Ragn-Sells Privacy Notice - Job applicant

We use your personal data for various purposes. Not all purposes apply to you, but which purposes are relevant to you depends on which job you have applied for.

Managing the application process, assessment of your qualifications, capabilities, and interests, and verification of information.

We will process your personal data in order to find suitable applicants for positions within Ragn-Sells, administer and manage the recruiting process, verify that information provided is accurate (e.g., through reference checks), evaluate and choose the most suitable person for the open job position, and pre-board a chosen applicant. For these purposes, we process the following personal data:

• Contact information (such as name, address, e-mail address, and telephone number, and eventually your personal number for the pre-boarding process if you are selected and have accepted an offer)
• The data you submit to create a candidate account
• Demographic data
• Position applied for and job preferences, how you heard about the position, and your willingness to travel, if applicable
• Current employment
• Job experience
• Salary information (in countries where that's allowed according to the law)
• Education
• Qualifications (such as language skills, computer knowledge, and special skills)
• Evaluation notes and decisions
• Other information provided by you in your CV and/or personal letter
• Photographs as may be included in your CV or personal letter
• Information that is publicly available, e.g. on LinkedIn or Xing, and when relevant and legally allowed, other Internet sources, such as social media.
• Results and your responses from personality and aptitude assessments (logic problem-solving tests), administered in the last phases of the recruitment process when such a tests are included in the application process.
• References
• Communication with the Ragn-Sells Group company to which you applied during the recruitment process.
• If selected for the position, personal data is needed to complete the employment contract

We rely on “legitimate interests” as our legal basis to manage the recruiting process in a way that helps us find the most suitable person for the job position.

Background checks

If the position you apply for requires background checks based on risk-classified positions, we will process your personal data to conduct these checks, but only as permitted by local law. For this purpose, we may process the following personal data:

• Contact information (such as name, address, e-mail address, telephone number)
• Public records
• Public certifications and licenses (e.g., driver's license, licenses, etc., as relevant for the position)
• Criminal record(s)
• Personal number
• Financial information (e.g., credit checks)
• References

We rely on “legitimate interests” as our legal basis, where legally permitted, to confirm that an applicant does not have a criminal offence which is incompatible with the nature of the position offered or present a high level of risk for the interests or safety of our customers or staff.

You submit information about yourself to us, and we collect information about you from several other sources. Here is a description of those sources:

References

We normally collect opinions from references in the final phase of the recruitment process provided that you have previously given your approval to this. In such a case, we collect the personal data that the reference provides about you.

Recruitment company

If we engage a recruitment agency to support us in recruitment, we collect the personal data that the recruitment company provides to us.

Publicly available sources of information

Information that is publicly available, e.g. on LinkedIn or Xing, and when relevant and legally allowed, other Internet sources, such as social media. 

We may disclose your personal data to other companies in the Ragn-Sells Group and to recipients outside the Ragn-Sells Group that support Ragn-Sells in the recruiting process, to ultimately select the most suitable candidate. For example, we use third-party suppliers to administer the personality and logic aptitude tests and to conduct background checks, and as such, personal data processed for these purposes shall be shared with the relevant suppliers. Additionally, in completing an employment agreement with you, we will need to transfer personal data to public authorities according to local law, such as the tax authority.

Where service providers process personal data on our behalf and in accordance with our instructions, they act as data processors under the GDPR. We remain the controller responsible for the processing of your personal data. The service providers are not permitted to use your personal data for their own purposes and are required, by law and under the agreements concluded with us, to protect your personal data appropriately.

For the purpose described in Section 1 above (Managing the application process, assessment of your qualifications and interests, and verification of information), we will store your personal data after the recruitment process has closed solely to establish, exercise, and defend potential legal claims. We will store the data for as long as the statute of limitations exists in the applicable jurisdiction for bringing unlawful hiring claims. If you have questions regarding the retention period for your particular application, please contact the Ragn-Sells company to which you applied.

We rely on “legitimate interests” as our legal basis to exercise our rights in bringing or defending against legal claims.

You have certain rights under current data protection legislation concerning the personal data we have collected about you.

To make it as clear as possible for you, we have chosen to explain the rights below. To get an exhaustive description of the rights according to Chapter III of the GDPR, see the Data Protection Agency’s website in your country.

