This Privacy Notice describes how PostNord AB and its affiliates, including the organisation you have been in contact with regarding a position, (“Employer”, “we”, “us”) collect and process personal data about job applicants (“Candidates”, “you”).
Your privacy and the security of your personal data are important to us. We are responsible to ensure that we process your personal data in accordance with applicable data protection legislation and our Data Protection Policy.
If you apply for a job, get in touch with the us or when we otherwise process your personal data in the context of an application, we are the data controller.
PERSONAL DATA THAT WE PROCESSES
We process the following categories of personal data about you:
- Contact details. Your name, email address, telephone number, postal address and other similar contact data.
- Personal data included in your application. Personal data in your CV, such as professional or employment information, education information. Other personal data cover letter, work samples, references, letters of recommendation and other information you provide us with in your application.
- Personal data from interviews, assessments, references and other information collected during your application. Notes from interviews with you, results from assessments or tests, salary expectations, information provided by your referees and other information collected during your application.
- Communications data. Your communication with us and any information you provide to us in such communication.
- National identifiers and work eligibility information. Information necessary to confirm your ability to work for PostNord. For example, your national identification number, nationality, residency and work permit status, subject to and only to the extent required under applicable law.
- Results from checks. Results from relevant checks if these are necessary for the job you have applied for.
- Sensitive data. If you share sensitive data, including special categories of personal data, with us during the recruitment process, we will process such information only to the extent necessary and justified.
HOW WE GATHER YOUR PERSONAL DATA
Information you give to us.
Most of the personal data we process about you we receive from you. You may directly or indirectly give us information about yourself in different ways, for example when you contact us or through your application. You can always choose not to provide us with certain information. However, some personal data is necessary in order for us to process your application.
Information we collect about you.
We may also collect your personal data from other sources, for example third parties such as LinkedIn and/or a recruitment service provider, commonly known as “sourced recruiting”. Examples of other third party sources we may collect your personal data from are referees you have provided and, if applicable for the position you have applied for, employment screening agencies and background check agencies.
HOW YOUR PERSONAL DATA WILL BE USED AND OUR LEGAL BASES
We process your personal data for the following purposes and based on the following legal bases:
- To administer your application. We process your personal data to administer and manage your application. This processing is necessary for our legitimate interest to have and facilitate a structured application- and selection process.
- For the recruitment and selection process. We process your personal data during the recruitment process, including sourced recruitment, for the purpose of finding and determining whether you are a good fit for us. This processing is necessary for our legitimate interest to ensure we find and select the right candidate for the vacancy.
- Reference checks: we process additional information from referees. This is necessary for our legitimate interest to ensure we find and select the right candidate.
- Relevant checks if these are necessary for the job you have applied for. Certain positions require the performance checks prior to employment. If you have applied for a position where such a check is necessary, we process your personal data for our legitimate interest to ensure that you are the suitable talent for the job or assignment. You will be provided more information should such a check be necessary.
- To communicate with you. Your contact details will be used to communicate with you. This processing is necessary for our legitimate interest to effectively communicate with you regarding your application and/or the recruitment process.
- To be able to consider and contact you for future job openings. If you would like to be considered for future job openings, we process your personal data based on your consent.
- To be able to manage our obligations towards you or an individual concerned and to protect our legitimate business interests and legal rights. We process personal data to be able to manage our obligations towards you or an individual concerned, including to be able to handle cases concerning alleged discrimination. We will also save information if necessary to protect and enforce our legal rights, interests and the interests of others, for example in connection with legal claims, compliance, regulatory and audit functions. We process this personal data based on our legitimate interest to establish, file, or defend ourselves in legal claims.
- To protect the safety, security, and integrity of our property and the rights of those who interact with us. We process your personal data based on our legitimate interest to protect our property, such as our databases and other technology assets. Moreover, we may process your personal data to protect the rights of those who interact with us or others, as well as to detect, prevent, and respond to security incidents or other malicious, deceptive, fraudulent, or illegal activity. This processing occurs based on a legitimate interest.
- Communication from us as a potential employer. As a potential employer, we would like to reach out to you through newsletters, to send you event invitations and related corporate communications. We will send you such communication based on your consent. If you do not wish to receive these types of messages anymore, please use the instructions we have provided in the email you have received from us or contact us directly.
- To administer events that you are attending. If you attend one of our events, we will process the personal data necessary to be able to administer that event. We process your personal data based on our legitimate interest to be able to process the information needed to plan, host and administer the event.
