Privacy Policy
Last updated:
Fika Jobs is operated by Coffee Chat AI AB, org. no. 559545-9164, Hovås Bautastensväg 9, 436 50 Hovås, Sweden ("Fika Jobs" or "Fika", "we", "us"). This Privacy Policy explains how we handle personal data in connection with the Fika Jobs website, platform and services.
Privacy contact: support@fikajobs.ai
The short version. Fika handles personal data in two different roles. When we provide recruitment software to an employer — for example when you apply to a company and it uses Fika in its process — we process your data for that employer, under its instructions. When you create your own Fika account and profile, we are responsible for that data, and we use it to run your profile, match you with opportunities, tell you about them, and recommend and introduce you to hiring companies. We don't sell personal data, and we don't make hiring decisions — employers do.
1. Two roles: when we work for an employer, and when we work for you
A. Processing for an employer (Fika as processor). Companies use Fika as part of their own recruitment processes. When we process personal data in an employer's sphere — for example candidate and application data in the employer's ATS, and invitations, conversations and analysis handled for that employer's recruitment process — the employer is the controller and Fika processes the data on its behalf under a data processing agreement. That processing is governed by the employer's privacy information, not by this Policy. For questions or requests about it (including access or deletion), contact the employer.
This includes the situation where you have applied to a company and receive an invitation from Fika's systems to complete a conversation for that company's process: until you create your own Fika account, we handle your data solely for that employer's recruitment process, on its behalf.
B. Your Fika account and the Fika marketplace (Fika as controller). When you create a Fika account and profile, Fika is the controller of your profile and account data, and this Policy applies in full (Sections 2–11). The same conversation can result in materials in both spheres: what is delivered into the employer's systems forms part of the employer's recruitment process (Part A); your own Fika profile is yours with us (Part B). We are also the controller for our website, for the account data of employer users, and for our business contacts (Section 10).
2. Data we process about candidates (as controller)
Identity and contact details — name, email, phone number.
Profile information — your CV and application information (including information imported when you create your profile, with your involvement), work history, education, skills, languages, salary expectations, preferences, work authorization, and other details you choose to add.
Conversation and interview data — video and audio recordings of your Fika conversation, transcripts of it, and the summaries, evaluations and structured profile information generated from your conversation.
Interaction data — opportunities shown to you, your responses and choices, introductions made, communications with us.
Technical data — log, device and usage data, and cookie identifiers (see Section 11).
We ask you not to include sensitive personal data (such as health information, religious or political views, or trade-union membership) in your profile or conversation unless you consider it necessary. We do not request it. If it appears in your profile or conversation, we process it only because you have deliberately chosen to include it, or where needed for legal claims.
3. Why we process your data, and on what legal grounds
Creating and hosting your account and profile; conducting your AI conversation; generating your transcript, summary, evaluation and profile; matching you with opportunities; notifying you about relevant opportunities; recommending and introducing you to hiring organizations; sharing your profile as described in Section 4. Legal basis: Contract — this is the service you sign up for.
Operating, securing, testing, debugging, analyzing and improving the service, including its AI functionality; preventing fraud and misuse; enforcing our terms; establishing or defending legal claims. Legal basis: Legitimate interests — running and improving a safe, fair recruitment service. You can object (Section 9)
Additional uses we ask you about in the product, and marketing beyond service communications. Legal basis: Consent — withdrawable at any time.
Bookkeeping, tax and other legal duties; responding to lawful requests. Legal basis: Legal obligation.
You are not legally obliged to provide us with personal data. Some information is necessary to create and use a Fika profile — without it, we may not be able to provide all or part of the service.
We also create and use aggregated and anonymized data that no longer identifies anyone to analyze and improve Fika. We do not use identifiable personal data to train generalized AI models, and we do not sell personal data.
4. How your profile is shared with hiring organizations
We share your profile with a hiring organization when you apply, attach your profile, express interest, ask us to introduce you, or otherwise direct us to — and when we introduce you to a hiring organization as part of the matching and introduction service described in Section 3. We normally do this by giving the organization access to your profile as hosted by us, rather than by sending it a separate copy. What it can see includes your profile, video, transcripts, summaries and evaluation information.
