Joo Group recruitment privacy notice
Last updated 2.7.2024
This privacy notice outlines how we at Joo Group process the personal data of job applicants.
We value the privacy of our job applicants. It's important to us that you can trust your personal data to be processed appropriately throughout the recruitment process and for the necessary period thereafter, in compliance with data protection legislation and industry best practices.
Data controller:
Joo Group, PL 196, 00101 Helsinki
Tel. 020 766 1390
info@joogroup.fi
1. What is the purpose of processing?
The personal data of job applicants is processed for the purpose of conducting recruitment and related activities, such as receiving and processing applications, comparing applicants, arranging interviews, and making informed recruitment decisions.
2. What is the basis for processing?
The processing of personal data during the recruitment process is primarily based on the need to take actions prior to entering into a contract as per Article 6(1)(b) of the EU General Data Protection Regulation (2016/679). The retention of job applicants' personal data for a set period after the recruitment process is justified to protect the legitimate interests of both parties in the event of any disputes.
3. What data is collected?
For recruitment purposes, Joo Group processes the following types of personal data:
- Name and other identifiers
- Contact details such as phone number, email, and address
- Information related to the job application and CV, such as work experience, educational background, and skills
- Information necessary for recruitment decisions from interviews and other stages of the hiring process
- Information about potential referees
Data is primarily collected from the applicants themselves, and possibly from referees provided by them. Occasionally, our current employees may recommend potential job applicants and enter their details into the recruitment system. In such cases, the potential job applicant will be notified about the processing of their data.
4. Will the data be disclosed or transferred to third parties?
Job applicants' personal data is generally not disclosed outside Joo Group Oy.
Joo Group uses a service provided by Jobilla Oy to carry out the recruitment process. The personal data collected through the service is stored and processed by both Joo and Jobilla within the EU/EEA area only.
We may also use other external service providers, such as those conducting suitability tests, if required for the recruitment process. All data processors are subject to agreements compliant with the General Data Protection Regulation regarding the processing of personal data.
5. How long is the data retained?
Personal data is processed for the duration of the recruitment process and retained for 12 months after its conclusion. The retention is justified to protect the legitimate interests of both parties in case of any disputes and to enable contacting the applicant if a similar or related job opportunity arises during the retention period.
If the recruitment process results in an employment contract with the applicant, the necessary personal data (name, contact details, and CV) will be transferred to Joo Group's personnel register.
6. How is the data protected?
Access to personal data is restricted to Joo Group employees who need to process the data as part of their job duties and who are committed to written data protection guidelines and confidentiality obligations.
Information security for data systems is ensured through appropriate measures: encryption, technical restrictions, security software, and firewalls. Access to the systems is password-protected, and personal data is processed only in premises with access control. Any materials containing personal data are securely destroyed after retention periods.
7. What rights do I have regarding my personal data?
Data protection legislation grants individuals rights that allow them to control the processing of their personal data in different situations. The extent of these rights depends on the basis for processing the personal data and varies slightly depending on the situation. In addition to this, exercising these rights requires that the identity of the person making the request can be verified using reasonable means.
To exercise your rights, you can contact Joo Group via email at info@joogroup.fi. A response will be provided within one month of receiving the request
The rights guaranteed to you by data protection legislation include:
The right of access and rectification:
You have the right to obtain a copy of your personal data stored in Joo Group's registers. If your data is incomplete or incorrect, we must correct it without delay.
The right to erasure and "to be forgotten”:
In certain situations, you have the right to request the erasure of your data. This right, also known as the right to be forgotten, applies if the processing was based on consent, if the data was processed unlawfully, or if the data is no longer needed for the purposes for which it was collected.
This right does not apply if the processing is necessary for Joo Group to comply with a legal obligation, to perform a task carried out in the public interest, to exercise official authority, or to establish, exercise, or defend legal claims.
The right to restrict processing:
In certain situations, you have the right to restrict the active processing of your data. You can request restriction of processing, for example, while waiting for Joo Group's response to a request to correct or erase your data.
The right to object to processing:
You have the right to object to the processing of your personal data if the basis for processing is public interest, the exercise of official authority, or legitimate interests, and you have a personal, specific reason for objecting to the processing.
You also always have the right to object to the use of your data for direct marketing purposes.
The right to data portability:
You have the right to receive the personal data you provided to Joo Group in a machine-readable format and to transfer it to another organisation if the processing is based on consent or a contract and the processing is carried out by automated means.
The right to lodge a complaint with a supervisory authority:
You have the right to lodge a complaint with a supervisory authority if you believe that your personal data is being processed in violation of data protection legislation or if Joo Group is otherwise failing to fulfil its data protection obligations. In Finland, the national supervisory authority is the Office of the Data Protection Ombudsman.