Privacy Policy

Last updated: 27 March 2025

Welcome to Fika AI (the “Marketplace”), accessible at www.joinfika.ai. Fika AI is owned and operated by P. Dubois Consult and Investment AB (Organization Number: 556520-9235). This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal data when you use our Marketplace and services.

By creating an account as a Candidate or Employer (including recruiters, staffing agencies, or any third-party representative acting on behalf of a different organization), you agree to be bound by this Privacy Policy. If you do not agree to all the terms and conditions, please do not use our Marketplace.

Please read this Privacy Policy carefully before using our services.

1. Data Controller

P. Dubois Consult and Investment AB

Organization Number: 556520-9235

Email: team@joinfika.ai

2. Personal Data We Collect

We collect various categories of personal data from both Candidates and Employers to facilitate recruitment, improve our services, and maintain the security of our Marketplace:

Candidates

• Identification Data: Full name.
• Contact Details: Email address, phone number.
• Professional Information: CV, job preferences, skills, experiences.
• Logistical Data: Preferred work location, desired work arrangements, languages, work authorization status, or other job-related preferences.
• Interview Data: Video, audio, and transcripts from AI-conducted interviews.
• Usage Data: Information about how you interact with our Marketplace (e.g., session replays, analytics, cookies) to improve our services.

Employers (Including Recruiters)

• Identification Data: Full name, company details.
• Contact Details: Email address, phone number.
• Business Information: Company description, job postings, recruitment preferences.
• Logistical Data: (If relevant) Additional preferences or authorizations for job postings or candidate interactions.
• Third-Party Data: Any data Employers choose to share from third-party systems (e.g., ATS platforms) to improve services.
• Usage Data: Information about how you interact with our Marketplace (session replays, analytics, cookies) to improve our services.

Cookies: We may use cookies for registered users to enhance user experience, for example by keeping track of session states and user preferences.

LinkedIn and Other Sources: We may track publicly available information such as LinkedIn profiles (and other external sources) to prevent circumvention of the Marketplace and maintain the integrity of our services.

3. Purposes and Legal Basis for Processing

Candidates

• Facilitating Connections: Create and manage your profile so Employers can view relevant information.
• Service Improvement: Analyze usage data to enhance the Marketplace’s performance.
• Analytics and Session Monitoring: Optimize user experience via session replays and other analytics.
• Communication: Contact you regarding updates, newsletters, marketing, and relevant job opportunities.
• Legal Compliance: Fulfill legal obligations.

Employers (Including Recruiters)

• Facilitating Connections: Provide access to Candidate profiles and manage recruitment processes.
• Service Improvement: Analyze usage data to enhance Marketplace functionality.
• Third-Party Data Integration: Employers may integrate data from ATS or other external systems.
• Analytics and Session Monitoring: Optimize user experience with session replays and analytics.
• Communication: Send updates, potential business opportunities, and other relevant notifications.
• Legal Compliance: Comply with legal obligations.

4. Data Sharing and Disclosure

Candidates

• Registered Companies: Data may be shared with Employers on our Marketplace seeking candidates.
• External Companies: Trusted external companies for recruitment purposes.
• Service Providers: Third-party vendors supporting our operations (e.g., hosting, analytics).
• Branding and Promotion: We may share candidate data (e.g., name, role) on our website, social media, or other channels to promote our services.
• Legal Authorities: Disclosure if required by law or in response to valid requests from public authorities.

Employers (Including Recruiters)

• Candidates: Data may be shared with relevant candidates for recruitment.
• Service Providers: Third-party vendors supporting business operations (e.g., hosting, analytics).
• Branding and Promotion: We may share employer data (e.g., company name, logo) on our website, social media, or other channels to promote our services.
• Legal Authorities: Disclosure if required by law.
• Third-Party Services: Employers may share data from ATS or other systems to facilitate hiring.

5. Data Retention

• Profile Data: Retained until you delete your account or withdraw consent.
• Interview Data: Retained until you delete your account or withdraw consent.
• Session Replay and Analytic Data: Retained for service improvement; opt-out options may be available.
• Cookies: Retained per session or longer based on your browser settings and our cookie policies.

6. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access: Request access to your personal data.
• Rectification: Correct inaccuracies in your data.
• Erasure: Request deletion (“right to be forgotten”).
• Restriction: Restrict certain processing activities.
• Data Portability: Obtain your data in a structured, machine-readable format.
• Objection: Object to certain processing (e.g., direct marketing).
• Withdraw Consent: Withdraw consent at any time if processing is based on consent.
• Complaint: Lodge a complaint with a supervisory authority.

To exercise any of these rights, please contact us at team@joinfika.ai.

7. Children's Privacy

Our services are not intended for individuals under the age of 16. We do not knowingly collect personal data from children.

8. Introductions by Email

Users agree that we may introduce Candidates and Employers via email (or other direct communications) as part of our recruitment services.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. Your continued use of the Marketplace after such updates constitutes acceptance of the revised Privacy Policy.

10. Contact Us

If you have any questions or concerns regarding this Privacy Policy, or if you wish to exercise any of your rights, please contact us at:

P. Dubois Consult and Investment AB
Organization Number: 556520-9235
Email: team@joinfika.ai
Website: www.joinfika.ai

By creating an account or otherwise using the Marketplace, you acknowledge that you have read and understood this Privacy Policy.