Dear job applicant,
At Analyse2 Oyj, we're committed to respecting your privacy. This Privacy Notice is designed to describe to you the basis for the personal data we collect from you, or that is provided by you as part of our recruitment process.
First of all, we use Breezy HR, a web-based hiring platform, to assist in our recruiting process. As part of that process Breezy HR will be processing the personal information you've shared in accordance with Analyse2 Oyj instructions.
When you apply for a job posted by us, the information we collect / you provide is used to determine whether or not you're a good fit for current and future roles at our company.
We'll hold on to your data for up to 24 months and if it turns out we'd like to keep it around longer, we'll reach out to you for consent first.
Lastly, if if at any point you'd like us to remove the information we've collected or share it with you, just let us know.
Entire privacy notice below.
Privacy Notice for Job Applicants Register
1 Controller
2 Contact person for register matters
3 Register name
JOB APPLICANT REGISTER
4 What is the legal basis and purpose of processing personal data?
The processing of personal data is based on:
the consent of the data subject regarding the processing of his/her personal data for recruitment purposes;
the legitimate interests of the controller and the data subject related to the recruitment process the data subject has participated in.
The purpose of processing personal data is the management of human resource allocation and implementing the recruitment process. We process personal data in order to contact the applicants for interviewing and decision making.
5 What data do we process?
We process the following personal data of the applicants:
- ✓ data subject's basic information, such as firstname and lastname, date of birth;
- ✓ data subject's contact details, such as private and/or work email address, private and/or work phone number, home address;
- ✓ information related to the job in question, such as job description, including information on the nature and type of employment, the person in charge of the recruitment process, desired salary and details regarding commencement of employment;
- ✓ information related to suitability for the job and other relevant details the data subject has provided during the application process, such as photographs, information on education, profession, work history (such as employers, commencement and duration of employment, nature of tasks), language skills, other special skills, a description of personal characteristics, different certificates and appraisals, links to online portfolios, profiles and other sources and references as well as person assessment and combability assessment and other information related thereto, which have been conducted with the consent of the data subject;
- ✓ information regarding the progress of the data subject's recruitment process, such as upcoming follow-up interviews or recruitment process termination;
- ✓ other possible information wilfully provided by the data subject during the application process of the controller or information otherwise published specifically for professional purposes, such as their LinkedIn profile or information collected separately by the controller with the consent of the data subject.
6 From where do we receive the data?
The primary source for the data stored in the register is the applicant in question. Other sources may be used in accordance with law. If necessary, we may receive data from recruitment consultants.
By applying for a job, the applicant permits collecting information from his/her public professional profile to the extent that is necessary for deeming the suitability for the job in question.
7 For whom do we disclose or transfer data? Do we transfer data outside of the EU or the EEA?
We process the job applicant register data by ourselves but use also subcontractors working on our behalf to process the personal data.
We have ensured protection of the data by making necessary contracts with the subcontractors regarding data processing.
We do not disclose data to any third parties.
The data will not be transferred outside the EU or EEA.
8 How do we protect the data and for how long do we store it?
Databases containing personal data are restricted only to employees who have the right to process applicant data for the purposes of their work. The register data is protected with the necessary technical and organisational precautions. The data is stored in databases that are protected with usernames, passwords, firewalls and other technical procedures. The register is stored on protected administrator servers, and the electrical connection is protected. All persons processing the data are bound by professional secrecy. The databases and their backups are kept in locked spaces and only previously specified persons have access to the data.
We will store the personal data for as long as is necessary for our purposes. As a rule, the data can be used for six (6) months for recruitment purposes. Data will be destroyed within two (2) years. If an applicant becomes our employee, we will store information the applicant has provided during the application process as part of their employee profile in accordance to the privacy notice regarding employee data.
We assess the need for the storage of the data regularly, in accordance with the applicable legislation. Additionally, we will take all reasonable measures to ensure that data of the data subject, which is incompatible for the purposes of the processing, and which is obsolete or incorrect, are not stored to register. We rectify or destroy such data without delay.
9 What are your rights as a data subject?
Each data subject has the right to inspect any information in the register pertaining to him/her and to demand the correction or erasure of incorrect information.
Each data subject has a right in accordance with the General Data Protection Regulation (2016/679) to object the processing of his/her data or to request limited processing as well as the right to lodge a complaint to the supervisory authorities regarding the processing of his/her personal data.
When processing is based on your consent, you as a data subject have a right to withdraw your consent at any time.
On grounds relating to your particular situation, you have the right to object profiling and/or other processing measures concerning you when the processing of data is based on the recruitment. In relation with your request, the particular situation on which the objecting of processing is based must be specified. We may deny fulfilling the request only based on compelling legitimate grounds.
As a data subject you have the right to object the processing at any time, and it is free of charge. That includes also profiling, so far as it is related to direct marketing.
Any requests concerning the register matters shall be addressed in person or in writing to the contact person mentioned in section 2.
