01.08.2022
Privacy statement, Qvik Oy recruitment register

Qvik Oy recruitment register

1. Controller

Qvik Oy Business ID 22331513
Urho Kekkosen Katu 5 C, 00100, Finland
Tel. 358 20 735 4355

2. Contact information for matters related to the register

Questions concerning the register must be submitted by email to [email protected]

3. Name of the register

Qvik Oy recruitment register Jobylon)

4. Purpose of use

The purpose of the register is to process and store information about individuals who are being
considered to be hired as new employees to Qvik Oy.

The data on candidates is stored by Jobylon AB. It is a Sweden based service provider used for
processing the applications. Qvik and Jobylon have entered appropriate contractual
arrangements, including standard contractual clauses approved by the EU Commission, to
ensure your data is safe and lawfully processed.

The information provided by the applicant is stored in the register for a maximum of one 1
year and may be retrieved with regard to later application processes. The data is stored
confidentially and can only be accessed by Qvik Oy employees participating in the recruitment
process.

If an applicant becomes our employee, we will keep the information the applicant provided as a
job seeker and related to the job search as part of the employee's personnel profile in
accordance with the employee's privacy notice.

The legal basis for processing personal data is:

Our legitimate interest, which is based on the need to process personal data for recruitment
purposes and which is formed of the connection between us or your consent, which can be
requested for example in the following situations:
Privacy statement, Qvik Oy’s recruitment register

● collecting personal data from references

● processing personal data in aptitude assessments

● processing personal data when executing medical tests

5. Data content

Basic information (name, email, phone number)
Applicant’s preferences with regard to their prospective job

Information related to applicant's suitability and other information about the applicant in
connection with the job search process, such as background, photo, information related to
studies and training, profession, information about work history (such as employers, starting
times and durations of employment and the quality of work tasks), language skills, other
special skills, description of personal of characteristics, various certificates and assessments
and references to portfolios, interview notes, profiles or other sources found on the Internet
and references as well as the results of potential personality assessment and/or suitability
assessment carried out with your consent and information about these assessments.

Additional information provided by the applicant (portfolios, code samples etc.)

An activity log about all actions taken during the recruitment process and communication
conducted with the candidate

6. Regular sources of data
The source of information saved in the register is primarily you as a job applicant. Other
sources of information are used within the limits of the applicable regulations. By submitting a
job application you consent for us to collect information from your profile published for
professional purposes to the extent that collecting data is necessary and related to job
performance taking into consideration the open position.

Other sources of data:

● Employee referral made by a Qvik employee

● Submission of a candidate done by our headhunting partners or our recruiters

7. Regular disclosure of data & data sharing

The data in Qvik Oy’s recruitment register is not disclosed to other third parties than Jobylon
AB (data processor).

By rule, we do not disclose data from the register to external parties, unless we have requested
and gotten your consent for the disclosure of e.g. aptitude assessments. We disclose personal
data in a manner permitted and obligated by the current legislation to parties, who based on
legislation, and/or contract have the right to receive data from the register, such as public
employment and business services offices. We may also disclose data for other purposes in
accordance with Finnish laws. We process data ourselves and use subcontractors for
processing personal data on behalf of and for us. In addition, we use subcontractors in the
processing of personal data in the following services:

● Human resources

● Recruitment services

● IT management

● Legal guidance

We have ensured the protection of your data by making necessary contracts with the
subcontractors. We transfer personal data outside of the EU/EEA. When personal data is
processed outside the EU/EEA, we make sure that the subcontractor has committed to use the
EU Commission’s standard contractual clauses and/or is covered by the Privacy Shield system.

8. Principles of securing the register

Personal data is stored confidentially. The data network and equipment of the controller and its
possible information technology partners are protected using a firewall and other necessary
technical measures.

Personal data is kept technically and organisationally protected. The level of security is audited
at recurring intervals by carrying out either an external or internal audit.

Access to personal data is restricted on a need-to-know basis to individuals Qvik employees
and authorised partners) who need to access the data in order to fulfil the tasks and duties
related to their role within and with Qvik.

9. The rights of the data subject

Right to object. You have the right to object to processing based on legitimate interest. This
means that we may no longer process the personal data unless we can demonstrate
compelling legitimate grounds for the processing which override your interests. Upon an
objection we might have to investigate the situation further prior to a decision. You furthermore
have an unconditional right to forbid that your personal data will be processed for direct
marketing purposes.

Right to access your data. You have the right to request a transcript of personal data
processed by us, and additional information on how the data has been collected, processed,
shared, etc. The first transcript may be requested free of charge, however if you make
repeated and unreasonable requests for copies, we might charge you with an administrative
fee.

Right to transfer your data. You have the right to transfer your personal data to another
controller under certain conditions.

Right to rectification. You have the right to correct inaccurate or incomplete information about
yourself. We might also update the same information if we consider that it contains factual
errors or is out of date.

Right to erasure. You have the right to request that we delete all personal data about you, for
example if the data is no longer necessary in relation to the purposes for which it was collected
or otherwise processed, or if there is no legal basis for processing the data. Please note that
we might have to decline your request if we are legally obliged to keep the information or if the
information is necessary to defend against or enforce legal claims.

Right to restriction. You are entitled to request that the processing of your personal data should
be limited until inaccurate or incomplete information about you has been corrected, or until an
objection from you has been handled.

Right to withdraw your consent. You may at any time withdraw any consent you have given us.
However, please note that it will not affect any processing that has already taken place.

Right to complain. You have the right to lodge a complaint to the supervisory authority in the
country you live or work in, if you believe that we have not complied with our obligations
regarding your personal data. In Finland the Supervisory Authority is The Office of the Data
Protection Ombudsman.

All related requests must be made in writing to Qvik Oy. Contact details are available below.
You may be requested to verify your identity, specify your request, and may be asked for more
information about your request.

We will respond as soon as possible. If Qvik for some reason disagrees with your request, we
will state our reasons for doing so. If you feel that your personal data has not been processed
in a lawful manner, you may bring the matter to the attention of the relevant data protection
authority.

Contact information
If you have questions about this Privacy Statement or Qvik as a data controller, please email to
[email protected]

Data controller:

Qvik Oy

Urho Kekkosen katu 5 C
00100 Helsinki
Finland

Contact person:

Katriina Manneri
Talent Acquisition Lead Qvik Oy
firstname.lastname (at) qvik.fi
Tel 358 20 735 4355

Latest update
September 2022