Duty to provide information in connection with recruitment
1. Processing of personal data in recruitment
The purpose of collecting personal data about you during the recruitment process is to assess whether you are a qualified candidate for a vacant position at Searchmind ApS.
When you apply for a position with us, we receive and process a number of personal data about you. This makes us the data controller for the personal data we process about you.
You can find our contact details here:
Searchmind ApS,
CVR 37340588,
Klostergade 28, 3.,
8000 Aarhus C,
phone 3012 4272,
e-mail: rekruttering@searchmind.dk.
In connection with the recruitment process, we process ordinary personal data about you, but we may also process special categories of personal data, CPR numbers, or information about criminal matters. In this text, you can read more about what data we process about you when you apply for a position with us.
2. When we receive your application
During the recruitment process, the personal data contained in your application, CV, and other submitted documents will be registered.
This will typically include the following information: name, address, date of birth, gender, phone number, email address, marital status, education(s), career history, recommendations/references, and similar.
We use Article 6(1)(b) of the General Data Protection Regulation as the legal basis, as this concerns personal data that you have submitted to us for the purpose of being employed.
We register the submitted information in our email system and HR administration system.
3. We assess the application
We specifically assess each individual applicant's qualifications in relation to the advertised position. After reviewing the applications, we select candidates for job interview(s). Candidates who have not been invited to an interview will be notified accordingly.
4. When we have selected you for a job interview
In connection with the job interviews, we receive additional information about you, which we note for use in the further recruitment process.
We use Article 6(1)(b) of the General Data Protection Regulation as the legal basis, as this concerns personal data that you yourself have provided for the purpose of being employed.
5. Information from social media
When recruiting for positions with a focus on customer and collaborative relationships, it may be relevant for us to conduct a search on social media such as LinkedIn, Facebook, Instagram, Twitter, and similar platforms.
We use the balancing of interests rule in Article 6(1)(f) of the General Data Protection Regulation as the legal basis for obtaining information about candidates from social media. We do this in order to assess whether you have a profile that fits the company and the specific position.
6. Information from personality tests
In connection with recruitment for certain positions, the company conducts a personality test. We always assess whether this is relevant in relation to the specific position. The purpose of the test is to evaluate your competencies and qualifications as a potential employee and to assess whether your profile fits the company and the specific position.
We use the balancing of interests rule in Article 6(1)(f) of the General Data Protection Regulation as the legal basis for registering information from the personality test, as completing the test is necessary to ensure that your profile matches the requirements of the position.
7. Information from skills tests
In connection with recruitment for certain positions, the company conducts a skills test. We always assess whether this is relevant in relation to the specific position. The purpose of the test is to evaluate your competencies and qualifications as a potential employee in relation to the specific position.
We use the balancing of interests rule in Article 6(1)(f) of the General Data Protection Regulation as the legal basis for registering information from the skills test, as completing the test is necessary to ensure that your profile matches the requirements of the position.
8. Criminal record certificate
For some positions, it is necessary to review a criminal record certificate. We always assess, in relation to the content of the individual position, whether it is necessary to obtain a criminal record certificate.
We only obtain a criminal record certificate once you have been offered a position with us, and we will first ask for your consent to the processing.
We use consent pursuant to Section 8(3) of the Danish Data Protection Act as the legal basis when we obtain criminal record certificates. You may withdraw your consent at any time by contacting us using the contact details above. If you withdraw your consent, it will only take effect from that point in time. It therefore does not affect the lawfulness of our processing of the data up until the point at which you withdraw your consent.
9. Information from previous employers
For some positions, it is necessary to obtain references from previous employers. If we obtain references from one or more of your previous employers, we register the information we receive.
We use your consent pursuant to Article 6(1)(a) of the General Data Protection Regulation as the legal basis for processing this information, and you will therefore be asked to give your consent before we contact one or more of your previous employers. You may withdraw your consent at any time by contacting us using the contact details above. If you withdraw your consent, it will only take effect from that point in time. It therefore does not affect the lawfulness of our processing of the data up until the point at which you withdraw your consent.
10. Residence and work permit
A valid work and residence permit is a condition of employment. To verify this, we ask for a copy of your passport in connection with your employment.
If, due to your citizenship, you are required to hold a work and residence permit to work legally in Denmark, we will also obtain a copy of your work and residence permit.
We use Article 6(1)(c) of the General Data Protection Regulation as the legal basis when we obtain a copy of your passport and any work and residence permit, as we are obliged to ensure this pursuant to Section 59(5) of the Danish Aliens Act.
11. Storage and deletion
If your application is unsuccessful, we will delete the information we have registered about you within 6 months. However, we will delete the results of your personality test/insert any other item immediately after notifying you of the rejection.
If you are hired, we will retain the information that formed part of the recruitment process in your personnel file.
If we have obtained a copy of your criminal record certificate in connection with the recruitment process, we will delete it as soon as we have recorded that we have reviewed your criminal record certificate.
In some situations, we would like to retain your application even if it has been unsuccessful, for the purpose of future recruitment. If we wish to retain your application, we will ask for your consent to do so.
12. Other recipients who may process your data
In connection with the recruitment process, others may receive your personal data. These may be public authorities or providers who supply systems and assist with administrative functions, for example:
Providers of personality tests, etc.
Public authorities in connection with the establishment of flex jobs and similar schemes
13. Your rights
Under the General Data Protection Regulation and the Danish Data Protection Act, you have a number of rights. If you wish to exercise your rights, please contact us.
Right of access, Article 15: You have the right to access the data we process about you, as well as a number of additional pieces of information.
Right to rectification, Article 16: You have the right to have inaccurate personal data about yourself corrected.
Right to erasure, Article 17:In special cases, you have the right to have data about you deleted before the time of our general scheduled deletion.
Right to restriction of processing, Article 18:In certain cases, you have the right to have the processing of your personal data restricted. If you are entitled to restricted processing, we may in future only process the data — except for storage — with your consent, or for the purpose of establishing, exercising, or defending legal claims, or to protect a person or important public interests.
Right to object, Article 21:In certain cases, you have the right to object to our otherwise lawful processing of your personal data.
Right to data portability, Article 20:In certain cases, you have the right to receive your personal data in a structured, commonly used and machine-readable format, and to have that personal data transferred from one data controller to another without hindrance.
You can read more about your rights in the Danish Data Protection Agency's guidance on the rights of data subjects, which you can find at www.datatilsynet.dk.
Complaint to the Danish Data Protection Agency
You have the right to lodge a complaint about our processing of your personal data with the Danish Data Protection Agency. You can find the Danish Data Protection Agency's contact details on their website at www.datatilsynet.dk.