Privacy Statement for recruitment
Last revised: February 2021
This recruitment website (also referred to below as “Career site” or “the Service”) is provided by Teamtailor AB (“Teamtailor”) on behalf of Valtech A/S.
Valtech and its subsidiaries (also referred to below as "we", "us" and "our") is a privacy conscious organization.
This Privacy Statement for recruitment provides information on how we process and protect personal data of applicants (also referred to below as “you”, “your”) gathered through the Career site when they are applying for a job opening posted by us and explains which privacy rights they have in relation to such data processing.
As used in this Privacy Statement for recruitment, “personal data” means information that relates to an identified individual or to an identifiable individual (e.g., name, email address, contact details, or other information gathered through applicants’ interactions with us via the Career site).
We are the data controller of the Career site and Teamtailor is the data processor in accordance with current privacy legislations. The applicants’ personal data is processed for the purpose of managing and facilitating our recruitment process.
2. Collection of personal data
We are responsible for the processing of the personal data that the applicant contributes to the Career site, and for the personal data that we in other ways collects with regards to the Career site.
Data we collect from you
Only data that is relevant for the recruitment process is collected and processed.
We collect and process some or all of the following information from you:
Name, e-mail, postal address, telephone number, social media profile.
Information that you upload to the Service:
CV, reference letters, qualifications, images etc. relating to your employment history, skills and experience.
Information linked to interviews:
Information you provide to us in regular interviews and/or video interviews. Results from tests performed by you in relation to the recruitment process.
Information about your use of the Service (e.g. the URL you are accessing the Career site from, your IP address, unique device ID, language and operating system etc.)
Your input on surveys that we might use for research purposes, although you do not have to respond to them.
If you are unable to provide us with the personal data above, please note that we might not be able to provide you with the Service in its entirety. Also, note that we will process all the personal data that you provide us with in relation to the Service.
Therefore, please only provide us with the necessary information and not with any sensitive personal data. Sensitive personal data is personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a person, data concerning health or data concerning sex life or sexual orientation.
Data we collect from other sources
If you apply for a job opening or connect with us through your social media profile, such as LinkedIn, we will collect your personal data from the relevant social media profile and synchronize with the Service.
The Service allows us to collect your data from third party providers and synchronize with the Service, which may include your personal data, to better understand your fit for a specific role and to develop and improve the Service.
We may also receive your personal data from a party who recommends you as a candidate for a specific job opening or for our business in general.
When and how we collect personal data
We collect your personal data when you:
- submit your application to us directly through the Career site or through your social media profile, or through external job boards.
- connect with us in order to be considered for future job applications and receive updates about job openings, either directly on the Career site, or through your social media profile.
- contact any of our employees through the Career site.
- provide feedback during or after a recruitment process.
Some data can be aggregated to be used for analysis or market research purposes. To do so, such data are always non-identifiable, i.e. they do not enable an applicant to be identified.
Purpose of the processing
We process applicants’ personal data through the Service to identify and hire suitable candidates and to communicate with and assess candidates based on current and/or future recruitment needs. We must therefore collect your personal data so that you can apply for a job or connect with us.
We only process personal data that is relevant to the recruitment process and the personal data will only be made available to those who need it to fulfil the purpose.
We use information that we collect about you to:
- Consider your application in respect of a role for which you have applied.
- Consider your application in respect of other roles for which your profile may fit.
- Communicate with you in respect of the recruitment process.
- Enhance any information that we receive from you with information obtained from third party data providers.
- Find appropriate candidates to fill our job openings.
Lawfulness of processing
In order for us to process your personal data for recruitment purposes, you have to give your consent when applying for a specific job or when accepting to be contacted for future opportunities.
You may withdraw your consent at any time, by contacting us using the contact details listed under 8. Using this right may, however, mean that the applicant will not be able to apply for a specific job or otherwise use the Career site.
How long the personal data will be processed
The personal data used for recruitment purposes may be retained for a maximum of 2 years from the last contact with the applicant; this duration can be reduced in compliance with local regulation or if the applicant exercises his/her rights, as mentioned in point 3. below.
The personal data processed with consent as legal ground is only processed as long as we have valid consent. Upon your written request to us, your personal data will be deleted.
After completion of a recruitment, we have to retain certain information to comply with the law. In such case, we will ensure that it is processed only for the purposes stated in the legislation.
Automated decision making/profiling
The Service allows us to select appropriate candidates to consider based on criteria expressly identified by us, or typical in relation to the role for which you have applied.
The process of finding suitable candidates is automatic, however, any decision as to who we will engage to fill the job opening will be made by us. This process is performed based on legitimate interest in order to facilitate the recognition of candidates with higher potential of being hired. It does not evaluate key characteristics regarding an individual and is completely anonymous.
Where we see the potential of including you in a recruitment process for a job opening with us, our staff may source your personal data from third parties, such as LinkedIn and other social media sources, that keep public information about you. Through “sourcing” we collect your contact information and information that you have uploaded to the third party service.
3. Applicants’ rights
There are some cases in which local data protection laws may give applicants rights regarding their personal data, especially if applicants are located or reside in certain countries (e.g. within the EU). In such cases, the below mentioned rights may be available to them.
In accordance with applicable data protection regulation (i.e. the GDPR), applicants can exercise their rights of access, rectification and erasure of their personal data, their right to restriction of processing related to their personal data, and their right to data portability.
Applicants may also, for legitimate reasons, object to the processing of their personal data. They are not required to pay any charge for exercising their rights. If they make a request, we have one month to respond. That period may be extended by two further months where necessary, taking into account the complexity and number of requests. Applicants can exercise these rights at any time by contacting the relevant local Data Protection Manager whose contact details are listed below in point 8.
If applicants have any concerns about our use of their personal data, they also have the right to lodge a complaint with a supervisory authority.
We prioritize the personal integrity and therefore works actively so that applicants’ personal data are processed with utmost care. Valtech and Teamtailor are taking all appropriate technical and organizational measures to protect the personal data in accordance with Article 32 of the European Data Protection Regulation from unauthorized access, destruction, loss or alteration. We limit access to applicants’ personal data to those who have a genuine business need to access it.
If applicants registered to the Career site, it is important they maintain the confidentiality of their identifiers in order to prevent illicit use of their account.
Storage of your personal data
Personal data processed through the Career site is only stored within, and on devices physically located within, the EU/EEA, or such third country deemed to offer an adequate level of security by the European Commission, or by suppliers that have entered into binding agreements that fully comply with the lawfulness of third country transfers.
More info: https://support.teamtailor.com/en/articles/4723968-sub-processors-used-for-the-service
5. Disclosure of personal data to third party
We will not sell your personal data to third parties.
For global recruitment purposes, your personal data can be shared with other Valtech offices.
We may only disclose your personal data to processors of the Service and other third party service providers (connected to the Service) who use it only in accordance with our instructions and as otherwise required by law.
For the provision of the recruitment services available via the Career site, we work with the following data processor: Teamtailor.
We may also share your personal data with authorities to fulfil obligations under law or execute decisions.
We have the right to, at any time, make changes or additions to this Privacy Statement. The latest version of the Privacy Statement will always be available on request. The date at the top of this Privacy Statement indicates when it was last updated.
All questions, comments and requests regarding this Privacy Statement should be addressed to: Valtech Denmark to email@example.com.