially for specialized roles or direct searches.
- Background check agencies: For certain jobs, we need to verify your background. We work with companies that specialize in this to make sure everything checks out.
- Solita Group companies: Solita companies collaborate with each other in recruitment activities, and therefore we can share personal data between them.
4. Do we send your data outside the EU?
Sometimes, we might need to send your information to places outside the European Union (EU) or the European Economic Area (EEA). Here’s what you should know about this:
- Staying local when we can: We try our best to keep and process your data only within the EU/EEA. But occasionally, we might need to allow data transfer outside EU/EEA.
- Transfers due to the operations of our service providers: If your data is transferred to countries outside the EU/EEA, it happens because one of our service providers has operation centres in such countries.
- Keeping your data safe: We use special agreements to make sure your data is as safe as it would be in the EU/EEA. We generally rely on the EU Commission’s adequacy decisions or standard contractual clauses to make sure your data is handled safely.
- Ask for more: If you are curious about where exactly your data is going and how we’re keeping it safe, contact us using the contact details provided.
5. Your rights
You have the following rights:
- The right to access your data.
- The right to rectify your data.
- The right to erase your data.
- The right to object to the processing of your data.
- The right to restrict the processing of your data.
- The right to data portability.
- The right to withdraw your consent.
- The right to launch a complaint with your local data protection authority or the Finnish data protection authority that governs us (www.tietosuoja.fi/en/private-persons).
6. We may update this privacy statement
We may occasionally update the information provided in this statement. The latest version will be published and available on this page and/or other relevant communication channels.
Latest update: April 2025
Solita’s Business Partner Privacy Statement
We value your privacy and are committed to protecting your personal data. This statement explains how Solita Oy and its affiliates (“Solita” or “we”) collect, use, and process your personal data when you interact with us as a business representative or contact person of a customer, potential customer, vendor, or other business partner—whether we already have a business relationship or are exploring one.
The specific situations situations in which personal data is being processed may vary, and this Privacy Statement aims to give a general understanding of the processing of your personal data. Below we also describe the rights you have in relation to the processing of your personal data.
We may update this Privacy Statement from time to time to reflect changes in our operations and/or applicable law. We recommend that you revisit this site from time to time to see the latest version.
Collection of personal data
In order to carry out and maintain our business operations and relationships, we need to collect and process, among other information, certain personal data related to you. We primarily collect personal data from the following sources:
- Directly from you – for example, when you communicate with us as part of our business relationship or subscribe to our brand and marketing materials.
- Reliable public sources – such as trade registries and industry or compliance databases, including situation where we conduct background checks.
- Our marketing partners – if we collaborate with partners to obtain marketing and sales leads.
- Cookies and online interactions – when you browse our website or engage with our brand, marketing materials, or communications.
Collected personal data and how it is used
Solita may process the following personal data about you:
- Your name and contact information
- Your organisation, title, relevant domains and technologies and other professional information
- Your communication with us, including your feedback, contact inquiries and other requests
- Information about your participation to our events
- Your consents (subscription to our newsletter, career updates, advertising)
- Your userID and other information relating to the use of our systems
- Information collected through cookies and marketing interactions
- Background check data
This personal data can be processed for the following purposes:
- Providing products and services to you
- Communicating with you and providing you with requested information or facilitating meetings or other events
- Operating and managing our business operations including processing personal data as part of surveys or research, data analytics, and marketing research
- Managing our contractual and/or other relationship with you
- Monitoring the use of our systems
- Marketing our products and services, including directly contacting you, sending you direct marketing communications, and providing targeted advertisement about Solita and its services on other websites and social media platforms
- Complying with legal requirements
- Reviewing of sanctions lists and other relevant sources for compliance purposes
Processing of your personal data may be based on a contractual relationship, legal obligation, your consent, or our legitimate interest to enable us to conduct and maintain our business operations effectively.
Data storage periods
Solita stores personal data for as long as is necessary for the purpose for which the information was collected, within the limits of the applicable legal and regulatory requirements. We retain your personal data as a business representative or contact person of our customer or partner primarily for the duration of our business relationship. After the relationship ends, we store your data for up to 10 years, unless statutory retention obligations require us to keep it longer.
However, for certain specific purposes, we retain personal data for shorter periods:
- Event participation data – deleted once we have addressed event-related inquiries and analyzed feedback.
- User IDs and system-related data – deleted within 24 months after the user account is revoked.
- Electronic direct marketing data – stored until you cancel your subscription. We also regularly review and remove any inaccurate or outdated data from our marketing lists.
- Personal data of potential customers or partners – If no formal business relationship is established, we delete the data once we determine that the contact has no business potential for us. This typically applies when a contact has been inactive for more than one year (e.g., has not requested new materials or participated in events).
Data sharing and international transfers
We may share your personal data with service providers, commercial partners, and other recipients as needed. Service providers act as data processors, handling data on our behalf, while commercial partners and other recipients may process personal data as data controllers.
Our service providers:
To fulfill the purposes outlined in this Privacy Statement, we share personal data with trusted service providers that support our operations. These providers offer services such as:
- CRM systems, contract archiving, and invoicing
- Marketing automation, analytics tools, and event-hosting platforms
- Our service providers may have limited access to the personal data processed within their systems and tools.
- Our commercial partners and other data recipients
We may also share personal data with:
- Other Solita Group companies for internal operational purposes.
- Auditors, insurance companies, and governmental authorities when required for regulatory compliance.
- Social media platform providers when we use their services for advertising and marketing, in which case they may process data as data controllers.
We may also transfer your personal data to countries outside the European Union and the European Economic Area, such as the United States. When personal data is transferred outside the EU or the EEA, Solita uses appropriate safeguards, such as the standard contractual clauses provided by the EU Commission.
Access to personal data and other rights
You have the right to access, correct and request erasure of your personal data. You may also request to restrict and object to the processing of your personal data if it could compromise your rights to privacy. All related requests must be made in writing to Solita. Contact details are available below.
You may be requested to verify your identity, specify your request, and may be asked for more information about your request.
We will respond as soon as possible. If Solita for some reason disagrees with your request, we will state our reasons for doing so. If you feel that your personal data has not been processed in a lawful manner, you may bring the matter to the attention of the relevant data protection authority.
Contact information
If you have questions about this Privacy Statement or Solita as a data controller, please email to [email protected].
Other information
Data controller:
Solita Oy
Peltokatu 26
33100 Tampere
Finland
Contact: [email protected]
Latest update: March 2025
Whistleblowing centre
Read more here