Applicant Privacy Notice

1. Applicant Privacy Notice – Munters group

1.1 Introduction
Munters needs to process your Personal Data to administer your application for a position at Munters. Personal data means all types of information that can directly or indirectly identify a person. Munters primarily processes information you submit when you apply for a position. We also collect personal data about applicants from public sources, such as LinkedIn. This is performed manually by our employees.
Throughout this Privacy Notice the term "processing" is used to cover all activities involving your Personal Data, including collecting, handling, storing, sharing, accessing, using, transferring and disposing of information.
The “GDPR” is the EU (2016/679) General Data Protection Regulation. It is a regulation aimed to protect the personal data of individuals.

2. Collection and use of personal data
2.1 Purposes and lawfulness of processing
Munters processes your Personal Data for the purpose of administering and managing the application process. You are not legally obligated to provide this information, but it is necessary for us to process your Personal Data to administer your application.
Your Personal Data is processed based on Munters’ legitimate interests to administer your application, assess your suitability for the position and verify your information prior to potentially entering to an employment contract.
This includes processing your Personal Data to assess your skills, qualifications and interests against the job you have applied for, verify that your background is suitable for Munters' business and the job you have applied for, as well as take measures to verify the information you have provided is true and accurate.
Munters may use Artificial Intelligence (AI) as a tool in the recruitment process for screening-, ranking-, or matching purposes. The AI only provides recommendations and never decisions – decisions are always based on human action. No automated decision-making producing legal or similarly significant effects takes place. The legal basis for the usage of AI is legitimate interest.
Once the application process is completed, Munters processes your Personal Data for its legitimate interest of establishing, exercising and defending against potential legal claims in the event of a dispute or controversy between you and Munters, related to the hiring process and/or your application.

2.2 Types of personal data collected and processed
• Contact information (such as name, address, e-mail address and telephone number)
• Position applied for and how you heard about the position
• Information about current employment
• Education
• Job experience
• Formal qualifications and certifications
• Qualifications (such as language skills, computer knowledge and special skills)
• References
• Information from personality-, psychometric- and aptitude assessments, including your responses and supplier generated reports and evaluations (if applicable in the recruitment process)
• Other information provided by you in your Curriculum Vitae and/or personal letter
Your Personal Data will be processed during the application process. Data may be used by automated systems such as AI-tools to support the selection process. When the application process has been closed, we will store your Personal Data for another 12 months to exercise, establish or defend against legal claims, unless legislation in your country of employment provides for another retention period, in which case the shorter retention period shall apply.
If you become employed by Munters, we will store your Personal Data during your employment in accordance with the Munters Employee Privacy Notice.

2.3 Additional processing for background checks
In addition to the types of Personal Data listed in Section 2.2, If the position you apply for requires background checks, Munters will process the following Personal Data, subject to limitations provided by law in your country of employment. Please note that no background checks are conducted for positions within EU/EEA without first informing the candidate about this as a process step.
• Copy of your criminal record, provided that such processing is permitted in your country of employment
• Financial information (e.g. credit checks)
• Other information provided by you
Any criminal records or credit checks processed will be irreversibly erased after Munters has conducted the background check.
Any other information obtained to conduct the background check will be retained subject to the retention period specified in Section 2.2.

2.4 Record keeping and communication of career opportunities
With your consent, Munters will continue to process your Personal Data for consideration for other potential positions within the Munters Group and keep you informed of potential career opportunities that suit your profile. Munters AB will in that case be the controller of your Personal Data. HR professionals at the Munters entities will have access to this information.
Your Personal Data is processed based on your consent. You may remove your profile yourself, after which your Personal Data collected for this purpose will be deleted. You may also revoke your consent in accordance with Section 6 below.
Your Personal Data will be stored for 12 months from the date of your consent. After this period, you will be asked to renew your consent for the processing of your Personal Data for an additional 12 months. If you do not renew your consent, your Personal Data will be deleted automatically.

2.5 Use of AI in recruitment
Munters may use AI-tools to support parts of our recruitment process, such as screening applications and matching candidate profiles to job requirements. There tools help us process applications efficiently and fairly.
AI-tools do not make final hiring decisions – all decisions are subject to human review and oversight.
In accordance with applicable data protection laws, including the GDPR and the EU AI Act, you as an applicant have the right to:
• Be informed that AI is used in the recruitment process.
• Request human intervention in relation to any AI-assisted processing of your application.
• Obtain meaningful information about the logic involved in the AI-assisted processing.
Munters ensure that AI-tools are regularly tested to prevent bias and discrimination and that your personal data is processed securely and lawfully.

3.1 Transfer of Personal Data to Third Party
3. Disclosure and transfer of Personal Data
For the purpose of administrating and managing the recruitment process we share Applicants’ Personal Data with the following third parties:
• Relevant entities within the Munters Group if a recruitment process is initiated;
• IT suppliers and subcontractors that provide services necessary for Munters’ business; and
• Legal advisors.
If you wish a complete list of our recipients, please contact us at dataprotection@munters.com

3.2 Transfers of Personal Data to Third Countries
The following applies when the Munters entity that you are applying to is located in the EU/EEA.
The recipients of Personal Data specified in Section 3.1 may be located in countries outside the EU/EEA. To ensure adequate protection of Personal Data when it is transferred to countries outside the EU/EEA, Munters will ensure that the transfers are subject to appropriate safeguards or otherwise permissible according to the GDPR.
For more information about Standard Contractual Clauses, see the European Commission website.
If you would like further information regarding the transfer of your Personal Data to countries outside the EU/EEA, contact us via dataprotection@munters.com

4. Your rights
Applicants have rights when it comes to our processing of your Personal Data. You have the right to:
• Request information about and a copy of your Personal Data.
• Get incorrect Personal Data corrected or supplemented.
• Object to the processing of your Personal Data if the processing is based on our legitimate interest, unless Munters can demonstrate compelling legitimate reasons for the processing that outweighs your interests. You always have the right to object to the processing of your Personal Data for direct marketing.
• A restriction of the processing of your Personal Data provided that Munters does not have a legal right to continue the processing.
• Deletion of the Personal Data if it is no longer necessary for the purposes for which it was collected, if you have withdrawn the consent on which the processing is based, if you object to the processing and there are no legitimate reasons for the processing to continue, if the Personal Data has been processed unlawfully, or if the Personal Data must be deleted in order to fulfil a legal obligation.
• Obtain the Personal Data you have provided to Munters in a structured, commonly used and machine-readable format and transfer this data to another controller if the processing is based on consent or on a contract (data portability).
• Withdraw your consent at any time by contacting Munters recruiter for the position applied.
You are welcome to contact Munters at any time regarding the exercise of rights or if you have questions about Munters’ processing of Personal Data at dataprotection@munters.com
You always have the right to file a complaint regarding the processing of your Personal Data to the competent data protection authority in the country where you live, where you are working, or where you believe a violation of the GDPR occurred.

5. Contact information
The controller for your Personal Data is the Munters entity specified in the job advertisement. Munters will inform you if the Personal Data is transferred to another Munters group entity. If you have any questions about who the controller is of your Personal Data, please contact dataprotection@munters.com

6. Revocation of consent
You may at any time revoke any or all of the above consents that you have given Munters pertaining to the processing of your Personal Data.
You may revoke your consent by contacting Munters at TalentAcquisition@groups.munters.com
Munters will cease to process your Personal Data relating to the purposes for which your consent has been revoked. You will receive a verification from Munters when your Personal Data has been deleted.