We kindly ask you to review the Policy carefully and familiarise yourself with its contents, since it is applied to all processing of personal data during the recruitment process within the Group.
Each recruiting company within the Group that will process your personal data is in its capacity as data controller obligated to ensure that the processing is made in accordance with this Policy and data privacy law in effect from time to time.
We hope that this Policy will answer your questions about the Group’s collection, use and disclosure of, as well as the protection of your personal data in recruitment processes.
The Group’s routine is that before you apply for a position, you will be able to review this Policy so that you will know how your personal data is processed.
Personal data and personal data processing
”Personal data” means all types of information directly or indirectly relating to a living natural person. It may therefore concern information such as name, e-mail addresses or telephone numbers but also information such as photographs or IP addresses may be comprised if the information can be tied to a physical person. ”Personal data processing” means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means. Examples of common personal data processing are collection, recording, organisation, structuring, storage, disclosure by transmission and erasure.
Purpose of the processing and legal basis
We process personal data in order to carry out quality recruitment processes. The processing is necessary in order for us to evaluate you for the position that you have applied for and to satisfy our legitimate interest in recruitment. The processing is also necessary in order for us, with your consent, to make preparations to enter into a possible employment agreement with you.
In case the recruitment process does not lead to you being employed with us, we may after having obtained your consent, retain your information for a certain time in order for us to be able to contact you for any future recruitments
If you are hired, some of your personal data that has been collected during the recruitment process will be transferred to your personnel file.
If we were to become subject to a claim according to local legislation in Sweden and Finland we will also process information about you in order to perform our obligations and observe our rights under employment law.
None of the processing we perform will involve any automatic individual decision-making, including profiling of you.
Data that may be processed by the Group
Personal data collected and processed by the Group for the above-mentioned purposes are:
- First and last name
- Contact information such as e-mail address, telephone number, job title and home address
- Information in cover letter and resumé
- Information posted to social media, e.g., LinkedIn, and which is deemed to be relevant and of significant importance to evaluate your professional qualifications.
- Date of birth
- Competence-based suitability for a position
- Interview notes
- Police record extract if needed and according local legislation
- Any test results from testing tools used in the evaluation and development efforts
- References supplied
- Correspondence between you and us
- Information about how you have interacted with us
- Other information that you choose to share with us
We encourage you to avoid supplying so-called sensitive personal data, such as information about health, political views or membership in a union.
From where we collect your personal data
Most of the personal data we process is collected from you. Sometimes we also process personal data from you that we have collected from a third party, e.g., LinkedIn.
If you advance in a recruitment process we may also process information about you that your reference persons have provided to us and test results from testing tools used in the evaluation and development efforts.
For recruitment to certain types of positions we may carry out different background checks in addition to what is apparent from the above-mentioned information. If such a background check is carried out we will not use the information for any other purpose than to evaluate you for the position you have applied for and will ensure that applicable data privacy law is always followed in each individual case.
We will retain the personal data for as long as needed to conclude a recruitment process. After a concluded recruitment process, the Group must in order to fulfil its legal duties under the Anti-discrimination Act and to bring and defend any legal claims, currently retain your application documents for 24 months; thereafter your information will be erased. If we hire you, certain of the information from the recruitment process will be entered into your personnel file and retained for a longer period.
Who will review your personal data
The HR department of the Group will, together with the recruiting manager, carry out the recruitment process in its entirety. Your personal data may however be shared also with your possible future colleagues and with the manager of the recruiting manager. The purpose is to carry out relevant interviews and assessments of who should be hired.
Your personal data may also be shared with other companies within the Group, external service and IT suppliers that we use for purposes of the recruitment. In order to handle recruitments, we presently use an external recruitment tool which you have been forwarded to in order to make your application.
We take relevant technical and organisational measures in order to ensure that information about you is handled securely and with an adequate level of safety in case of transmission to or sharing with third parties.
Your personal data may also be disclosed if prescribed by law, regulation or by the decision of a public authority or if required in order for us to identify, bring or defend a legal claim.
In your capacity as a natural person and in relation to the personal data processed by us, you have several rights.
You always have the right of access to your personal data. If you wish to have information about what personal data we process about you as a job applicant, you may always request this in the form of a copy of the personal data undergoing processing. If you discover erroneous, misleading or incomplete information about yourself, you may demand rectification.
In certain cases you have the right to demand to have your personal data erased (”the right to be forgotten”), e.g., if the data are no longer needed in order to achieve the purpose for which the data were obtained. However, you cannot have your data erased if there are legal obligations or rights for us to retain the data. It may also be the case that the processing is necessary in order for us to identify, bring or defend a legal claim. If we were to be prevented from complying with a request for erasure, we will instead at your request block the personal data from being used for any other purpose that the one preventing the requested erasure.
In certain cases you have the right to demand that the processing of your data is restricted. If, for example, you dispute the accuracy of personal data that we process you may demand restricted processing during the time we need to verify whether the personal data are correct. Another example is that if we no longer need the personal data for the identified purposes, but you on the other hand need them to identify, bring or defend a legal claim, you may demand restricted processing of the data by us. This means that you may demand that we do not erase your data.
In certain cases you also have the right to object to the processing of your personal data. Under those circumstances, we may continue to process the data only if it can be shown that there are compelling legitimate grounds that the data must be processed. These grounds must then override the interests, rights and freedoms of the individual or the processing must be carried out in order to establish, exercise or defend a legal claim. If you have voluntarily disclosed information to us you have in certain cases the right to release and use of your data elsewhere (”the right to data portability”). On these occasions, we are obligated to facilitate such a transfer of the data. One precondition is that we process the personal data with your consent or in order to perform an agreement with you.
Withdrawal of consent
If you have consented to the processing of personal data, you have the right to withdraw your consent at any time.
In case of any missing information or if you have any other questions, you are always welcome to contact us and we will do our best to answer your questions. Feel free to contact us by post, e-mail or telephone.
Postal address: Verkkosaarenkatu 5, 00580 Helsinki
Telephone: +358 10 270 7000
Suomen Asiakastieto Oy has a data protection officer who will be happy to answer your questions about personal data and privacy. The data protection officer has the following contact information:
You also have the right to submit a complaint to the Office of the Data Protection Ombudsman.
Postal address: Årstaängsvägen 21 B, 117 88 Stockholm
Telephone: +46 (0)8 670 90 00
UC AB has a data protection officer who will be happy to answer your questions about personal data and privacy. The data protection officer has the following contact information: E-mail: firstname.lastname@example.org
You also have the right to submit a complaint to the Swedish Data Protection Authority.