Request access (Article 15 GDPR) to your data. You normally have the right to receive a copy of your data that we process (a so-called register extract) as well as additional information about how and why we process your personal data.

Request correction (Article 16 GDPR) of personal data that you consider to be incorrect or incomplete. Taking into account the purpose of the processing, you also have the right to supplement incomplete personal data, for example by submitting a supplementary statement to us.

Request deletion (Article 17 GDPR) of your personal data. In addition to the right to object to a processing activity that may result in us being obliged to cease the processing (see more about the right to object below), you have the right under certain circumstances to have your personal data deleted. This is e.g. the case of:

• the personal data that we process is no longer necessary for a certain purpose or is otherwise processed illegally, or
• the personal data must be deleted to comply with a legal obligation.

If you have the right to the deletion of personal data that we have made public, we will, based on the circumstances of the individual case (e.g., costs and technical conditions), contact other data controllers who process your personal data to make them aware that you have requested to be deleted.

However, our obligation to delete your personal data and notify other data controllers does not apply if we must save your personal data to, for example:

• fulfill a legal obligation to which we are subject, or
• establish, enforce, or defend legal claims.

Object to processing (Article 21 of the GDPR) which is based on our or someone else's legitimate interest (Article 6.1 (f) of the GDPR) for reasons relating to your specific situation. However, we may continue to process your data, even though you have objected to the processing, if we can demonstrate a decisive legitimate reason for the processing that outweighs your privacy interest or if the processing in question is necessary to establish, assert, or defend legal claims.

See the table below regarding the processing that takes place with the support of a legitimate interest assessment to better understand when the right to object is applicable.

Request data portability (Article 20 of the GDPR) regarding the processing of your personal data that you have provided to us and which takes place with the support of an agreement (Article 6.1 b) of the GDPR) or consent (Article 6.1 a) of the GDPR) implying that you have the right to receive this personal data in a commonly used machine-readable format and if it is technically possible to have such personal data transferred to another personal data controller.

See the table below regarding our processing that takes place with the support of an agreement or your consent to better understand when the right to data portability is applicable.

Withdraw consent (Article 7 GDPR) that you have given for a certain processing of your personal data at any time, with future effect.

Request that the processing of your personal data be restricted (Article 18 of the GDPR). You also have the right to request that the processing of your personal data be restricted under certain circumstances. If your personal data is restricted, we may, in addition to storage, normally only process such personal data with the support of your consent or to establish, assert, and defend legal claims.

If you request that the processing of your data, be restricted, it may, however, mean that we cannot fulfill our potential obligations towards you during the time that the processing is restricted.

You have the right to demand that a processing activity be limited:

• during the time that, as a result of you questioning the correctness of the personal data, we check whether your personal data is correct,
• if the processing is illegal but you have objected to us deleting personal data and instead requested that the use of the data be restricted, or
• if you have objected to the processing (see more about this right above) and during the period that we assess whether we have decisive legitimate reasons that outweigh your privacy interest.

Automated Decision Making. Our processing of your personal data will not be subject to automated decision-making in the manner referred to in the GDPR.

Complaint to the supervisory authority. If you have questions about this information or the handling of your personal data or want to assert your rights, you are welcome to contact us. If you are not satisfied with the answer, you have received or our handling of your personal data, you have the right to submit a complaint to your supervisory authority. 

Links to Supervisory authority per country

If you wish to exercise your rights, please contact us through our digital forms or at the contact details below.

Managing the application process, assessment of your qualifications, capabilities, and interests, and verification of information.

Examples of what we do: We use your personal data to manage the recruitment process, e.g., to:

• Receive and review your application documents (such as CVs and personal letters);
• Evaluate your application, verify that the information provided is correct (e.g., through reference checks), and make decisions within the framework of the process, and
• Communicate with you during the recruitment process.

Formal background checks

Examples of what we do: If the position you apply for requires a formal background checks based on risk-classified positions, we will process your personal data to conduct these checks, but only as permitted by local law  

Reference person

Carry out reference checks

Examples of what we do: We use your personal data as a reference person in connection with reference taking in the recruitment process in question, e.g., to:

• Communicate with you and collect your review of the candidate in question.  

Job applicants and reference persons