JOB APPLICANT PRIVACY NOTICE
Background
This Privacy Notice describes how Miltton Group Oy and its subsidiaries collects and uses personal data about you when you apply for a position within the Group. The recruiting Miltton company is the data controller in relation to the processing of your personal data.
What personal data we collect and process?
During recruitment procedure, we collect the following categories of personal data about you:
- Identity data (e.g. name, recruitment profile)
- Contact data (e.g. address, email, telephone)
- Online identification data (e.g. IP-address)
- Work experience and educational data (e.g. academic background, résumés)
- Skills data (e.g. language skills)
- Photo and/or video data
- Financial data (e.g. salary expectations)
- Assessment data (e.g. notes from interview)
- Background data (e.g. Linkedin profile, references, credit checks)
We collect the aforementioned personal data, for most part, directly from you during the recruitment procedure. However, we may also collect your personal data from your former employer or educational institution in connection with recommendations as well as, when applicable, from third party recruitment agencies and background check companies.
For what purposes we use personal data?
We use personal to:
- Identify and evaluate you for the position
- Perform background checks in order to further evaluate and validate your application
- Transfer the collected data to your employment file in case you are hired
To use the data we collect, we need a legal basis for doing so. The legal basis that allow us to collect and use data about you in relation to recruitment procedure is primarily our legitimate interest of identifying and evaluating you for the position. Our collection of personal data in an indirect manner, i.e. collecting references and performing background checks, are subject to your prior consent. If you are hired at a Miltton Group company as a result of the recruitment procedure, we may process some personal data for the performance of employment contract or in order to enter into employment contract with you.
These legal bases may be found in Article 6 of the General Data Protection Regulation (the “GDPR”).
Do we share personal data?
The data we collect may be shared with data processors and other recipients as outlined below.
Data processors acting on behalf of us
Miltton Group or the employing subsidiary may transfer personal data to external parties, such as vendors and service providers that process personal data under our instructions (for example IT-service providers).
Other recipients
Where necessary, we may provide personal data to other parties such as background research companies and recruitment and assessment agencies that help us in further evaluating and verifying your application. We are not responsible for the use of personal data by these parties. Hence for these activities, we ask you to review their privacy notices.
Appropriate safeguards for transfers to countries outside the EU/EEA
We will always strive to process personal data within the EU/EEA. Where the disclosure of personal data entails transfers to countries outside EU/EEA, Miltton Group will ensure that appropriate safeguards are in place with the recipient so that your data remain protected. You are entitled to receive a copy of relevant documentation demonstrating that appropriate safeguards are in place to protect your data during a transfer outside the EU/EEA. Please contact us on the contact details set out below if you would like to know more in this regard.
How long do we retain personal data?
Following the end of the recruitment procedure, the data collected will be retained for a period of 2 years, after which it will be deleted or anonymized.
What are your rights?
You have the right to:
- Withdraw the consent given by you (after which we will cease from using your data on the basis of your consent)
- Access the data we have collected about you
- Update incorrect data about you
- Restrict the use of your data
- Object to our use of your data
- When applicable, get your data deleted
You may also lodge a complaint to the Office of the Data Protection Ombudsman if you suspect that we use your data in violation with the GDPR or other applicable data protection laws. You can read more about lodging a complaint on the website of the Office of the Data Protection Ombudsman, available here.
Cookies
When Users use the Service, information about the usage may be stored as cookies. Cookies are passive text files that are stored in the internet browser on the User’s device, such as computer, mobile phone or tablet, when using the Service. We use cookies to improve the User’s usage of the Service and to gather information about, for example, statistics about the usage of the Service. This is done to secure, maintain and improve the Service. The information that is collected through the cookies can in some instances be personal data and is, in such instances, regulated by our Cookie Policy.
Users can at any time disable the use of cookies by changing the local settings in their devices. Disabling of cookies can affect the experience of the Service, for example disabling some functions in the Service.
Changes
We have the right to, at any time, make changes or additions to the Privacy Notice. The latest version of the Privacy Notice will always be available through the Service. A new version is considered communicated to the Users when the User has either received an email informing the User of the new version (using the e-mail stated by the User in connection to the use of the Service) or when the User is otherwise informed of the new Privacy Notice.
How can you contact us?
Miltton Group or its subsidiary is acting as a data controller in regard to the processing described above. If you wish to exercise your rights or if you have questions about our use of the data we collect about you, please contact us via: gdpr@miltton.com
