Privacy Notice – Recruitment via Teamtailor
This Privacy Notice explains how DFDS collects, uses and protects your personal data when you apply for a job or otherwise engage with us in connection with recruitment via our recruitment platform, Teamtailor.
We aim to be transparent and respectful, and to clearly explain how your personal data is handled throughout the recruitment process. Local legal requirements may apply depending on the country in which you apply or are located.
1. Who is responsible for your data?
DFDS uses Teamtailor as a recruitment platform. DFDS acts as the data controller, meaning we decide how and why your personal data is processed.
Data controllers:
Data protection contact: recruitmentprivacy@dfds.com
2. What personal data do we collect?
You decide how much information to share with us. However, certain personal data is required to participate in the recruitment process.
Depending on the role, location and how you engage with us, we may collect the following categories of personal data:
Application data (e.g. CV, cover letter, work experience, education, skills and qualifications)
If you are an internal candidate (i.e. a current DFDS employee), your personal data will also be processed in accordance with DFDS’ Employee Privacy Notice.
In some cases, personal data may be structured or analysed using digital tools (including AI-supported features), as described in Section 5.
3. How do we collect your data?
We collect personal data both directly from you and from other sources.
Personal data is collected when you:
We may also collect limited information from publicly available sources, professional platforms, or through integrations with third-party services, where such data is made available based on your profile, platform settings and permissions.
If your personal data is obtained from a third party, we will provide you with relevant information as required by applicable data protection law.
Applications from external platforms and CV databases
In some countries, DFDS may receive applications or candidate profiles from external job boards, professional networks or CV databases.
These providers typically act as independent data controllers and are responsible for informing you about how they collect, use and retain your personal data.
Once DFDS receives your data, DFDS acts as an independent data controller and processes your personal data solely for recruitment purposes and in accordance with this Privacy Notice.
We assess such data in relation to current recruitment needs. If your profile is not relevant, your personal data is deleted in accordance with our retention rules. Where required by law, we will obtain your consent before retaining your data for consideration for future career opportunities.
Unsolicited applications
In some countries, DFDS may receive unsolicited job applications (for example, by email).
Where this happens, we:
Unsolicited applications are not retained in local inboxes or shared folders.
If we wish to retain your application for future career opportunities, we will ask for your consent where required by law.
4. Why do we process your data?
We process your personal data to:
Legal bases for processing
Depending on the circumstances, processing is based on:
You may withdraw your consent at any time, without affecting the lawfulness of processing carried out prior to withdrawal.
5. Use of AI, profiling and automated tools
DFDS uses digital tools, including AI‑supported features within Teamtailor, to support and improve recruitment activities.
These tools may help to structure applications, highlight relevant experience or support screening, particularly where we receive a high volume of applications.
Important information:
Profiling
As part of recruitment, we may use profiling to support assessments. This involves analysing or structuring information from your application (such as skills or experience) to better understand how your profile may match a role.
You may contact us at any time if you have questions about how your application is assessed or if you wish to request human review.
6. How long do we keep your data?
DFDS retains personal data only for defined periods and in accordance with DFDS’ retention guidelines and applicable law.
DFDS aims to process and retain candidate data within approved recruitment and HR systems. Any limited handling outside these systems is minimized and subject to appropriate safeguards and retention controls.
If you are not hired, your data is deleted after a defined retention period set by DFDS, unless you have provided consent for longer retention (e.g. for future career opportunities)
If you are hired, relevant recruitment data becomes part of your employee record and is processed in accordance with DFDS’ Employee Privacy Notice
Personal data may be retained for longer where required to comply with legal obligations or to establish, exercise or defend legal claims
Where consent is used as the basis for retaining personal data, DFDS ensures that such consent is appropriately managed and that data is deleted when no longer required, either through system-based controls or controlled manual processes.
You may request deletion of your personal data at any time, subject to applicable legal limitations.
7. Who can access your data?
Your personal data may be shared with:
Recruiters, HR professionals, hiring managers, and other relevant members of the hiring team or business stakeholders involved in the recruitment process (e.g. interviewers or decision-makers)
We do not sell personal data. All recipients are required to protect personal data and comply with applicable data protection laws.
8. Transfers outside the EU/EEA
Your data is primarily processed within the EU/EEA.
Where personal data is transferred outside the EU/EEA, DFDS ensures appropriate safeguards are in place, such as standard contractual clauses approved by the European Commission.
9. Your rights
Depending on applicable law, you have the right to:
Where AI‑supported tools are used, you may also:
Many rights can be exercised directly through your Teamtailor profile or by contacting us at
recruitmentprivacy@dfds.com
10. Cookies
We use cookies on our career site to ensure they function properly and to improve your user experience.
You can manage or update your cookie preferences at any time. Further details are available in our Cookie Policy.
11. Security
DFDS applies appropriate technical and organisational measures to protect personal data against unauthorised access, loss or misuse.
12. Changes to this Privacy Notice
We may update this Privacy Notice from time to time. The most recent version is always available on our career site. Significant changes will be communicated where required by law.
