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Privacy statement candidate data

Last updated: August 2026

1. Introduction

At ERIKS, we respect your privacy and are committed to protecting your personal data. This Candidate Privacy Statement explains how ERIKS collects, uses, stores and protects your personal data when you:

  • apply for a position with ERIKS;

  • are approached by ERIKS regarding a potential career opportunity;

  • participate in a recruitment process;

  • create a candidate profile;

  • join an ERIKS talent pool; or

  • otherwise engage with ERIKS in connection with employment opportunities.

This statement applies to all candidates, applicants and prospective candidates of ERIKS group companies worldwide. Please read this statement carefully to understand how and why we process your personal data.

2. Who is responsible for your personal data?

The ERIKS entity advertising the vacancy or managing the recruitment process is responsible for the processing of your personal data.

For general privacy-related questions, requests or concerns, you may contact: privacyoffice@eriks.com

The specific ERIKS entity acting as employer will be identified during the recruitment process.

3. What personal data do we process?

Depending on the position and recruitment process, we may process the following categories of personal data.

Information you provide directly

  • Name and contact details

  • Address and country of residence

  • Email address and telephone number

  • Nationality or work authorization status where required

  • Curriculum Vitae (CV)

  • Cover letter or motivation letter

  • Employment history

  • Educational background

  • Qualifications and certifications

  • Skills and competencies

  • Language capabilities

  • Salary expectations

  • Availability and notice period

  • Information submitted through application forms

  • Links to professional profiles such as LinkedIn

Information generated during the recruitment process

  • Interview records and notes

  • Candidate evaluations

  • Assessment results

  • Feedback provided by interviewers

  • Recruitment communications

  • Recruitment status and application history

  • Suitability and recruitment decisions

Information obtained from third parties

Where permitted by law, we may receive information from:

  • recruitment agencies;

  • professional networking sites;

  • publicly available professional sources;

  • employee referrals;

  • references provided by you; and

  • background screening providers where relevant and lawful.

Please do not provide personal data that is not relevant to the recruitment process.

4. Special categories of personal data

ERIKS does not intentionally request special categories of personal data, such as information relating to:

  • racial or ethnic origin;

  • political opinions;

  • religious or philosophical beliefs;

  • trade union membership;

  • genetic data;

  • biometric data used for identification;

  • health information; or

  • sexual orientation.

If such information is voluntarily included in your application materials or otherwise becomes relevant to the recruitment process, ERIKS will only process that information where permitted by applicable law and where an appropriate legal basis exists.

Where accommodations are requested during the recruitment process, we may process limited health-related information where necessary to facilitate appropriate arrangements.

Where special category data is processed, ERIKS will rely on an applicable exemption under Article 9 GDPR and, where relevant, national employment law provisions.

5. Why do we process your personal data?

Recruitment and selection

When you apply for a position with ERIKS, we process your personal data to review your application, communicate with you throughout the recruitment process, arrange interviews, assess your qualifications and suitability for a role, conduct recruitment evaluations and, where applicable, prepare and issue an employment offer.

This processing is necessary in order to take steps at your request prior to potentially entering into an employment contract with you. In addition, ERIKS has a legitimate interest in identifying, assessing and selecting suitable candidates for available positions.

Talent acquisition and sourcing

ERIKS recruiters may identify and approach potential candidates through publicly available professional sources, such as LinkedIn or other professional networking platforms.

In such circumstances, ERIKS processes professional information that has been made publicly available for recruitment purposes and may contact candidates regarding employment opportunities.

This processing is based on ERIKS' legitimate interest in identifying and attracting qualified candidates.

Where candidate data is obtained from publicly available professional sources, ERIKS will provide the information required under Article 14 of the GDPR within the applicable statutory time limits.

Talent pools and future opportunities

If you choose to join an ERIKS talent pool or indicate that you would like to be considered for future vacancies, ERIKS may retain your information to contact you regarding relevant opportunities.

Participation in a talent pool is entirely voluntary and based on your consent. You may withdraw your consent at any time.

Employment verification and onboarding

If you are selected for employment, ERIKS may process additional personal data (e.g. marital status, information about children, tax and social security numbers) to verify eligibility to work, complete employment documentation, administer pre-employment checks where lawful, and support onboarding activities.

Such processing is necessary to enter into and perform an employment relationship and to comply with legal obligations applicable to ERIKS.

Compliance with legal and regulatory obligations

ERIKS may process personal data where necessary to comply with employment laws, immigration requirements, tax obligations, anti-discrimination requirements, regulatory obligations, record-keeping requirements, and other legal obligations applicable to the recruitment process.

Protection of ERIKS' rights and interests

ERIKS may process personal data where necessary to establish, exercise or defend legal claims, investigate concerns regarding the recruitment process, respond to regulatory requests, or demonstrate that recruitment decisions were made fairly, consistently and without unlawful discrimination.

