Privacy Policy on the Processing of Personal Data in Recruitment
The purpose of this notice is to inform our job applicant(s) about how we process their personal data during the recruitment process. We take seriously our compliance with the EU General Data Protection Regulation as well as other applicable personal data processing legislation when processing personal data. We also ensure that processing is secure and that our data protection practices allow for the full exercise of data subjects’ rights.
Controller
Tikka Spikes Oy (2018171-8)
Kirkkokatu 11, 41160 Tikkakoski
(hereinafter “we”)
Contact
Finance Director Anne Mustamäki
+358 50 5894 228
privacy@tikkaspikes.fi
Any communication or request concerning this document should be made in writing or in person to the contact person indicated in this section.
Personal data processed, purpose of processing and legal basis
The processing of the following personal data is a prerequisite for the recruitment process. In addition to the information mentioned below, we would like to point out that the selected employee must undergo a pre-employment check and drug tests before starting work (for more details on the processing of this information, please refer to the privacy policy for employees available to the selected employee [in intranet]).
|
Personal data |
Purpose of processing |
Legal basis |
|
Basic information such as name, date of birth Contact information such as email address, phone number, home address |
Handling job applications and liaising with the recruitment process |
Our legitimate interest in processing personal data for the purposes of carrying out the recruitment process and selecting a suitable employee and responding to enquiries and requests related to the recruitment process. |
|
Information relating to the post applied for, such as the type and nature of the employment relationship, information on the person appointed to be responsible for the job search process, salary requirements, information on starting the job |
Processing job applications |
Our legitimate interest in processing personal data for the purposes of carrying out the recruitment process and selecting a suitable employee and responding to enquiries and requests related to the recruitment process |
|
Information important for suitability and other information provided by the person about himself or herself and his or her background, such as a photograph, educational and training history, occupation, work history (e.g. employers, dates and duration of employment, type of work), language skills, other specific skills, description of personal qualities, certificates and evaluations, references to portfolios, profiles or other sources on the Internet, references, testimonials. |
Processing job applications and assessing the suitability of job applicant. Contacting the applicant’s referees and checking other information provided by the applicant. |
Our legitimate interest in processing personal data to select a suitable employee |
|
Consent |
||
|
Results and information on the results of the assessment of personality and aptitude |
Assessing the suitability of job applicant |
Consent |
|
Information on the progress of the recruitment process, such as information on follow-up interviews or interruptions to the recruitment process |
Managing the recruitment process |
Our legitimate interest in processing personal data for the purposes of carrying out the recruitment process and responding to enquiries and requests related to the recruitment process |
|
Any other information voluntarily provided or otherwise explicitly disclosed for professional purposes, such as your LinkedIn profile or information we collect with your explicit consent. |
Assessing the suitability of job applicant |
Our legitimate interest in processing personal data for the purposes of the recruitment process and the selection of a suitable employee |
|
Consent |
Data sources
As a rule, we get the information from the job applicant themselves. We may also collect information from third party data sources within the limits of applicable regulations. Such sources include publicly available sources (such as LinkedIn), recruitment consultants and suitability assessment providers, potential background check providers, our current employees and references named in your application.
Disclosures, recipients and transfers of personal data
As a rule, we do not disclose personal data to third parties unless consent has been specifically requested and obtained, for example, for suitability assessments. We disclose personal data as permitted and required by applicable law to entities that have a legal and/or contractual right to receive information from the register, such as TE Offices (office for employment and economic development services).
We use subcontractors working for us to process personal data. We use external IT systems (e.g. Microsoft Office 365) and personal data is stored on servers managed and protected by these system providers.
The data will not be processed or transferred outside the European Union or the European Economic Area, unless this is necessary for the technical implementation of the data processing. Where personal data is processed outside the EU/EEA, we will ensure that the subcontractor is bound by the EU Commission’s Model Clauses for the processing of personal data or other approved safeguards.
General description of technical and organisational safeguards
Access to the system containing personal data is only available to our employees who are entitled to process job applicant data as part of their job. Each user has his/her own user name and password for the system. We have signed agreements with system providers and other partners who process personal data, in which our partners have committed to comply with the data protection and security requirements of the GDPR.
Databases containing personal data are protected by passwords and access levels. The data is located in an environment protected by appropriate security software and technical arrangements. The security of our user management and logging systems is technically and administratively organised in accordance with industry practices and procedures.
Retention period of personal data
In principle, we keep personal data of job applicants for one year after the end of the recruitment process. If the applicant becomes our employee, we will keep the data provided as a job applicant and related to the job search as part of the personnel profile in accordance with our Employee Data Protection Policy.
We regularly assess the necessity of data retention in the light of applicable law. In addition, we will take reasonable steps to ensure that no personal data incompatible with the purposes of the processing, or which are out of date or inaccurate, are kept in the register. We will correct or destroy such data without undue delay.
Personal data may be kept for longer than the above-mentioned retention periods if there is a specific reason to do so, such as in connection with suspected criminal offences and the related administrative investigation.
Job Applicant’s rights
|
Right |
In which situations |
|
Check the information stored about yourself |
Always |
|
Request the correction of incorrect or outdated information |
Always |
|
Request the deletion of data |
Where the job applicant has withdrawn his/her consent or one of the other conditions set out in Article 17 of the GDPR is met. |
|
Withdraw consent |
Where processing is based on consent |
|
Object to the processing of data |
Where the processing is based on legitimate interests and involves a particular personal situation or where the data are processed for direct marketing purposes. |
|
Request restriction of processing (e.g. until requests for data are resolved and settled) |
If the accuracy of the data is contested or one of the other conditions set out in Article 18 of the GDPR is met. |
|
File a complaint about the processing of your personal data with the Data Protection Ombudsman |
Always |
The above requests, denials and cancellations may be made by submitting them in writing, signed by the Contractor, to the contact person mentioned above.
We may need to ask you for certain information to verify your identity and your right to exercise your rights. This is a security measure to ensure that personal information is not disclosed to anyone who is not authorised to receive it. We may also contact you to request further information about your request to speed up our response.
We will respond to requests and enquiries from the contractor regarding the use of data subjects’ rights within one month.
INFORMATION ON THE DRAFTING AND UPDATING OF THE PRIVACY POLICY
|
DATE |
BRIEF DESCRIPTION |
|
22.10.2024 |
Policy prepared |