Privacy Policy
Last updated: Oct 19, 2026
APPLICANT PRIVACY NOTICE
Recruitment and Candidate Data
This Applicant Privacy Notice explains how FPRT ApS collects and processes personal data about candidates during recruitment and, where separately agreed, for future job opportunities.
1. Data Controller and Contact
- Data controller: FPRT ApS (CVR 45771172)
- Address: Tingvejen 2, 6500 Vojens, Denmark
- Privacy/recruitment contact: hr@fprt.dk
2. Personal Data We Process
Depending on the role and stage of the recruitment process, we may process information such as:
- Contact details and identification information.
- CV/resume, cover letter, employment and education history, qualifications and professional experience.
- Information you provide in application forms, interviews and correspondence.
- Interview notes, assessments, test results and recruitment-related evaluations.
- References and information received from referees, where applicable.
- Salary expectations, notice period, work eligibility and other information relevant to the recruitment process.
For certain roles, additional information may be required by law or because of the nature of the role, for example information connected with eligibility, security or background checks. Where such processing requires additional information or a separate legal basis, FPRT will provide it as appropriate.
Notice regarding unsolicited data: Please ensure that you do not include unnecessary personal data or sensitive details in your application or attached documents (e.g., CPR numbers, health information, or family details). Before uploading diplomas or certificates, please redact or remove your CPR number and any other non-relevant information. If FPRT inadvertently receives such information, it will be deleted or redacted in accordance with our internal data processing procedures.
3. Purposes and Legal Basis
We process candidate data for the following purposes:
| Purpose | Legal Basis | Explanation / Legitimate Interest |
|---|---|---|
| Receiving and assessing applications, communicating with candidates, conducting interviews, and evaluating fit. | GDPR Art. 6(1)(b) | Necessary to take steps at the candidate's request prior to entering into an employment contract. |
| Managing recruitment documentation and ensuring recruitment process integrity. | GDPR Art. 6(1)(f) | FPRT’s legitimate interest in operating, organizing, and documenting a fair, structured, and efficient recruitment process. |
| Defending legal claims (e.g., documentation in case of equal treatment or anti-discrimination disputes). | GDPR Art. 6(1)(f) | FPRT’s legitimate interest in protecting its legal rights and documenting compliance with labor laws for the applicable statutory limitation period. |
| Talent Bank / Future vacancies after the current recruitment ends. | GDPR Art. 6(1)(a) | Candidate’s explicit, voluntary consent. |
| Anonymization of candidate data for statistical and operational analysis. | GDPR Art. 6(1)(f) | FPRT's legitimate interest in generating aggregated statistics to improve future recruitment processes (where data is irreversibly anonymized). |
4. Sources of Personal Data
We primarily collect personal data directly from you when you submit your application. Additionally, we may collect data from third-party sources during the recruitment process, including:
- Recruitment Agencies / Executive Search Firms: If you applied through or were introduced by a recruitment partner.
- Referees: Information regarding your performance and experience obtained from referees you explicitly provide or authorize us to contact.
- Public & Professional Networks: Information from professional online profiles (e.g., LinkedIn) to verify work experience and qualifications relevant to the role.
- Testing/Assessment Providers: Results from personality or cognitive tests, where relevant for specific roles.
5. AI and Automated Processing
FPRT uses administrative recruitment technology, including AI-enabled software, solely to support human recruiters with initial CV parsing, organizing applicant data, and matching candidate skills against job requirements.
- No Model Training: Personal data and uploaded documents are processed exclusively to evaluate your candidate profile for the relevant position. Your personal data is not used to train, develop, or fine-tune AI models (neither internal models nor third-party provider models). All service providers act strictly as data processors under binding Data Processing Agreements (DPAs).
- No Automated Decision-Making: The AI functionality operates strictly as a decision-support tool. FPRT does not make recruitment or hiring decisions based solely on automated processing or profiling. All shortlisting, interview invitations, and final selection decisions are made entirely by human recruiters and hiring managers.
6. Recipients, Service Providers and International Transfers
Candidate data is accessed internally only by FPRT employees directly involved in recruitment and hiring decisions. We share data with external service providers (e.g., our Applicant Tracking System software vendor, IT infrastructure hosts, and assessment platform providers) acting as data processors under written Data Processing Agreements (DPAs) in compliance with GDPR Article 28.
- EU/EEA Data Location: All candidate data and uploaded application documents are hosted and processed exclusively within the EU/EEA. FPRT does not transfer candidate personal data to third countries outside the EU/EEA.
- No Sale or Commercialization: FPRT does not sell, rent, or commercialize candidate personal data under any circumstances.
7. Data Retention
- Unsuccessful Applicants: Application data is stored for up to 6 months after the end of the recruitment process to complete the hiring process and address potential legal inquiries. At the end of the 6-month period, your personal data will be permanently deleted.
- Talent Bank / Future Opportunities: If you grant optional consent for our Talent Bank, we retain your application data for up to 12 months. Upon expiration of the 12-month period (or upon withdrawal of consent), your data will be permanently deleted unless a new consent is provided.
- Hired Applicants: Data collected during recruitment is transferred to your personnel file and stored according to FPRT’s Employee Privacy Policy.
8. Your Data Protection Rights
Subject to the conditions and limitations in applicable law, you have the right to request access to your personal data, rectification of inaccurate data, erasure, restriction of processing, data portability, and to object to processing based on legitimate interests.
Where processing is based on consent, you may withdraw your consent at any time by accessing our ATS system, removing your Data manually or by contacting hr@fprt.dk. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.
9. Complaints
If you have questions or wish to exercise your rights, please contact hr@fprt.dk. You also have the right to lodge a complaint with the Danish Data Protection Agency (Datatilsynet), www.datatilsynet.dk.
10. Information Required for the Recruitment Process
Certain information is necessary for FPRT to assess your application and manage the recruitment process. If you do not provide information that is reasonably required for the role or recruitment process, FPRT may be unable to consider or progress your application.