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Privacy statement – job applicant register

1 CONTROLLER

Vallox Oy
Business ID: 0672350-9
Myllykyläntie 9-11
32200 LOIMAA
Tel. +358 10 7732 200

2 CONTACTS IN MATTERS CONCERNING THE REGISTER

Tiina Vahalahti
Tel. +358 10 7732 253
Email: tiina.vahalahti@vallox.com

3 NAME OF THE REGISTER

Job applicant register of Vallox Oy

4 PURPOSE AND GROUNDS FOR THE PROCESSING OF PERSONAL DATA

The primary ground for the processing of personal data is the job applicant’s consent, given by sending a job application, to the processing of the application and their personal data.

Personal data may be processed by Vallox Oy and its partners for the following purposes:

  • Assessment of the suitability of the job applicant.
  • Planning of HR-, pay- and employment relationship-related matters.
  • Securing of the employer’s property and the staff’s safety.

Data are transferred from the register according to need to the systems of various partners for the above purposes.

5 INFORMATION CONTAINED IN THE REGISTER

The group of persons whose personal data may be processed consists of the persons who have sent a job application to Vallox Oy.

  • The person’s basic information: name, date of birth, personal identity code, contact details (e.g. telephone number, email address and postal address), citizenship.
  • Information related to the job application and CV, such as
    • Job history information
    • Information about the employee’s education and training
    • Other information disclosed by the applicant about themselves
  • Information collected by systems used for the monitoring of the workplace, such as access control and recording CCTV.
  • Information obtained from the referees listed by the data subject.
  • Assessment by a third party of the applicant’s suitability for the job.

6 STORAGE PERIOD OF PERSONAL DATA

Vallox Oy stores the personal data in the register until the grounds for the storing of personal data ceases to exist. However, applicable legislation is applied to the storage periods.

The data of persons applying for an open position are stored for twelve (12) months after the position is filled.

Open applications are stored for six (6) months from the beginning of the month following the arrival of the application.

7 REGULAR SOURCES OF INFORMATION

Information is obtained primarily from the data subject themselves, the parties indicated by the data subject (such as referees), technical systems used for automatic monitoring and surveillance, and third parties participating in the recruitment process and/or the assessment of the applicant’s suitability.

8 REGULAR DISCLOSURE OF DATA AND TRANSFER OF DATA TO COUNTRIES OUTSIDE THE EUROPEAN UNION OR THE EUROPEAN ECONOMIC AREA

Personal data are not disclosed to parties other than those essential for Vallox Oy’s business, except on the basis of an agreement, specific consent and/or explicit regulations.

Information is not, principally, transferred outside the European Union or the European Economic Area.

9 PRINCIPLES OF REGISTER PROTECTION

Any manual material is stored in a locked space that can only be accessed by specifically authorised persons. Only those Vallox Oy employees plus those self-employed persons or employees of a co-operation partner who have signed a non-disclosure agreement, whose job involves the right to process personal data and who are bound by a specific data protection requirement can access the system or digital material that contains personal data. The data are collected in databases that are protected with firewalls, passwords and other technical measures, including a controlled granting of access rights and the monitoring of their use, the use of encryption technologies, instructing of persons participating in the processing of personal data, and careful consideration when selecting subcontractors.

10 THE RIGHTS OF THE DATA SUBJECTS CONCERNING THE PROCESSING OF PERSONAL DATA

10.1 Right to object to the processing of personal data and direct marketing

The data subject has the right, relating to their special personal circumstances, to object to the processing which Vallox Oy targets at the data subject’s personal data, in so far as the processing of the data is based on the consent given by the data subject by sending the job application. The data subject can submit their objection request in accordance with section 11 of this privacy statement. In connection with the request, the data subject must specify the special circumstance on the basis of which they object to the processing of data. Vallox Oy has the right to refuse to implement the request on statutory grounds.

10.2 Right of access to personal data

The data subject has the right to inspect the data concerning themselves that are stored in Vallox Oy’s internal personal data registers. The inspection request must be made in accordance with section 11 of this privacy statement. The inspection right can be denied on statutory grounds.

10.3 The right to request rectification or erasure of data or restriction of processing

A request to rectify incorrect, unnecessary, incomplete or outdated data must be made in accordance with section 11 of this privacy statement.

Data subjects also have the right to request that Vallox Oy restricts the processing of their personal data in situations such as when the data subject is waiting for Vallox Oy’s response to their request to rectify or erase personal data.

10.4 Right to transfer data from one system to another

To the extent that the data subject has personally submitted data to the register that is being processed on the basis of a consent or assignment given by the data subject, the data subject has the right to receive such data, principally in a machine-readable format, and the data subject also has the right to transfer these data to another Controller.

10.5 Right to file a complaint with the supervisory authority

Data subjects have the right to file a complaint with the competent supervisory authority if Vallox Oy has failed to comply with the applicable data protection regulations.

11 CONTACTS

The party specified in section 2 must be contacted in any matters related to this privacy statement or the execution of the data subject’s rights.

Where necessary, Vallox Oy may request the data subject to specify their request in more detail in writing, and the identity of the data subject may be verified, if necessary, before any other measures are taken.

12 CHANGES TO THE PRIVACY STATEMENT

We develop our services continuously and reserve the right to make changes to this privacy statement by publishing a notification of this in our services. Changes may also be based on changes in legislation. We recommend that you read the privacy statement regularly.

7 January 2019