Candidate Privacy Notice
Processing of personal data in recruitment
When you apply for a job with Adapteo or otherwise take part in one of our recruitment processes, Adapteo will process personal data about you for recruitment purposes.
This notice explains how we process your personal data, what legal basis we rely on, how long we keep your data, and what rights you have.
Controller
The controller for the processing of your personal data is the Adapteo group company responsible for the relevant recruitment process, unless otherwise stated in the job advertisement or in other information provided to you.
For general privacy questions, you may contact Adapteo at:
Adapteo
Att: Privacy / Legal
Email: privacy@adapteo.com
If the recruitment process is handled through Jobylon, Jobylon processes personal data on behalf of Adapteo as our recruitment system provider. Jobylon acts as a processor for Adapteo in relation to the recruitment tool.
What personal data we process
We process the personal data that is relevant and necessary for the recruitment process. This may include:
·name and contact details;
·CV, cover letter, LinkedIn profile and other application materials;
·education, qualifications, work experience and skills;
·interview notes, assessments and test results, where applicable;
·references and information provided by referees;
·salary expectations, availability and other information relevant to the role;
·communication with you during the recruitment process; and
·information needed to evaluate your suitability for current or future roles with Adapteo.
We ask that you do not provide sensitive personal data unless specifically requested and necessary for the recruitment process. Sensitive personal data includes, for example, information about health, trade union membership, political opinions, religious beliefs or similar information.
Where we collect personal data from
Most of the personal data we process is provided directly by you, for example when you apply for a role, upload your CV, communicate with us, or participate in interviews.
We may also collect personal data from other sources where relevant for recruitment purposes, including:
·LinkedIn and other professional or publicly available sources;
·recruitment agencies or search firms;
·referees, where you have provided them or where reference checks are otherwise permitted; and
·internal Adapteo personnel involved in the recruitment process.
Where we receive your personal data from a recruitment agency or search firm, we expect the agency to have informed you that your data may be shared with Adapteo for recruitment purposes.
Purposes and legal bases
We process your personal data for the following purposes and legal bases.
Recruitment for the role you applied for. We process your personal data to manage the recruitment process, assess your qualifications and suitability, communicate with you, conduct interviews and decide whether to offer you employment. The legal basis is Adapteo’s legitimate interest in recruiting suitable employees and managing recruitment processes. Where processing is necessary in order to take steps at your request before entering into an employment contract, we may also rely on that legal basis.
Candidate sourcing. If we identify you through LinkedIn, another professional source, or a recruitment agency, we may process limited professional information about you in order to assess whether you may be suitable for a role and to contact you about that role. The legal basis is Adapteo’s legitimate interest in identifying and contacting potential candidates. We will limit such processing to information relevant to recruitment.
Future roles and talent pool. If we would like to retain your personal data for consideration for future roles after the specific recruitment process has ended, we will only do so where we have an appropriate legal basis. Where required or appropriate, we will ask for your separate consent. You may withdraw such consent at any time. If we rely on legitimate interest for limited future recruitment contact, you have the right to object at any time.
Legal obligations and legal claims. We may process and retain certain recruitment data where necessary to comply with legal obligations or to establish, exercise or defend legal claims, including in relation to non-discrimination and employment law requirements. The legal basis is compliance with legal obligations and/or Adapteo’s legitimate interest in defending potential legal claims.
Statistics and process improvement. We may use recruitment data to compile statistics and improve our recruitment processes. Where possible, such data will be aggregated or anonymised. If we ask you to provide optional demographic or diversity-related information, we will explain the purpose separately, and such information will not be used to make recruitment decisions unless expressly permitted by applicable law.
Who has access to your personal data
Access to your personal data is limited to people who need the information for the recruitment process. This may include HR, hiring managers, interviewers and other relevant Adapteo personnel involved in the recruitment.
We may also share personal data with service providers who support our recruitment process, such as recruitment system providers, assessment providers, background check providers where applicable, and recruitment agencies. Such providers may only process personal data in accordance with applicable data protection requirements and, where they act as processors, our instructions.
We do not sell your personal data.
International transfers
Where personal data is transferred outside the EU/EEA, Adapteo will ensure that appropriate safeguards are in place, such as an adequacy decision by the European Commission or the EU Standard Contractual Clauses, where required.
Retention
We keep your personal data only for as long as necessary for the purposes described in this notice.
For the specific recruitment process, your application data will normally be kept during the recruitment process and for a limited period afterwards.
If you are not hired, we may retain relevant recruitment data for up to two years after the position has been filled where necessary to document the recruitment process and defend against potential legal claims, including discrimination-related claims.
If you consent to being considered for future roles or being included in a talent pool, we may retain your data for that purpose for up to two years, unless you withdraw your consent earlier or request deletion.
If we have sourced your profile but you are not interested in a role or do not respond, we will delete or anonymise your data within a reasonable time unless we have another lawful basis to retain it.
Your rights
You have the right to:
·request access to the personal data we process about you;
·request correction of inaccurate or incomplete personal data;
·request deletion of your personal data in certain circumstances;
·request restriction of processing in certain circumstances;
·object to processing based on legitimate interest;
·withdraw consent at any time, where processing is based on consent;
·request data portability in certain circumstances; and
·lodge a complaint with the competent data protection authority.
In Sweden, the supervisory authority is Integritetsskyddsmyndigheten, IMY.
If you request deletion, we will assess the request and confirm what action has been taken. In some cases, we may need to retain limited information where required or permitted by law, for example to document that we have handled your request or to establish, exercise or defend legal claims. GDPR Article 17 provides a right to erasure in relevant circumstances, but the right is not absolute and may be subject to exceptions.
How to contact us
If you have questions about how Adapteo processes your personal data, or if you wish to exercise your rights, please contact:
Adapteo
Att: Privacy / Legal
Email: privacy@adapteo.com
If your application was submitted through Jobylon, you may also contact Jobylon, but Adapteo remains responsible for responding to requests relating to Adapteo’s recruitment process.
