Privacy Statement for job
applicants
for the TRACKUNIT GROUP using Teamtailor
BACKGROUND AND PURPOSE
In this Privacy Statement, you can read about how Trackunit Group “Trackunit,” “we,” “our,” “us” and our group companies process your personal data during the recruitment process. At the last amendment of this Statement the Trackunit Group consists of the following entities: Trackunit ApS, Trackunit Pty Ltd, Trackunit KK, Trackunit Asia Pacific Pte Ltd, Trackunit SAS, Trackunit GmbH, Trackunit AB, Trackunit AS, Trackunit America ApS, Trackunit B.V., Trackunit Ltd United Kingdom, Trackunit Canada Inc., Trackunit Inc. (the "Group").
The Group has established a joint People & Talent Administration in which the Danish company, Trackunit ApS (the "Company"), manages the administration of the personal data processed within the Group ("We"). Further, the Company determines the purposes and means of the processing of the personal data within the entire Group. Consequently, the Company is the Data Controller of the personal data.
The purpose of this Privacy Statement is to inform you about how the Group People & Talent Administration processes personal data during recruitment when you apply for an open position at Trackunit.
DATA CONTROLLER
Trackunit have centralized recruitment services to all group companies and will be acting as the initial data controller for the processing of your personal data performed as part of the recruitment process. The information you share with us, via the recruitment platform will be shared with Trackunit ApS and if relevant, other group companies, who will act as individual data controllers for the processing of your personal data for fulfilment of the group companies own purposes. Only employees involved with the current recruitment process will have access to the information you share with us.
The purpose of the processing of your personal data is generally to register data concerning job candidates in connection with recruitment. Trackunit processes your personal data when you when we receive your application, CV, and other documents, via our website or by e-mail. When you apply to a job using our online application formular we obtain personal data on you such as Name, picture, address, zip code, city, e-mail, phone number, mobile number, CV, previous experiences, education, year of graduation, educational level, resume, video application (if uploaded), information about where you saw this job posting and any other information uploaded by you.
As part of the recruitment process, we may ask you to provide more information to handle your application. This information may be including, but not limited to, information about your: previous employment, previous work assignments, professional skills, performance, your personal appearance and personal skills, information that is publicly available and published by you on LinkedIn and similar social media platforms, Pictures/video and Criminal record
Trackunit process your personal data when we read and evaluate your documents to select the candidates we want to call in for an interview. The selection is based on your qualifications, and you will be called for the interview by e-mail or telephone. During the interview we may write down some of the information disclosed during the interview(s) to assess whether you should be offered a position.
Trackunit may have a legitimate interest in asking about you from your current or former employer using the references you have provided us in your application documents or in other ways. Trackunit will always inform you of it prior to contacting your references. The information we obtain in that connection will include, but not be limited to, following categories: Information about your previous employment, work assignments, skills and performance, personal appearance and, if relevant, personality.
We may also ask you to conduct a personality and/or competency test during the recruitment process relating to some positions. Typically, the test is taken after the first or second interview with you. The purpose of the tests is to identity your personal preferences and skills, forming a basis for a dialogue with you about your personal resources and conduct. The tests will never stand-alone, but will be part of the overall basis for selecting the right candidate for the position. If this is relevant in your case, you will receive more detailed information about the specific tests and the purpose behind the tests.
If we offer you a position, we will process the personal data necessary for staff administration purpose such as and drafting of employment agreement. In that case, you will receive further information on this.
TRANSFER AND DISCLOSURE OF PERSONAL DATA
To fulfil the purposes mentioned under clause 2 we process your personal data.
Further, and in order to fulfil the purposes mentioned under clause 2, your personal data may be disclosed, in accordance with applicable law, to external service providers, including but not limited to:
External recruiters (if we use external recruiters, they will act as an independent data controller with their own legal basis for the transfer of data to Trackunit).
Our processors, such as processors hosting our IT systems and offering personality test.
Internal disclosure and transfer of personal data between the Group companies based on our legitimate interest in the candidate for recruitment purposes.