- Sharing relevant data with parties involved in a merger or acquisition. For strategical or business-related reasons, we may share your personal data with parties involved in a potential merger, sale of company, financing or acquisition of all or a part of our business to another company. This processing is based on our legitimate interest to maintain or develop our business.
- To understand and improve our recruitment process. We may process your personal data based on our legitimate interest to understand and improve our recruitment process.
HOW WE SHARE YOUR PERSONAL DATA
We may share your personal data with other companies within PostNord Group AB and within the PostNord Group. Sometimes, we need to share your personal data outside the PostNord Group, such as:
- Our service providers, including HR service providers. We share your personal data with our service providers who help us in our daily operations, such as suppliers of digital solutions, operating services and system support. We may also share personal data with external recruitment agencies, where we cooperate with such an agency to hire a new employee.
- Authorities, other public actors, and other recipients. Legal obligations may require us to share information about you, for example to respond to requests from law enforcement agencies, regulatory agencies, and other public and government authorities. We may also disclose information if needed to detect and prevent fraud or for other legal, security, and safety reasons.
- Parties involved in legal proceedings. In connection with a potential legal proceeding, including in the preparatory work enabling us to defend ourselves against or enforce any legal claims, your personal data may be shared with parties involved in the proceedings, such as lawyers.
- ¨Parties involved in a merger or acquisition. We may share or transfer your personal data in connection with a merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
- Professional advisors, such as lawyers, accountants and auditors.
- Other parties. Upon your request or if you permit us to do so.
WHERE WE PROCESS YOUR PERSONAL DATA
When we share your personal data, they may be transferred to companies within as well as outside the European Economic Area (EEA). All these transfers occur in accordance with applicable law. Where personal data is transferred outside the EEA, its processing is subject to the adequate safeguards. For example, processing occurs under the European Commission’s model clauses or personal data is transferred to a country which the European Commission has decided provides an adequate level of protection.
HOW LONG WE KEEP YOUR PERSONAL DATA
We process your personal data as long as this is necessary for the purposes for which we have collected your data. As a result, personal data will be saved for different periods of time.
If you have been in contact with us regarding a position, we will keep your personal data during the recruitment process. If your application was successful and you become an employee, we will keep your personal data during your employment.
If your application is unsuccessful or if you decide to terminate the recruitment process, we will keep your personal data for a period of up to two years. We keep your personal data for this period of time to ensure that we have all necessary information should a candidate take legal actions in a discrimination process for the position you have applied for.
If you have applied for a position where checks are necessary and where such checks have been performed, the information regarding the results of these checks are saved for a shorter period of time. You will receive detailed information about this in connection with the collection of such information.
If you would like to be considered for future job openings, we will keep your personal data for two years, based on your consent.
In some cases, we may process your data for a longer period of time than stated above. This may be the case if we need to protect our legal rights, for example in a legal dispute or if necessary to fulfil a legal obligation.
YOUR RIGHTS
You have the following rights:
- Right to access your data. You have the right to know what personal data we process and why. That is why we inform you about our processing activities via this Privacy Notice. You can also request a copy of personal data processed by us.
- Right to object. Where we process your personal data based on a legitimate interest, you have right to object to this processing when you believe that your personal interest outweighs ours. We will cease the processing, unless we can demonstrate compelling legitimate grounds for the processing which override your interests. If you do not want us to use your personal data for direct marketing purposes, we will always comply with your request.
- Right to transfer your data. In certain situations, you have the right to ask us to transfer the personal data we hold about you to someone else.
- Right to rectification. You have the right to correct inaccurate or incomplete information about yourself.
- Right to erasure (“right to be forgotten”). You have the right to request that we delete 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.
- Right to restriction. You are entitled to request that the processing of your personal data is 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 withdrawing your consent will not affect any processing that has already taken place.
- Right to complain. You have the right to lodge a complaint to our lead supervisory authority or 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.
Please note that if you request restriction of your personal data, it might affect our ability to process your application or consider you for a job. Moreover, legal rights or obligations may prevent us from disclosing or transfer all or part of your information, or from immediately deleting your information.
CONTACT
This Privacy Notice may be updated periodically. You will be informed of any significant changes, but we also recommend that you review this privacy policy from time to time to ensure you are aware of any amendments.
Please do not hesitate to reach out to the Employer if you have any questions or comments regarding your personal data or this privacy notice:
PostNord Group AB
Data Protection Officer
105 00 Stockholm
Email: dataprotectionofficer@postnord.com
