Privacy Policy

Privacy and Personal Data Policy, Virtual Career Days

Virtual Days AB, Company Registration No. 559312-2053

Last updated: 24 August 2026

1. Data Controller

Virtual Days AB, Company Registration No. 559312-2053, is the data controller for the processing of personal data carried out within the framework of Virtual Career Days and our own career events.

This Privacy Policy describes how we process personal data when you use virtualcareerdays.se, event.virtualdays.com, and related services.

Contact: vcd@virtualdays.com

2. Virtual Career Days

Virtual Career Days is an ongoing digital career network where students, recent graduates, and other job seekers can meet employers, participate in recurring career events and presentations, and gain access to relevant career and recruitment opportunities.

A central part of the service is enabling participating employers and candidates to find and communicate with one another.

3. What Personal Data Do We Process?

Depending on how you use the service, we may process, for example:

name,
email address and telephone number,
education and work experience,
profile information that you provide,
a CV that you choose to upload,
the events you register for and participate in,
the booths and presentations you visit,
contacts and interactions with employers,
use of the platform's features,
communications carried out through the service,
IP address, device information, and security logs,
information from cookies and similar technologies.

A CV may contain sensitive or private information. We therefore recommend that you do not include sensitive personal data or other information that is not relevant to career and recruitment purposes.

4. Why Do We Process Personal Data and What Legal Basis Do We Use?

Membership and Provision of the Service

We process personal data in order to create and administer your membership, provide you with access to Virtual Career Days, our events, employers, and platform features, and enable communication and matching between candidates and employers.

The processing is necessary in order to provide the service for which you have registered and is based on the performance of a contract pursuant to Article 6(1)(b) of the GDPR.

Searchable Profile and Contact with Employers

When you participate in Virtual Career Days, your profile may be searchable by employers participating in the relevant event.

Employers may search for candidates, access available profile information, and contact candidates through the platform.

This is a central function of Virtual Career Days, and the processing is based on our contract with you pursuant to Article 6(1)(b) of the GDPR.

Communication Within Virtual Career Days

As Virtual Career Days is an ongoing career network, we may communicate with you about the network's events, activities, participating employers, and relevant career and recruitment opportunities.

This forms part of the service for which you have registered, and the processing is based on Article 6(1)(b) of the GDPR.

If we wish to use your contact details for marketing that falls outside Virtual Career Days and the service for which you have registered, we will use the legal basis required for the relevant processing and obtain consent where required.

Security and Prevention of Misuse

We process personal data and technical information in order to protect the service, prevent fraud and misuse, troubleshoot problems, and maintain IT and information security.

The processing is based on our legitimate interest pursuant to Article 6(1)(f) of the GDPR.

Statistics and Development

We may process information about how the service is used for statistical, analytical, and service development purposes.

Where possible, we use anonymised or aggregated information.

Where personal data needs to be processed, the processing is normally based on our legitimate interest in developing and improving the service pursuant to Article 6(1)(f) of the GDPR.

5. Sharing and Interaction with Employers

When you are active in an event, participating employers may search for and access information contained in your profile.

Depending on the information you have provided, this may include your name, contact details, education, work experience, other profile information, and CV.

When you actively visit an employer's booth, participate in an employer-specific presentation, or otherwise interact with an employer, we may also record and share information about that interaction with the employer.

Follow-Up After Booth Visits and Presentations

An employer may wish to follow up with individuals who have visited the employer's booth or participated in a presentation.

Where such follow-up means that the employer will use your email address to contact you after the event, you will be informed of this in direct connection with the relevant activity.

If it is clearly stated that an active action, for example choosing to visit a booth or participate in an employer-specific presentation, means that you consent to receiving a relevant follow-up email from the identified employer, that active action may be used to provide consent.

Virtual Days will then record the relevant interaction so that it is possible to demonstrate when and in what context it took place.

The follow-up may, for example, include:

a thank-you for your participation,
materials or information from the booth or presentation,
information about relevant job vacancies,
trainee or internship opportunities,
other information that has a clear connection to the employer's recruitment activities and the activity in which you participated.

The consent applies to the follow-up described in connection with the activity and should not be interpreted as unlimited consent to future marketing.

The employer is responsible for ensuring that it has a valid legal basis for any continued communication or longer-term storage of your personal data.

6. Employers' Responsibility as Data Controllers

When an employer uses personal data that it has gained access to through Virtual Career Days for its own recruitment purposes, the employer independently determines the purposes and means of the continued processing.

