Privacy policy for job applicants

1      Data controller

Kolmeks Oy
Taimistotie 2, 14200 Turenki
020 7521 31
 (”we” or ”company name”)

2      Contact person

Kaisu Apelgren
020 7521 31

3      Name of the register

Job applicant register

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

The basis for processing personal data is:

  • Compliance with the obligations and special rights of the controller and the data subject in the field of labour law;
    • The data subject’s explicit consent to the processing of his or her personal data.

The purpose of the processing of personal data is the measures related to our recruitment and the management of our recruitment process, as well as the management of the information related to the application process of the persons who have applied to our service to enable the necessary contacts.

5      What information do we process?

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

  • Basic details such as name, date of birth, native language
    • Contact details such as email address, phone number, address details;
    • Information related to the applied job, including information on the form and quality of the employment relationship and information on the responsible person appointed in the job application process;
    • other information provided to the data controller in the recruitment process about himself/herself, the background, etc., such as image, study and other educational information, work history, language skills, other special skills, description of personal qualities, references;
    • information on the progress of the recruitment process, such as information on an upcoming follow-up interview or interruption of the recruitment process;

Providing personal information is a prerequisite for us to be able to move forward in the recruitment process.

6      Where do we obtain the information?

The data is primarily collected from the job applicant him/herself. Other sources of information are used within the limits provided by law. We also use recruitment consultants if necessary.

By submitting a job application, the job applicant gives permission to collect information about his or her public profile to the extent that the collection of information is necessary and related to job performance, taking into account the job vacancy.

7      Who do we disclose or transfer information to, and do we share data outside the EU or EEA?

We process the data ourselves and utilize subcontractors who work on our behalf to process personal data. We have outsourced IT administration to a third-party service provider to whose server, which they manage and protect, personal data is stored. In addition, recruitment processes can sometimes be outsourced to an external service provider to whose server, which they manage and protect, personal data is stored.

We do not disclose data of the register to any third parties. We do not disclose personal data outside the EU/EEA.

8      How do we protect information, and for how long do we store

Only employees, who have the right to process customer details on behalf of their work, have the right to use systems that contain personal details. Each user has a unique username and password for the system. The data is collected in databases, which are protected with firewalls, passwords and other technical methods. Databases and their backups are located in locked premises, and certain pre-determined persons can only access the data.

We store personal data for as long as is necessary for the used purpose. In principle, the data will be stored for 12 months, covering the period of the non-discrimination claim.

We regularly review the need for data retention after each recruitment process. In addition, we will take reasonable steps to ensure that job applicant’s personal data that are incompatible, out of date or inaccurate for processing is not stored in the register. We will correct or destroy such information without delay.

9       What are your rights as a data subject?

As a data subject, you have the right to review the information about you that is stored in the person register and demand for any incorrect information to be corrected or removed if there are legal grounds for it. You have also the right to withdraw or change your consent. Send requests in writing or person to the contact person specified in section two (2).

In accordance with the General Data Protection Regulation, as the data subject, you have the right to deny or request the processing of your details to be limited and appeal the processing of personal data to a supervisory authority.

For special personal reasons, you also have the right to refuse processing measures concerning yourself when the basis for processing data is our legitimate interest. In connection with your request, you must specify the specific situation on which basis you refuse the processing. We can only refuse to implement the request for legally regulated reasons.