Privacy Notice Regarding Applicant Register

Privacy Notice Regarding Applicant Register

1 Controller

Premix Oy
Muovitie 4, 05200 Rajamäki
Phone: +358 987 8041
Email: [email protected]

2 Contact person for register matters

Mari Lippojoki
Muovitie 4, 05200 Rajamäki
Phone: +358 44 218 4400
Email: [email protected]

3 Name of the register

APPLICANT REGISTER

4 What is the legal basis for and purpose of the processing of personal data?

The processing of personal data is based on:

  • The explicit consent of the data subject regarding the processing of his/her personal data.
  • The compliance of the responsibilities and the specified rights of the controller and the data subject in the field of employment law;
  • The data subject’s explicitly published information.

The purpose of processing personal data is actions concerning our recruitment and management of the recruitment process as well as the supporting of human resource allocation, managing the data regarding the application process of the applicants who have applied to Premix in order to ensure the possibility to contact them and the desicion-making in hiring.

5 Which data do we process?

In connection with the applicant register we process the following personal data of the applicants:

  1. data subject’s basic information such as *name, date of birth, gender, native language, user name and/or other specifying identifier, password;
  2. data subject’s contact details such as private e-mail address, private phone number, private home address;
  3. 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. Further details will be provided in the job advertisement;
  4. information related to suitability for the job and other relevant details (background, etc.) that 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];
  5. information regarding progress of the data subject’s recruitment process such as upcoming follow-up interviews or recruitment process termination;
  6. 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.

All personal data marked with an asterisk is required in order to carry out the recruitment process.

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 Who do we provide or transfer data to and do we transfer the data outside of the EU or the EEA?

We will only disclose personal data according to current legislation to parties who have a legal and/or contractual right to receive data from the register. We may also disclose data for other purposes in accordance with Finnish law. We disclose personal data for direct marketing purposes to third parties.

We utilise, when needed, subcontractors working on our behalf to process the personal data. Premix Oy is the data processor for personal data [within the Company’s system and HR support services.]  Additionally, when needed, we use subcontractors to process personal data for the following services:

– Human resource and recruitment services

– Legal services

– IT system providers
We have ensured protection of your data by making necessary contracts with the subcontractors regarding data processing. We cannot name all our subcontractors, in part due to projects in development, so only the types of subcontractors used are disclosed.

We will only share data from the register with the aforementioned third parties unless explicit consent is sought and received from the data subject.

The data will not be transferred outside the EU or EEA except in cases when applicant is applying a job out of EU or ETA country.

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 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 (3) 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. Any requests concerning the matter should be addressed in person or in writing to the contact person listed in section 2.

Each data subject has a right in accordance with the General Data Protection Regulation (2016/679) (from 25 May 2018) 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.

On grounds relating to your particular situation you as a data subject have the right also to object profiling and/or other processing measures concerning you, when the processing of data is based on the recruitment. In this kind of situations, present your objection to the contact person listed in section 2. In relation with your request, the particular situation to which the objecting of processing is based, must be specified. We may deny fulfilling the request only based on compelling legitimate grounds.