The employer is therefore an independent data controller for such processing.

This may, for example, include:

assessment of candidates,
recruitment,
continued communication,
follow-up after the event,
storage in the employer's own recruitment system.

The employer's own privacy policy applies to such continued processing.

If you wish to exercise your rights regarding information that an employer processes in its own systems, you should primarily contact the employer directly.

Virtual Days can assist you in identifying the relevant employer if necessary.

7. Service Providers and Data Processors

We use external service providers to provide Virtual Career Days.

These include providers of:

cloud infrastructure and hosting,
video and webinar services,
email and notifications,
operations, support, and security.

When a service provider processes personal data on our behalf and in accordance with our instructions, the provider acts as a data processor and is subject to a data processing agreement in accordance with the GDPR.

Our technical service providers include Microsoft Azure, Hetzner, Zoom, Whereby, Brevo, and Sender.

8. Transfers Outside the EU/EEA

A large part of our technical infrastructure and our main data centres are located within the EU/EEA.

However, some of our service providers operate globally. This means that personal data may, in certain circumstances, be processed or made available in countries outside the EU/EEA.

Where personal data is transferred outside the EU/EEA, we ensure that the transfer is carried out using a permitted transfer mechanism under the GDPR.

This may, for example, include:

an adequacy decision by the European Commission,
the EU-US Data Privacy Framework where the recipient participates in the framework,
the European Commission's Standard Contractual Clauses, and, where necessary, supplementary safeguards.

You may contact us if you would like more information about a specific transfer or the safeguards used.

9. How Long Do We Retain Personal Data?

We retain personal data for as long as it is necessary for the purposes for which it was collected.

Profile and account information is normally retained for as long as you are a member of Virtual Career Days.

When you terminate your membership or request deletion, we delete or anonymise the information when it no longer needs to be retained due to legal obligations, security requirements, legal claims, or other legitimate reasons.

Information about events and interactions is retained for as long as necessary to administer the service, provide support, manage the network's activities, and demonstrate how and when relevant interactions or consents took place.

Information required to document consent may be retained for as long as necessary to demonstrate that the processing was lawful.

When information is no longer required, it is deleted or anonymised.

Information that has already been transferred to an employer may remain with the employer even after it has been deleted by Virtual Days. The employer is then responsible for its own retention and deletion practices.

10. Cookies and Similar Technologies

We use cookies and similar technologies to enable the service to function, for security purposes, and, where applicable, for statistics and analytics.

Cookies that are necessary for the operation of the service may be used without consent.

Cookies that require consent by law are only used after such consent has been provided.

Further information is available in our Cookie Policy.

11. Security and Personal Data Breaches

We use appropriate technical and organisational security measures to protect personal data against unauthorised access, loss, alteration, and misuse.

Communication with our services uses encrypted connections where applicable.

Personal data breaches are documented and handled in accordance with the GDPR. The Swedish Authority for Privacy Protection and affected individuals are informed where required by law.

12. Your Rights

Under the GDPR, and depending on the circumstances, you have the right to:

receive information about our processing of your personal data,
access the personal data we process about you,
have inaccurate information corrected,
request the deletion of personal data,
request restriction of processing,
object to processing based on legitimate interests,
object to direct marketing,
receive certain data through data portability,
withdraw consent where processing is based on consent.

If you withdraw your consent, this does not affect the lawfulness of any processing carried out before the consent was withdrawn.

To exercise your rights, contact us at vcd@virtualdays.com.

We may need to verify your identity before processing a request.

We respond to requests within the time limits prescribed by the GDPR.

13. Automated Decision-Making

Virtual Days does not make decisions based solely on automated processing that produce legal effects or similarly significantly affect you.

If automated matching or recommendations are used within the service, these are tools designed to help identify relevant content and do not mean that an automated system makes a binding recruitment decision about you.

14. Complaints

If you believe that we are processing your personal data incorrectly, you are welcome to contact us at vcd@virtualdays.com.

You also have the right to lodge a complaint with the Swedish Authority for Privacy Protection, IMY.

15. Changes

We may update this Privacy Policy when our services, service providers, or legal obligations change.

The latest version will be published on our websites.

In the event of material changes, we will inform users in an appropriate manner.

16. Contact

Virtual Days AB

Company Registration No. 559312-2053

Email: vcd@virtualdays.com