Privacy and Data Policy
Last updated: 16 October 2026
Fill Technology AB ("Fill", "we", "our", or "us") cares about your privacy. We always collect and handle personal data responsibly and with your privacy in mind. This policy explains how we collect and use your personal data when you use our services.
Fill Technology AB is registered with the Swedish Companies Registration Office with its registered office at Jungfrugatan 35, 114 41 Stockholm. In accordance with EU data protection legislation, we are the data controller for the personal data described in this policy and are responsible for ensuring that we process it in accordance with applicable data protection legislation. This policy covers the people who use Fill on behalf of buyers and suppliers, and the consultants that suppliers put forward through Fill.
---
What information do we collect?
We collect information that you provide when you use our services — including when you register an account, submit a request, or communicate with our support — as well as information generated automatically when you use the platform.
- Personal and contact information
Name, company name, company registration number, delivery address, email address, and phone number. - Information on goods and services
Details of the services you have requested, such as the number of employees in your company. - Device information
Browser type, language settings, time zone, operating system, platform, and screen resolution. IP addresses are anonymized before storage. - Product analytics
We collect interaction events (pages you visit, buttons you click, workflow steps you complete or abandon), session metadata (browser type, screen resolution, session duration), and feature usage patterns (which features you use and how often). We do not collect your name, email, or other directly identifying information in analytics events. Content you enter into form fields is masked and never captured. - Information from partners
We may collect additional information about you from third parties such as marketplaces and data providers, including address information, demographic information, and credit reference information to the extent permitted by law. We require that each partner has the legal right to collect, use, and share your data before they provide it to us. - Consultant information
When a supplier puts a consultant forward, we receive the consultant's details from the supplier. See "Consultants put forward by suppliers" below.
---
Why do we collect it?
We use your information for the following purposes:
- To provide our services — fulfilling our contractual obligations when you use the Fill platform
- To improve the platform — understanding how the platform is used, identifying usability issues, measuring feature adoption, and making informed decisions about what to build next
- To communicate with you — responding to your requests and sending relevant service updates
- To comply with the law — meeting accounting requirements and other legal obligations
- To match consultants to assignments — presenting consultants to the buyer that asked for them, helping Fill's team assess how well they match the request, and arranging interviews and contracts
---
Legal basis
We process your personal data under the following legal bases:
- Contract (GDPR Article 6(1)(b)) — processing necessary to provide the services you have requested
- Legitimate interest (GDPR Article 6(1)(f)) — processing necessary for our legitimate interests, including matching consultants to assignments, product analytics, service improvement, and fraud prevention, where these interests are not overridden by your rights and freedoms
- Legal obligation (GDPR Article 6(1)(c)) — processing necessary to comply with legal requirements
For product analytics specifically, we have conducted a Legitimate Interest Assessment confirming that our interest in improving the platform does not override your rights and freedoms. Key safeguards include data minimization, anonymization of IP addresses, masking of form inputs, EU-only storage, and the ability to opt out.
---
Consultants put forward by suppliers
Consultancies and staffing companies ("suppliers") use Fill to put consultants forward for assignments that Fill's customers ("buyers") ask for. Fill receives a consultant's details from the supplier, not from the consultant. This section explains how Fill handles them.
- What we receive
The consultant's name, email address and CV, and what the supplier enters about them: employment type, the date they are available from, city of residence, work preference, languages, hourly price, a short description, and how many other hiring processes they are in. - Why we use it
To present the consultant to the buyer that asked for the assignment, to arrange interviews and, if the consultant is chosen, to prepare contracts and follow up the assignment. - Who is responsible
Fill is the controller for its own processing of the consultant's data on the platform. The supplier is the controller for its own processing, including the decision to put the consultant forward. - Legal basis
Fill's legitimate interest, and the supplier's and the buyer's, in matching consultants to assignments (GDPR Article 6(1)(f)). - Who sees it
The buyer that sent the request and its users who handle it, the supplier that submitted the consultant, Fill's team, and the service providers on our sub-processor list. - Use of AI
Fill uses AI help users complete critical tasks, with less work and more accuracy. See "Use of AI" below. - How long we keep it
For as long as the supplier's account is active, so the request and any assignment can be followed up. If the consultant was engaged, contracts and invoicing records are kept for as long as Swedish accounting law requires, which is seven years. We delete a consultant's details earlier if the consultant or the supplier asks us to, unless the law requires us to keep them. - Informing consultants
The supplier tells each consultant it puts forward about this processing and points them to this policy. - Consultants' rights
A consultant has the rights listed under "Your rights", including the right to object to Fill's use of AI on their data, by writing to legal@fill.work.
---
Use of AI
Fill uses AI to draft texts, fill in forms, answer questions and prepare suggestions, including reading the CVs that suppliers upload. AI suggests; people decide. Our AI providers process data in the EU and may not use it to train their models. Our page AI at Fill describes how we use AI, the data it uses and who decides.
---
Who do we share information with?
Your information may be shared with external partners. We only share data that is necessary for the stated purpose.
- Service providers
We may share your personal data with suppliers for the performance of our contractual obligations to you. Data is only accessible in a logged-in environment and is never sent by email. - Analytics providers
We use various product analytics data operating on EU Cloud infrastructure. Your analytics data does not leave the European Union. - Authorities
We may provide necessary information to authorities such as the police, tax authorities, or other authorities if we are required to do so by law or if you have consented to us doing so.
A full list of our sub-processors is available at fill.work/security/sub-processors
---
Where do we process your information?
We store and process your data within the EU/EEA. Our platform runs on Amazon Web Services in Sweden, our analytics infrastructure is hosted in Frankfurt, Germany, and our AI providers process data in the EU. Some of our service providers are based in the United States. Where one of them could access data from outside the EU/EEA, for example to give support, the transfer is protected by the EU–US Data Privacy Framework or the European Commission's Standard Contractual Clauses.
---
How long do we keep your data?
We keep your customer data for the time you use our services and for up to 24 months thereafter. Consultant data that suppliers submit is kept as described under "Consultants put forward by suppliers" above. The input and result of each AI task are kept with the request or candidate they belong to and deleted with it. Product analytics data is retained for 12 months and then automatically deleted. When we save data for purposes other than our service obligations — such as accounting requirements or legal compliance — we only save data for as long as necessary and/or required by law for the respective purpose.
---
Your rights
Under the General Data Protection Regulation, you have the following rights:
- Access — request a copy of the personal data we hold about you
- Rectification — request that we correct inaccurate data
- Erasure — request that we delete your data
- Portability — request your data in a structured, machine-readable format
- Object to processing — object to processing based on our legitimate interest, including direct marketing, analytics, and the use of AI on your data
- Restrict processing — request that we limit how we use your data
To exercise any of these rights, contact us at legal@fill.work.
---
Removal of account
Once you delete your account, you will not be able to recover your information. If you wish to delete your account, contact legal@fill.work at any time.
---
Contact us
Contact us about data protection and personal data at legal@fill.work. We take data protection seriously and are happy to answer your questions.
