Recruitment Privacy Statement1. GeneralSaltex Group is committed to protecting your privacy and processing your personal data in accordance with applicable data protection legislation and good data protection practices. In this Privacy Statement ”Saltex” refers to the operative company that you are applying to have a role in, which acts as the controller of your personal data jointly with Saltex Group.
This Privacy Statement describes how personal data concerning you is collected, processed, and protected during the recruitment activities. Saltex is always processing personal data according to the local laws and taking into consideration the business specific differences.
“Personal data” means any information relating to an identified or identifiable person.
“Sensitive data” refers to any information relating to racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership. In addition, genetic data and biometric data for the purpose of uniquely identifying a person as well as data concerning health, sex life or sexual orientation are considered as sensitive data.
“Processing” refers to any operation which is performed on personal data using manual or automatic processing, for example collecting, storing, organizing and deleting of data.
”Controller” refers to the body who alone or jointly with others determines the purposes and uses for the processing of personal data. i.e. decides how your personal data is processed.
2. From where the data is collected?Saltex collects personal data directly from you. In addition, data is collected from third party sources to the extent permitted by applicable legislation, or based on your consent, when it is necessary for assessing your suitability for the position you are applying for.
Saltex can collect personal data from parties, such as
- recruitment agencies
- social media that you use for professional purposes (e.g. LinkedIn)
- reference contacts you have provided
- authorities in connection with the background checks
- personality or aptitude assessment providers.
3. What kind of data is collected?Saltex collects only personal data that is necessary for the recruitment purposes. For example, the following information can be collected:
- Personal data you submit via online application system in online form, CVs, applications, or other written materials such as name, email, phone number, address, gender, date of birth, personal webpage, photo, current employer, title, education, completed studies, date of graduation, work experience, language skills, IT-skills, possible starting date, salary request and documents certifying work permit.
The personal data can be combined, as applicable, with personal data from other sources, such as information derived from
- the interviews or other communications with you
- social media for professional purposes (e.g. LinkedIn)
- your references
- background checks
- personality and aptitude assessments.
4. What is the data used for?Processing of your personal data is necessary for assessing your suitability for the role for which you are applying for or in case of open application, to assess your suitability for any relevant future role. With your consent, Saltex can also assess your suitability for the future roles that may become available. Saltex processes personal data also to inform you about open positions, perform administrative functions and to analyze applicant pool in order to understand who is applying to the positions and how to develop the recruitment process.
The processing of personal data for the abovementioned recruitment purposes is primarily based on Saltex’s legitimate interests. Legitimate interest refers to an interest that is lawful and important to Saltex such as to receive and process applications and corresponding data. In processing activities based on legitimate interest applicant’s rights are taken into account and their privacy is not interfered more than necessary. The applicant has on grounds relating to his or her particular situation the right to object to processing based on a legitimate interest. Read more about rights in section “How can you influence the processing of your data?”.
When processing is based on your consent, you have always right to withdraw your consent at any time (see contact details in section 11). Withdrawal of consent does not affect the lawfulness of processing based on consent before the withdrawal.
Saltex needs to process applicant’s personal data as it is necessary in order to take steps prior to entering into a contract. Please notice that failure to provide necessary information may disqualify you from employment, internship or from participation in certain company plans and programs or prevent Saltex from entering into other contractual relationship with you.
5. How long the data is stored?- If Saltex chooses to employ you, Saltex retains the necessary personal data for the length of your employment and as required by applicable laws.
- If Saltex does not employ you, your personal data will be deleted in accordance with the local laws of the operative company that you are applying to have a role in.
- If you have left an open application, your personal data will be stored for 12 months.
6. Who can process your data and is it disclosed to third parties?Your personal data is processed only by those employees who are evaluating your application for employment or who need to process the data when performing support functions to recruiting. These include for example, recruiters, hiring managers and other interviewers and individuals performing administrative and IT support functions. Your personal data is processed within the Saltex Group.
- Service providers: Saltex can use different service providers to process your data. When the processing is outsourced to service providers, they can only use your personal data following the instructions defined by Saltex. Service providers are, for example, companies providing recruitment systems or services. In such cases it is ensured by appropriate contractual means that the service providers maintain a level of information security that is adequate to protect your personal data and to comply with the applicable data protection legislation. The service providers and subcontractors process your personal data only for the above-mentioned purposes determined by Saltex.
- Legal obligation: Your data may be disclosed to the authorities if the law requires Saltex to do so. Saltex can disclose your personal data also, when it is necessary for the establishment, exercise or defense of a legal claim. In such situations Saltex does not disclose more data than it is necessary.
- Mergers and acquisitions: Your personal data can be disclosed during the possible acquisition or merger to the purchaser or to other party relevant to the arrangement.
7. Is your data transferred beyond the borders of the EU or EEA?As a rule, your personal data is not transferred outside the European Union or European Economic Area. If we transfer outside of the EU or EEA, we will ensure that the sufficient level of personal data protection as required by legislation, such as by applying the standard contractual clauses adopted by the European Commission.
8. How can you influence the processing of your personal data?- Right to rectification: You have the right to ask Saltex to rectify or complete the data, if there are errors in the data concerning you, or if the data is inaccurate or deficient.
- Right to be forgotten: You have the right to have your personal data erased in certain situations, for example, when the processing of your personal data is no longer necessary for the purposes for which it was collected, or if the processing is based on your consent and you want to withdraw your consent and there are no other bases for processing. Please note that Saltex may have a basis to retain the data, for example to be able to defend itself against legal claims. In such cases data cannot be erased.
- Right to object: You have the right, on grounds relating to your particular situation, to object to processing based on legitimate interest.
- Right to restrict the processing: In certain situations, you might have the right to restrict the processing of your personal data . When the processing has been restricted, your personal data will only be stored and not processed otherwise. For example, if you contest the accuracy of your personal data, you have the right to have the contested data under a restriction of processing during the time when it is ensured that your data is accurate.
- Right to data portability: In certain situations, you have the right to obtain the personal data you have provided to Saltex in a machine-readable format so that you can transfer it to another controller.
9. How your personal data is protected?Saltex has appropriate technical and organizational security measures and processes to secure the personal data from loss, misuse, or other similar unauthorized access to your data.
The data is collected to servers and databases that are protected by firewalls, passwords and other technical means. The servers, databases and their backup copies are located in secured premises where the data can only be accessed by specific persons designated in advance. The servers have strong security.
10. Who can you turn to if you have questions concerning the processing of your data?If you have any questions about the processing of personal data or you want to exercise your data protection rights, please contact HR Business Partner Marjo Kontra, phone +358 40 734 7856
or e-mail marjo.kontra@saltex.eu.
If you believe that Saltex, despite the principles set out in this Recruitment Privacy Statement, has infringed upon your rights according to applicable data protection law, you have a right to lodge a complaint with the local data protection authority.
11. ControllersThe controller of your personal data during the recruitment phase is the Saltex entity you are applying to have a role in, jointly with Saltex Group.
12. Links to other privacy statementsYou can find more information about how privacy is managed at
saltex.eu/data-privacy-policy
