Last updated 24.5.2018
Hanken & SSE Executive Education Ab
(hereafter ”we” or ”Hanken & SSE”)
2 Contact point for register matters
3 Name of register
JOB APPLICANT REGISTER
4 What is the legal basis for and purpose of the processing of personal data?
The basis for processing personal data is:
- Specific rights and obligations (legal requirements) of the controller or of the data subject in the field of employment law;
- preparation of an employment contract;
- the data subject has given explicit consent to the processing of his or her personal data.
The purpose of the processing of personal data is e.g. to support actions related to the recruitment process and management of the recruitment process and enable contacts regarding applications and selection processes from persons (data subjects) who have applied for the positions.
None of the personal data we process under this register is subject to automatic decision-making or profiling that would have legal effects or impacts for the job applicant.
5 What data do we process?
We process the following personal data of the job applicants in connection with the job applicant register:
- basic information of the data subject such as name*, date of birth, personal identity number and/or other identifier, gender, mother tongue;
- contact information of the data subject such as email address*, phone number*, home address;
- information regarding the position applied for such as information of the position in question including information of the nature and type of the employment relationship and information of the contact persons designated for the application process, salary proposal, information related to when the applicant could start working;
- other information that the data subject has provided of himself, his background etc. in connection with the application process, such as a photograph, study and other educational information, profession, work history (such as employers, start dates and durations of previous jobs, nature of the previous jobs), language skills, other special skills, description of personal features, different certificates and ratings, links to profiles and portfolios found on internet;
- information regarding references and suitability assessments such as referrers and their statements, employment suitability test scores and results;
- information regarding the recruitment process of the data subject such as information of upcoming further interviews or of the interruption of the recruitment process;
- other possible information that the data subject himself has provided voluntarily in connection with the recruitment process or otherwise explicitly published in for professional purposes (e.g. on LinkedIn).
Providing the information marked with an asterisk (*) is a requirement for us to be be able to move forward in the application process.
6 From where do we receive information?
We receive data primarily from the the data subject him-/herself. We use other sources of data within the limits of the applicable laws and regulations. We also receive information from recruiting consultants, referrers and suitability testers as necessary.
By submitting a job application, the job applicant consents to the collection of data from his/her professional profiles to the extent such collection is necessary taking into consideration the nature of the vacancy.
7 To whom do we disclose data and do we transfer data outside of EU or EEA?
We disclose personal data in accordance with the applicable laws to a party, who based on law, has a right to receive information from the register. We may also disclose information for other purposes in accordance with the Finnish legislation.
We engage subcontractors processing data on behalf of and for us. We use subcontractors in the processing of job applicants’ personal data for the following services: HR and Recruitment Services, Legal Services, and IT Systems.
We have ensured your privacy with our subcontractors by entering into the necessary data processing agreements. We cannot name all of our subcontractors, and have thus listed the types of subcontractors.
We do not disclose the personal data in the register to third parties beside the ones specified above without the explicit separate consent of the data subject.
We may transfer personal data outside of EU/EEA, including to the United States of America. We have taken care of suitable safeguards for the transfer, and use the EU Commission standard contractual clauses or another transfer mechanism approved by the privacy legislation.
8 How do we protect the data and how long do we store it?
Only those of our employees, who due to their working duties are entitled to process job applicant data, have the right to use systems containing personal data. Each user has a personal username and password to the systems. The information is collected into databases that are protected by firewalls, passwords and other technical measures. The databases and backup copies of them are stored in locked premises and can be accessed only by certain pre-designated persons. We also store paper copies of personal data in locked premises and the data may only be accessed by persons who are entitled to them due to their working duties.
We store the personal data for as long as is necessary for the purpose of the processing. By default the data can be used for filling vacancies during the six (6) months following their collection. The data is destroyed in three (3) years from its collection. In case the job applicant becomes an employee of the company, his/her personal data given for the application are stored as part of the employee register according to its privacy notice.
We assess the necessity of storing the data on a regular basis taking into account the applicable laws and regulations. In addition, we take all reasonable actions to ensure that no incompatible, outdated or inaccurate personal data are stored in the register taking into account the purpose of the processing. We correct or erase such data without delay.
9 What are your rights as a data subject?
As a data subject you have a right to inspect the personal data concerning yourself, which is stored in the register, and a right to require rectification or erasure of the data, provided that the request has a legal basis. You also have a right to withdraw or change your consent.
As a data subject, you have a right, according to EU’s General Data Protection Regulation (applied from 25.5.2018) to object to processing or request restricting the processing and lodge a complaint with a supervisory authority responsible for processing personal data.
For specific personal reasons, you also have the right to object to profiling and other processing operations, when the processing of your data is based on our legitimate interest. In connection with your request, you will need to identify the specific situation, based on which you object to the processing. We can refuse the request of objection only on legal grounds.
10 Who can you be in contact with?
All contacts and requests concerning this privacy notice must be submitted in writing or in person to the email address mentioned in section two (2).
11 Changes in the Privacy Notice
Should we make amendments to this privacy notice we will place the amended statement on our website or in another appropriate channel, with an indication of the amendment date. If the amendments are significant, we may also inform you about this by other means, for example by sending an email or placing a bulletin on our homepage. We recommend that you regularly visit out webpage and review this privacy notice to ensure you are aware of any amendments made.