2024-06-25

What is the purpose of this privacy notice?

To enable us to find new employees and administer our recruitment process, we need to process certain personal data about you. Aspia AB (organisation number 559137-8350) and Skeppsbron Skatt AB (organisation number 559142-5144) (or the Aspia company you have come into contact with during the recruitment process) are the "data controllers" for the processing of your personal data. We only process the personal data that is necessary to achieve the purposes outlined below and in accordance with applicable data protection legislation, including the General Data Protection Regulation (GDPR).

This privacy notice also applies if you are applying for an internship with us, or if you are already working with us and are applying for an internal position.

What personal data do we process, purposes, and legal basis Aspia processes the following personal data about you for the following purposes:

Typ av personuppgifter

Syften
Identification Data – name, title or position, personal identification number (if included in the CV), photo/film, and gender  Enable us to administer and manage your application, communicate with you, evaluate any tests you may have completed as part of the recruitment process or for future recruitment processes for which you may be considered. 
Contact Details – address, phone number, email address, social media profile (e.g., LinkedIn)  Enable us to administer and manage your application, communicate with you, and evaluate any tests you have taken during the recruitment process. We may also use your contact details to follow up with evaluations after your recruitment process is completed (on an anonymous basis) or for future recruitment processes for which you may be considered. 
Application Materials – CV, cover letter, grades, professional qualifications, educational background, previous employers, information about performance, references, and any other information you choose to provide  Enable us to recruit the right competence, ensure that internal processes are followed in the current or future recruitment processes. 
Test Results from the Recruitment Process – your results in our tests for the position  Enable us to compile applicants' competencies to find the best possible candidate for the position in the current or future recruitment processes. 
Interview Notes – information you provided in interviews with us  Enable us to recruit the right competence, ensure that internal processes are followed in the recruitment process in the current or future recruitment processes. 
Side Jobs – information about your side jobs  Enable us to minimize the risk of conflicts of interest in employment. 

 

We ask you to only provide information that is relevant to the position, and not to include sensitive information (e.g., regarding your health, ethnic origin, political opinions, religious beliefs, or union membership). If you have provided references, please inform them that their personal data is being shared with us. Aspia has a legitimate interest in obtaining references to complete the recruitment process and will retain these until the process is completed. 

We process the above personal data for the purposes stated based on a balance of interests, where we assess that we have a legitimate interest in handling your personal data for these purposes.

How long do we keep your personal data?

We store your personal data for as long as required to manage the recruitment, but no longer than 2 years after the recruitment process has ended in order to address claims under discrimination legislation. Note that we may also need to retain certain data based on our legitimate interest in establishing, pursuing, and defending against legal claims, for as long as a claim can be made (up to 10 years).

Security and access to my personal data

We take technical and organisational measures to protect your personal data, for example, by ensuring that only authorized personnel who need to handle the data to perform their work (and manage your application) will have access to it. The processing of personal data does not exceed the purposes and period necessary.

Where do you obtain my personal data?

We collect your personal data directly from you (e.g., from your CV, cover letter, or from interviews), from social media (e.g., LinkedIn), from references you have provided, or from test systems if you have completed a test. 

Who are my personal data shared with? 

If we deem it necessary, to be able to conduct our recruitment process, we share your personal data with others as below. Such sharing is only for purposes compatible with the purposes for which we have collected the information: 

  • Group companies: Personal data may be shared with other companies within the Aspia group in order to administer your application.  
  • Suppliers and partners: Your personal data may also be shared with our suppliers and partners so that they can perform services for us, e.g., provide recruitment services, our HR case system, testing services, IT services, and communication systems.  
  • Authorities: We may need to share personal data with authorities (e.g., the Equality Ombudsman) or competent court to fullfill statutory rights and obligations, or to defend against or initiate legal claims. 

Where is my personal data processed?

We strive to process all data within the EU/EEA, but in some cases, we may transfer personal data to recipients in countries outside the EU/EEA area and which do not have the same level of protection for personal data as within the EU. To ensure that the personal data are adequately protected, we will take necessary measures, e.g., by entering into the European Commission’s standard contractual clauses, or ensure that other appropriate safeguards are in place.

What rights do I have?  

You have certain rights related to how we process your personal data in our recruitment process, namely: 

  • Right to access (register extract): You have the right to request information about the personal data we process about you, e.g., by requesting a so-called register extract.  
  • Right to rectification: If you believe that personal data about you is incorrect or incomplete, you have the right to request rectification or completion of your personal data.  
  • Right to object to processing based on Aspia’s legitimate interest: In some cases, you have the right to object to our processing of personal data, and we will then not continue with the processing unless we have reasons that override your privacy interest.  
  • Restriction of processing: You can request restriction if you believe that the personal data are incorrect or if you believe that the personal data are no longer necessary for the purposes for which they are processed.  
  • Right to erasure: In certain cases, you can request that the personal data be erased, e.g., if they are no longer necessary for the purposes for which they are processed or if you believe that the processing is incompatible with applicable data protection legislation.  

Note that even if you object to certain processing as above, we may still continue with the processing if it is permitted or required by law, e.g., to protect us against legal claims. 

What should I do if I have questions or complaints? 

If you have questions or wish to exercise your rights, please contact us via personuppgiftsombudet@aspia.se. You also have the right to lodge a complaint with a supervisory authority: Sweden: The Swedish Authority for Privacy Protection, IMY (www.imy.se); Norway: The Norwegian Data Protection Authority (www.datatilsynet.no); Denmark: The Danish Data Protection Agency (www.datatilsynet.dk) and Finland: Data Protection Ombudsman (www.tietosuoja.fi).