A hiring organization is an independent controller of the personal data it receives from us or records in its own systems, and must handle it under its own privacy information and the law. Our agreements require hiring organizations to use what we share only for genuine recruitment, to keep it secure, not to extract or retain more than their own recruitment records require, and to delete it when it is no longer needed — but their processing is their responsibility, and requests about it should go to them.
You can decline opportunities, unsubscribe from opportunity emails (Section 9), and delete your account at any time (Section 8).
5. AI, evaluations and decisions
You are told when you interact with AI. Your Fika conversation is conducted by an AI system.
What our AI does. We use AI to create your transcript, summary, evaluation and profile from your conversation and profile information, and to match, recommend and introduce you to opportunities and hiring organizations. AI-generated information can be incomplete or inaccurate.
No automated hiring decisions. Fika does not make decisions with legal or similarly significant effects about you by solely automated means. Our evaluations and matches are decision support; hiring decisions are made by people at the relevant hiring organization, and our agreements require organizations to apply human review. If you believe AI-generated information about you is inaccurate, you can correct your profile information or contact us, express your point of view, and — where required by law — obtain human review.
6. Who else we share data with
Service providers (processors) that help us run Fika — in categories such as hosting and infrastructure, integration platforms, AI providers, email and communications, and analytics, support and monitoring tools. They process personal data only on our instructions.
Professional advisers, authorities and others where necessary for legal compliance, to protect rights and safety, or in connection with a corporate transaction.
7. International transfers
Some of our providers may process personal data outside the EU/EEA. Where that happens, we use safeguards required by EU data protection law — an adequacy decision or the European Commission's Standard Contractual Clauses. You can contact us for more information about the safeguards used and, where applicable, to obtain a copy of them.
8. How long we keep data
Your profile and account: for as long as your account is active and the data is needed to provide the service. We may delete or anonymize accounts that have been inactive for an extended period.
Conversation recordings: we keep your recordings, transcripts, summaries and evaluations while they form part of your profile; they are deleted or anonymized with the rest of your data when you delete your account (see below).
If you delete your account: we delete or anonymize your data without undue delay, keeping only what we must retain under law (for example bookkeeping records), what is needed to establish or defend legal claims, and a minimal suppression record if you have opted out of emails so your opt-out is honored. The access we have given hiring organizations to your profile also ends. Deletion does not affect information an organization has recorded in its own systems — such as recruiter notes, or materials delivered into an employer's recruitment systems as part of that employer's own process (Sections 1.A and 4).
Employer users, website visitors and business contacts: for the duration of the customer relationship or inquiry and thereafter only as needed for legitimate operational, security or legal purposes, including applicable limitation periods.
Data we process for employers is kept per the employer's instructions and our data processing agreement with them.
9. Your rights
You have the right to access your data, correct it, have it deleted, restrict processing, receive a portable copy, and object to processing based on legitimate interests — and you can object to direct marketing at any time. Where processing is based on consent, you can withdraw it at any time. Unsubscribing from opportunity emails stops those emails unless you later choose to receive them again; it does not by itself disable matching or delete your profile — you can delete your account for that (Section 8).
To exercise your rights, contact support@fikajobs.ai. You also have the right to lodge a complaint with a supervisory authority. For data we process on an employer's behalf (Section 1.A), please direct requests to the employer.
10. Employer users, website visitors and business contacts
For employer users, we process name, work contact details, role, account activity and communications to provide and administer the service, on the basis of contract and legitimate interests. For website visitors and business contacts, we process contact details, correspondence and technical data to respond to inquiries, run and secure our website, and market our services to businesses, on the basis of legitimate interests (or consent where required).
11. Cookies
We use cookies and similar technologies that are necessary to operate Fika, for example to keep you signed in, remember essential preferences and secure the service.
Coffee Chat AI AB · org. no. 559545-9164 · Hovås Bautastensväg 9, 436 50 Hovås, Sweden · support@fikajobs.ai