DATA PROTECTION POLICY STATEMENT (as of 25 May 2018)
For the part of the information in the job applicant profile, SOK Corporation is the data controller.
For the part of the job application information (application form with annexes), the data controller is the S Group company at which the applicant is applying for a job.
Contact information of the Data Protection Officer
Officer in charge of register matters
At SOK, HR Manager Mari Junnila, firstname.lastname@example.org
The register matters of the regional cooperatives and the subsidiaries are processed at the HR departments of each employer company. Additional information and contact information.
Purpose of processing personal data
Managing the job application process for the selection of suitable persons for vacant positions within the S Group.
Grounds for the processing of personal data
Executing a contract or the measures preceding execution
Consent, as applicable
Description of the data controller’s legitimate interest
The processing of personal data is not based on the data controller’s legitimate interest.
The personal data processed
In the job advertisement: the name and contact details of the recruiting supervisor if they have been specifically included in the advertisement. Not included by default.
In the job application: Required: name, email address, phone number, language skills (if this information has been requested), whether the applicant has previously worked at S Group, and how they learned about us.
Voluntary: address, job-specific questions, link to a profile (e.g. on LinkedIn), degree information, work history.
The job applicant may also include their own CV information or other attachments.
The applicant may choose to create an applicant profile.
A video interview tool (RecRight) can be used in the recruitment process. When an applicant enters the RecRight service, the tool records the applicant’s name, phone number, email address and a video that will be stored in RecRight’s database. This information will also be collected from the supervisor who is responsible for recruitment and who has recorded the interview questions on video. Aptitude evaluations carried out by an external partner may also be used in the recruitment process as necessary. In this case, the applicant’s name and phone number as well as their date of birth are provided to the partner.
With a job requiring special reliability, the applicant’s credit information may be checked.
Open recruiting: In case the company has made open recruiting possible, then a person may fill in an open application.
At the end of the recruitment process, applicants may be sent a link to an applicant survey, which they can respond on a voluntary basis.
Direct recruiting: The employer company may also seek employees through direct recruiting. In this case, a partner is used for the recruitment process, and the above information will be processed as applicable subject to the person’s consent.
The registration groups and the processed personal data groups
Job applicants or the persons who are applying, or have applied, for a job in the data controller’s service, or who have filled in the job application profile in order to later apply for a job in an S Group’s company.
Contact information, background information, skills, work history
Data source and description of data sources if data is collected from public sources
The information in the register is mainly gathered from the job applicant. If any information is obtained from other sources than the job applicant, the job applicant’s consent is separately requested for this (such as an aptitude evaluation by a partner) or the job applicant is separately notified of this (such as a credit information check).
Recipients of personal data
As a rule, personal data is not handed over. However, if the job applicant gives permission for this, their name and phone number may be handed over to a partner for the purpose of making a suitability assessment. Information may also be handed over to partners outside the S Group that process applications. After a person has been employed by the data controller, the phone number they reported in their job application can be transferred to the employee register to grant access rights to S Group’s data systems and to identify the user.
When the video interview tool is used in the recruitment process, the applicant’s name, phone number and email address as well as the recorded video will be transferred to the data controller’s external partner. The same information concerning the supervisor responsible for the recruitment will also be transferred. RecRight will act as the processor of personal data.
We use a Google Analytics cookie to monitor visitors and measure the effectiveness of recruitment marketing.
Transfer of personal data to third countries or international organisations and data protection safeguards used
Personal data is not transferred outside the EU or the EEA.
Period for storing personal data or criteria for determining the storage period
Job application data is preserved for 2.5 years after the recruitment in question is closed, after which the data is erased.
The storage times are based on the statute of limitations defined in the equality, non-discrimination and criminal legislation.
Rights of the data subject
The data subject has the right to access his/her own personal data as laid down in Article 15 of the General Data Protection Regulation (GDPR).
The data subject has the right to demand that the data controller corrects eventual incorrect or erroneous information as laid down in Article 16 of the Data Protection Regulation.
The data subject has the right to have their personal data removed in case the preconditions stated in Article 17 of the Data Protection Regulation are met.
The data subject has the right to restrict the processing of their personal data in case the preconditions stated in Article 18 of the Data Protection Regulation are met.
The data subject has the right according to Article 20 of the Data Protection Regulation to move the personal data from one system to another for the part for which the data was received from the data subject, its processing is automatic and its processing is based on consent or agreement.
The data subject has the right, based on Article 21 of the Data Protection Regulation, to object to the processing of the data that applies to them, in case the data was gathered in order to perform a task that concerns the common good, or based on legitimate interest, in case the other criteria included in the Article are met.
If a data subject wishes to exercise their rights or to obtain further information on the processing of their personal data, they may contact the data controller named in this data protection policy.
The data subject has the right to file a complaint with the supervisory authority.
So far as the processing of the information is based on consent, the data subject has, according to Article 7 of the Data Protection Regulation, the right to withdraw their consent at any time. After the withdrawal, the data controller no longer has the right to use the personal data for such purposes that have no other grounds for processing except for the consent. Consent may be withdrawn by notifying it to the data controller.
Effects of not providing personal data on an agreement
In case a job applicant does not provide his/her personal data that the data controller needs, it is possible that he/she cannot be selected for the applied task.
Significant information related to automated decision-making or profiling
No automated decision-making or profiling is associated with the personal data processing.
Impact of personal data processing and general description of technical and organisational security measures
Processing the data complies with the legislation pertaining to processing, protecting and disclosing the data of private persons as well as the information security guidelines of SOK Corporation and the regional cooperatives.
Based on the log files, it is possible to investigate possible misuse and alterations in the register.
Access rights to the register are clearly defined and restricted to those persons whose work tasks include taking care of recruitment.
We diligently protect personal data throughout its lifecycle by employing the appropriate data protection and information security measures. System providers process personal data at secure server facilities. Access to personal data is restricted and the personnel are subject to a confidentiality obligation.
At S Group, we protect personal data with, among other things, anticipatory risk management and security planning, data communication protection means, the continuous maintenance of information systems and backups and by using secure hardware facilities, access control and security systems. After initial processing, the physical documents that contain personal data are kept in locked and fireproof storage areas. The granting and monitoring of user rights is a well-managed process. We regularly provide training to our personnel who participate in the processing of personal data, and ensure that our partners’ personnel also understand the confidential nature of personal data and the importance of secure processing. We choose our subcontractors with care. We continuously update our internal practices and guidelines. If, despite all of our safeguards, personal data falls into the wrong hands, it is possible that the identity will be stolen or that the personal data will be otherwise misused. If we detect an event of this kind, we will start investigating it immediately and attempt to prevent any damage it may cause. We will inform the relevant authorities and data subjects of any information security breaches in accordance with legislative requirements.