Trackunit may transfer your personal data to recipients outside of EU/EEA., such as our own subsidiaries who also act like our processors and/or sub-processors. This may also be the case if one or more of our relevant business partners are located outside the EU and EEA. In case the third country is not ensuring an adequate level of data protection, the transfer of Personal Data to such country shall be based on the Commission Decision 2010/87/EU of 5 February 2010 on standard contractual clauses for the transfer of Personal Data to processors established in third countries under the European Parliament and the Council’s Directive 95/46/EC ("Standard Contractual Clauses") or any replacing versions thereof designated from the European Commission.
All Processing of personal data shall take place in accordance with the applicable data protection legislation. You can see list of sub-processors located in third countries in our website or request Trackunit for more information by exercising your rights as stated below under the title “Your Rights.”
LEGAL BASIS FOR PROCESSING OF PERSONAL DATA IN THE RECRUITMENT PROCES
The legal basis for each activity mentioned below are for the performance of the employment contract in accordance with GDPR Article 6, (1)(b) to which you are a party. Contact information such as: Full name, e-mail address, phone number, Social security number. Information in relation to the employment: Employee ID, role, title, work hours, address etc.Tax and bank information. User ID and passwords. Leave of absence. Vacation, sick leave, maternity/paternity leave etc. Salary information.
Trackunit also has a legitimate interest in accordance with GDPR Article 6 (1),(f) in processing your personal data such as the personal data we collect that is necessary for our assessment of you as a person and your skills in relation to the position. Trackunit has a legitimate interest in collecting your personal data when we:
Receive and process your application, conduct interview and related work. Look up your social media. Contact your references. Conduct personality and/or competence test. Trackunit process your personal data where it’s required in order to comply with applicable law.
Trackunit may (rarely) process your personal data based on consent. If this is necessary, you will be informed prior to giving consent. You have the right to withdraw your consent at any time.
HOW DO WE STORE DATA AND PROTECT YOUR DATA?
When storing the personal data, the Group People & Talent Administration endeavours to always have the appropriate technical and organizational security measures in place to protect the personal data against (i) accidental and unlawful destruction or loss, (ii) unauthorized disclosure, abuse or (iii) other processing in violation of applicable data protection legislation. The security measures that the Group has implemented regarding the processing of personal data can be provided upon request.
HOW DO WE HANDLE DELETION OF DATA?
The Group People & Talent Administration endeavours always to keep the personal data updated and to prevent inadequate accumulation of the personal data. Accordingly, the Group People & Talent Administration has implemented a deleting process, which is described below.
Continuously deletion of Data
The Group People & Talent Administration will continuously and at least once each year review its storage of personal data to prevent inadequate accumulation of Data.
The Group People & Talent Administration will delete the personal data as soon as possible, when the storage of the personal data is no longer necessary pursuant to internal policies of the Group and/or the applicable retention period for the different types of data as described in applicable legislation, verdicts or administrative rules.
Deletion of the personal data upon request from the Candidate
You may be entitled to demand that Trackunit deletes your personal data, if the personal data is incorrect, misleading or otherwise unlawful processed or you want to use you’re the right to erasure (Article 17 & 19 of the GDPR).
You must submit a written request to dpo@trackunit.com explaining why your opinion is that the personal data processed about you is either incorrect, misleading or otherwise unlawful processed of if the personal data should be corrected, deleted or blocked.
YOUR RIGHTS AS A DATA SUBJECT
As a data subject you are granted several rights under the GDPR Chapter 3. Following is a short description of some of the rights you have as a data subject.
You have the right to access the data we process as well as a range of additional information about you.
You have the right to have inacurrate information about yourself corrected.
You have the right to have your personal data deleted before our general deletion time in accordance with section 7.3.
You have the right to restrict the processing of your personal data.
You have the right to receive your personal data in a structured, commonly used and machine-readable format and to transmit those personal data from one controller to another without hindrance.
COOKIES
When visiting our recruitment site, we may use cookies. The information collected through cookies may in some cases be personal data and in such cases is governed by our cookies policy
COMPLAINTS
You have the right at any time to lodge a complaint with the Danish Data Protection Agency, about our company’s processing of your personal data. In this connection, your compliant must be submitted either in writing by e-mail to dt@datatilsynet.dk
