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Privacy Policy for Kuntarekry Mobile Application and Data Protection Compliance

Last updated: 06 Feb 2026

This privacy policy applies to the use of the Kuntarekry mobile application (“App”), which is part of the Kuntarekry recruitment system. The App is operated by Grade Solutions Oy on behalf of municipal and public sector employers in Finland. It serves both employers managing substitute needs and employees (candidates) responding to and managing work shifts.

We value your privacy and are committed to protecting your personal data in accordance with the EU General Data Protection Regulation (GDPR).

1. Data Controller

The data controller is:

Grade Solutions Oy
Yrttipellontie 10
90230 Oulu, Finland
Business ID: 3368158-6
dataprivacy@grade.com
https://www.grade.fi/

Grade processes personal data on behalf of its client organizations (municipalities and public entities), who may also act as controllers for specific processing activities.

2. Purposes and Legal Basis of Processing

We process your data for the following purposes and under the following legal bases:

Purpose

Legal Basis (GDPR)

Managing substitute needs (creation, publication, assignment)

Performance of a contract (Art. 6(1)(b))

Displaying shift details, contact info, gig history

Legitimate interest (Art. 6(1)(f))

Employee profile and availability access via WebView

Performance of a contract (Art. 6(1)(b))

Error tracking and usage analytics (via Sentry)

Consent (Art. 6(1)(a))

Notification delivery (if enabled in device settings)

Legitimate interest or consent (as applicable)

There is no automated decision-making or profiling, and the app is not intended for children under the age of 15.

3. Categories of Personal Data

Depending on your role and use, we process:

For Employees:

  • Name, contact information (phone, email)
  • Work history and gig participation (viewed via secure WebView)
  • Availability and profile data (viewed via secure WebView)

For Employers:

  • Name, contact details (email/phone if included manually)
  • Substitute need creation and shift assignment actions

Data Collected with Consent

These features are disabled by default and only activated if you provide consent in the app’s privacy settings.

Device and technical data

Includes your device type, operating system version, app version, and crash logs. This data helps us identify and fix technical issues.

Pseudonymized analytics data

We may collect anonymized usage data (e.g., feature interactions, performance metrics) through a third-party analytics tool. IP addresses and personal identifiers are not stored.

These features are disabled by default and only enabled if you actively provide consent in the app settings.

4. Data Storage and Retention

Personal data is stored on secure servers managed by the Kuntarekry system. The mobile app does not store personal data permanently on the device, except for limited technical data (e.g. preferences, tokens) which may be cached temporarily.

We apply the following data retention principles:

  • Substitute need messages are automatically deleted after two years from creation.
  • Data related to gig registrations (via the substitute calendar) is deleted once two years have passed since the last modification of the related substitute need.
  • Substitute applications are pseudonymized automatically if the application has remained in a ”not available” status for more than two years.
  • Crash reports and technical logs (if enabled) are retained for a maximum of 12 months.
  • Push notification tokens expire automatically or upon logout.
  • Preferences and session data are stored only temporarily and are deleted when the app is reset or removed.

We retain personal data only as long as necessary for the purpose of processing, or as required by applicable law. Retention schedules are reviewed regularly to ensure compliance with data minimization and storage limitation principles (GDPR Art. 5(1)(c) and (e)).

5. Recipients and Transfers

Your data may be shared with:

  • The organization(s) you are employed by or applying to (municipal employers)
  • Substitutes or employers in the context of shift assignments
  • Service providers (e.g., hosting providers)

We use Sentry (operated by Sentry Inc., US) for error tracking and analytics. Sentry is configured to anonymize your IP address and is only activated with your consent. While Sentry uses EU data hosting, due to its US ownership, this constitutes a third-country transfer under Chapter V of the GDPR. We have contractual safeguards in place (e.g. SCCs) to ensure protection of your data.

For more information, see Sentry Privacy.

6. Your Rights

Under the GDPR, you have the following rights regarding your personal data:

  • Right to access and rectification
  • Right to erasure (”right to be forgotten”)
  • Right to restrict or object to processing
  • Right to data portability (where applicable)
  • Right to withdraw consent at any time (without affecting prior lawful processing)
  • Right to lodge a complaint with the Data Protection Officer (https://tietosuoja.fi/)

7. Security Measures

We implement appropriate technical and organizational measures to safeguard your data, including access control, secure data transmission, and minimal data caching on devices.

8. Cookies and Tracking

The mobile app itself does not use cookies. However, analytics and error tracking (via Sentry) may involve similar technologies. These are only activated if you enable consent via the app’s settings.

9. Contact

For any privacy-related inquiries, please contact:
dataprivacy@grade.com

10. Policy Updates

This privacy policy may be updated to reflect changes in legal or technical requirements. We recommend reviewing it regularly. The latest version is always available through the app’s Profile > Privacy policy section.

Evästeet koostuvat pienistä tekstitiedostoista. Nämä tiedostot sisältävät tietoja, jotka tallennetaan laitteellesi. Joidenkin evästetyyppien sijoittamiseksi tarvitsemme suostumuksesi. Grade käyttää seuraavia evästetyyppejä.
Jos haluat lukea lisää käyttämistämme evästeistä ja niiden säilytysajasta, klikkaa tästä siirtyäksesi evästepolitiikkaamme.

Hallitse evästeasetuksiasi

Välttämättömät evästeet

Välttämättömät evästeet ovat evästeitä, jotka on sijoitettava, jotta verkkosivuston perustoiminnot toimisivat. Perustoiminnot sisältävät esimerkiksi evästeitä, jotka ovat tarpeen valikoiden käyttämiseen ja sivuston navigointiin.

Toiminnallisuusevästeet

Toiminnalliset evästeet on sijoitettava, jotta verkkosivusto toimii odotetusti. Esimerkiksi kieliasetuksen muistamiseksi, tiedon saamiseksi siitä, oletko kirjautunut sisään, sivuston turvallisuuden ylläpitämiseksi, kirjautumistietojen muistamiseksi tai tuotteiden lajittelun mahdollistamiseksi sivustolla haluamallasi tavalla.

Tilastolliset evästeet

Sivuston kanssa vuorovaikuttamisesi selvittämiseksi asetamme evästeitä tilastotietojen keräämiseksi. Nämä evästeet anonymisoivat henkilötiedot.

Mainonnan mittaamisevästeet

Voidaksemme tarjota parempaa palvelua ja kokemusta asetamme evästeitä markkinoinnin räätälöimiseksi sinulle. Toinen tämän sijoittamisen tarkoitus on markkinoida tuotteita tai palveluita sinulle, tarjota räätälöityjä tarjouksia tai markkinoida ja antaa suosituksia uusista käsitteistä, perustuen aiempiin ostoksiisi kanssamme.

Käyttäjämainonnan mittaamisevästeet

Relevanttien mainosten näyttämiseksi asetamme evästeitä mainosten mukauttamiseksi sinulle.

Henkilökohtaisesti mukautetut mainosevästeet

Relevanttien ja henkilökohtaisten mainosten näyttämiseksi asetamme evästeitä tarjotaksemme ainutlaatuisia tarjouksia, jotka on räätälöity sinun käyttäjätietojesi perusteella.