This processing is based on ERIKS' legitimate interest in protecting its business and legal position and, where applicable, compliance with legal obligations.

6. Use of artificial intelligence and automated technologies

ERIKS uses SmartRecruiters as its recruitment platform.

Certain functionalities within SmartRecruiters may use automated technologies or artificial intelligence to support recruitment activities. Examples may include:

  • matching candidate profiles to vacancies;

  • identifying potentially relevant candidates for specific positions;

  • generating candidate-job fit indicators;

  • supporting candidate searches;

  • generating interview summaries or transcripts where enabled.

Automated tools are designed to support recruitment activities and are not intended to evaluate candidates on the basis of protected characteristics. ERIKS periodically reviews recruitment processes to mitigate risks of unlawful bias or discrimination.

These technologies are used solely to support recruiters and hiring managers in managing the recruitment process efficiently.

ERIKS does not make hiring, rejection, promotion or employment decisions solely on the basis of automated processing.

Any recommendation, score, match indicator, ranking or summary generated by automated tools is reviewed by ERIKS personnel before decisions are made. Human review and judgment remain an essential part of every recruitment decision.

Where required under applicable law, candidates may request additional information regarding the use of automated tools during the recruitment process.

7. Who can access your personal data?

Access to your personal data within ERIKS is restricted to individuals who require it for legitimate recruitment or business purposes.

Depending on the role and recruitment process, your personal data may be accessed by:

  • recruiters;

  • hiring managers;

  • HR personnel;

  • interview panel members;

  • relevant management;

  • legal personnel;

  • compliance personnel;

  • privacy and data protection personnel; and

  • internal audit personnel where necessary.

8. Sharing personal data with third parties

ERIKS may share personal data with trusted third parties where necessary for recruitment purposes, including:

  • SmartRecruiters as our applicant tracking system provider;

  • recruitment agencies and executive search firms;

  • assessment providers;

  • background screening providers;

  • IT service providers;

  • legal, tax and professional advisers;

  • regulatory authorities and government bodies where legally required.

Where third parties process personal data on behalf of ERIKS, appropriate contractual safeguards are implemented to protect your personal data and ensure compliance with applicable data protection laws.

9. International transfers

ERIKS operates internationally and may share personal data with ERIKS group companies and service providers located in different countries.

Where personal data is transferred outside the European Economic Area, the United Kingdom or Switzerland, ERIKS implements appropriate safeguards in accordance with applicable data protection laws.

Such safeguards may include:

  • adequacy decisions issued by competent authorities;

  • Standard Contractual Clauses approved by the European Commission;

  • UK International Data Transfer mechanisms; or

  • other legally recognized safeguards.

10. How long do we keep your personal data?

We retain your personal data for as long as necessary to assess your application and manage the recruitment process. If your application is unsuccessful, we generally retain your data for up to six months after the end of the recruitment process to establish, exercise or defend legal claims. Where required by applicable law, certain information may be retained for longer periods to comply with legal, regulatory, tax, accounting or record-keeping obligations.

Talent pools

Where you have consented to inclusion in a talent pool, ERIKS may retain your personal data for up to 12 months from the date of your consent, unless you withdraw your consent earlier.

Successful candidates

If you accept employment with ERIKS, relevant recruitment information will become part of your employee records and will be processed in accordance with the ERIKS Employee Privacy Statement.

Recruitment records will subsequently be retained in accordance with the ERIKS Employee Privacy Statement and applicable employment record retention requirements.

11. How do we protect your personal data?

ERIKS maintains appropriate technical and organizational security measures to protect personal data against unauthorized access, loss, misuse, alteration or disclosure.

These measures include:

  • role-based access controls;

  • encryption;

  • authentication controls;

  • monitoring and logging;

  • secure storage;

  • employee confidentiality obligations; and

  • supplier security requirements.

12. Your rights

Subject to applicable law, you may have the right to:

  • access your personal data;

  • request correction of inaccurate data;

  • request deletion of personal data;

  • restrict processing;

  • object to processing based on legitimate interests;

  • withdraw consent;

  • receive your personal data in a portable format;

  • request information regarding automated processing; and

  • lodge a complaint with a competent supervisory authority.To exercise your rights, please contact the Data Protection Officer: privacyoffice@eriks.com

13. Complaints

If you believe ERIKS is not processing your personal data in accordance with applicable law, you may contact us directly or lodge a complaint with the competent data protection authority in your country.

14. Changes to this Privacy Statement

ERIKS may update this Candidate Privacy Statement from time to time to reflect changes in legal requirements, recruitment processes, technologies or business operations.

The most current version will always be available through the ERIKS Careers website.