1. Introduction
At e-conomic, we value your privacy and are committed to protecting your personal data throughout our recruitment process. This policy explains how we collect, use, and safeguard your information from the moment you consider a role with us until a hiring decision is made.
2. How We Collect Your Data
We collect personal data through various channels to ensure we have a complete and fair understanding of your professional background:
Direct Submissions: Data you provide via our career site (resumes, portfolios, cover letters, and application answers).
Internal Generation: Data created during the process, such as interviewer evaluations, hiring manager feedback, and records of our communications.
Third-Party Sources: Information from professional networks (e.g., LinkedIn) and employee referrals.
3. Processing of personal data
We are responsible for the processing of the personal data that you contribute to the Solution, and for the personal data that we collect in other ways. Below we describe the different purposes for which we process your personal data.
Managing your application
We process your data to review submitted documents, conduct initial screenings, and assess your professional suitability. This includes evaluating your CV, portfolio, and publicly available professional information (e.g., LinkedIn).
We may use AI tools to summarize applications and highlight qualifications that match objective job requirements. These are "human-in-the-loop" assistive tools; no candidate is ever rejected solely by an automated system. Our hiring team always makes
the final decision after reviewing your original documents.
Categories of personal data: Contact details (name, email, phone), CV, portfolio, professional social media profiles, communication records, and internal interviewer notes.
Legal basis: Processing is necessary to take steps at your request prior to entering into an employment contract (Art. 6(1)(b)). Our use of assistive AI tools is based on our legitimate interest in conducting an efficient and fair recruitment process (Art. 6(1)(f)).
Interview Insights & Transcription
We may use AI to transcribe, and summarize interviews to ensure accurate documentation and allow our hiring team to focus on the conversation.
Categories of personal data: Audio recordings and transcripts.
Legal basis: Consent (GDPR Art. 6(1)(a)). You will be asked for explicit consent before any recording begins. You have the right to refuse or withdraw consent at any time without impact on your application.
Logic and personality tests
For certain roles, we use assessments to evaluate cognitive abilities, logic, and behavioral traits. These tools provide a structured data point to help us understand your professional strengths and fit for the position.
Categories of personal data: Test scores, behavioral profiles, and logic assessment results.
Legal Basis: Legitimate interest (Art. 6(1)(f)).
Suggesting you for other relevant positions
We may process your application data to suggest you for other relevant open positions that may arise within e-conomic. AI-powered features may be used to help identify suitable matches.
Categories of personal data: Name, email, professional history, education, interview evaluations, and other information that you or others have provided.
Legal basis: We rely on your Consent (GDPR Art. 6(1)(a)) to retain your profile in our Talent Pool. By opting into 'Future Jobs,' you authorize us to use our AI-powered discovery tools to match your skills against new opportunities as they arise.
Criminal record checks
For positions involving significant security access or specific legal requirements, we may conduct a criminal record check to ensure professional integrity. Candidates will be informed in advance if a specific role requires this check as part of the recruitment process. To ensure maximum privacy, we do not store copies of criminal record certificates. We only document that a check has been performed and verified by the hiring team.
Categories of personal data: Information regarding criminal convictions and offenses.
Legal basis: The processing is necessary for compliance with a legal obligation (GDPR Art. 6(1)(c)) or our legitimate interest (GDPR Art. 6(1)(f)) where permitted by local labor laws.
Offering you a job
For candidates that we elect to move forward with and offer a job, we will process certain personal data to prepare and enter into an employment contract.
Categories of personal data: Contact information and other specific personal data necessary to enter into an employment contract.
Legal basis: The processing is necessary to take steps at your request before entering into a contract (GDPR Article 6(1)(b)).
Contacting references
Under certain circumstances, we may wish to contact references to verify the information you have provided.
Categories of personal data: Reference names and contact details, and the information they provide.
Legal basis: We rely on your consent (GDPR Article 6(1)(a)) to contact your references.
Processing of special category data
We do not require or intend to process sensitive personal data (e.g., health, religion, or ethnic origin) as part of our standard process. However, if you voluntarily disclose such information, whether in your CV or during a recorded interview, we will process it only to the extent necessary to manage your application.
Legal Basis: Explicit Consent (GDPR Art. 9(2)(a)). By choosing to disclose this information, you consent to its processing.
Protection Measures: We implement strict safeguards to ensure this data does not influence our hiring decisions. This includes training our staff to identify and disregard sensitive information in all formats and to manually sanitize AI-generated summaries and transcripts to remove any inadvertently captured sensitive data.
4. Storage, transfers and retention
The personal data collected through our recruitment platform is mainly stored and processed within the EU/EEA. Any transfers of data outside the EU/EEA are subject to appropriate safeguards.
We retain your data based on your engagement with us:
Your personal data will be stored for as long as necessary to evaluate your candidacy. Generally, this is no longer than 180 days after the final decision is made regarding your application (e.g., rejection or withdrawal), unless a longer retention period is required by law.
Talent Pool (Future Jobs): If you have provided explicit consent to join our Talent Pool, we will retain your profile for 12 months from the day you consent to this to suggest you for other relevant positions. You may withdraw this consent at any time.
5. Your rights
Under the data protection legislation, you have a set of rights with respect to our processing of your personal data:
Right to access. You have the right to ask us for copies of your personal information.
Right to rectification. You have the right to ask us to rectify information you think is inaccurate.
Right to erasure. You have the right to ask us to erase your personal information in certain circumstances.
Right to restriction of processing. You have the right to ask us to restrict the processing of your information in certain circumstances.
Right to object. You have the right to object to processing if we are processing your information based on our legitimate interests.
Right to data portability. This only applies to information you have given us. You have the right to ask that we transfer the information you gave us to another organisation, or give it to you.
Please note that the above rights are subject to certain limitations. You can exercise your rights by contacting us as set out in section 9. You are also entitled to lodge a complaint with the local data protection authority.
6. Security
We prioritize your personal integrity and work actively to ensure that your personal data is processed with the highest level of care. We implement appropriate technical and organizational measures, including encryption, access controls, and secure hosting environments, to ensure that your data is processed safely and in accordance with this Privacy Policy and the GDPR.
While we take every reasonable precaution to protect your data, no method of transmission over the internet is entirely infallible. We continuously monitor and update our security protocols to mitigate risks and maintain the confidentiality and availability of your information.
7. Sharing of personal data to third parties
We may share your personal data with trusted processors and relevant authorities where required by law. We may also share data with other subsidiaries within the Visma Group for internal administrative purposes and to facilitate cross-company opportunities if you have opted into our talent pool.
We only partner with third parties that meet our high standards for data security and privacy. We will not sell or otherwise share your personal data to other third parties.
8. Aggregated data (non-identifiable personal data)
We may share aggregated, fully anonymized data with third parties for statistical analysis and to improve our recruitment strategies. Because this data is stripped of all identifying characteristics, it no longer constitutes personal data and does not impact your privacy.
9. Cookies
When you visit our career site or use our recruitment tools, cookies and similar technologies may be used to collect information from your device. These help us understand how you interact with our site and ensure it functions correctly. For more details, please see our separate Cookie Policy.
10. Changes
We will, from time to time, update this Privacy Policy to reflect changes in our practices or legal obligations. The latest version will always be accessible on our career page. We encourage you to review it periodically.
11. Contact
For questions, further information about our handling of personal data or for contact with us in other matters, please use the below stated contact details.
Visma e-conomic A/S
Gærtorvet 1-5
1799 Copenhagen Denmark
privacy.economic@visma.com
Latest updated 13/05/2026
