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Pinja career site
We use a 3rd party platform (Teamtailor) for recruiting and managing the recruitment process (the "Service"). Pinja is the controller under the General Data Protection Regulation (GDPR) of the Service, which means that Pinja is responsible for the processing.
Your personal data
Data we collect from you
We collect and process some or all of the following information from you:
Name, e-mail, postal address, telephone number.
If you wish, you can also provide us a link to your social media profile, but this is completely voluntary.
Information that you upload to the Service
CV, reference letters, qualifications, images etc. relating to your employment history, skills and experience.
Information on your passport, citizenship, residence and work permit where needed.
Information linked to interviews
Information you provide to us in regular interviews and/or video interviews. Results from tests performed by you in relation to a recruitment process.
Information about your use of the Service (e.g. the URL you are accessing the career site from, your IP address, unique device ID, language and operating system etc.)
Your input on surveys that we might use for research purposes, if you choose to submit those. Answering those is voluntary.
If you are unable to provide us with the personal data above, please note that we might not be able to provide you with the Service in its entirety. Also note that we will process all the personal data that you provide us with in relation to the Service. Therefore, please only provide us with necessary information and not with any sensitive personal data. Sensitive personal data is personal data revealing e.g. racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a person, data concerning health or data concerning sex life or sexual orientation.
Data we collect from other sources
If you apply for a job opening or connect with us through your social media profile, such as LinkedIn, we might, depending on the settings you have chosen, receive personal data from the relevant social media profile and synchronize with the Service.
If you choose to enable sharing features, the Service allows us to collect your data from third party providers and synchronize with the Service, which may include your personal data, to better understand your fit for a specific role and to develop and improve the Service.
We may also receive your personal data from a party who recommends you as a candidate for a specific job opening or for our business in general (also “Reference data”).
How we make use of your personal data
Legal grounds and purposes for processing
We process most personal data based on your consent to provide personal data necessary for the recruitment to us. We also might receive personal data from you based on consent, if you choose to allow sharing of profile data from other services.
In these cases, the processing of personal data is based on the following subsection of Article 6 of the General EU Data Protection Regulation (2016/679):
1 a. The applicant has given his or her consent to the processing of personal data (consent).
Contract and pre-contractual measures
Where we are advanced in the recruitment process, we will process personal data, typical contact information and information from the recruitment discussions on the conditions of the job to prepare your employment contract.
In the cases, the processing of personal data is based on the following subsection of Article 6 of the General EU Data Protection Regulation (2016/679):
1 b. To take steps prior to entering into a possible employment contract at your request by submitting your job application to us.
Legal obligations and claims and legitimate interest
The processing of your personal data may also be based on the following sections of the General EU Data Protection Regulation (2016/679):
Where we need to comply with a legal or regulatory obligation cf. GDPR Article 6 (1) (c) or
Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests cf. GDPR Article 6 (1) (f).
To the extent that we have referred to our legitimate interest as the legal basis for the processing of personal data specified above we have conducted a balancing test for those interests to ensure that our interest is not overridden by your interests or fundamental rights and freedoms. Please contact us by email at email@example.com if you wish to receive more information on the balancing test.
We have set out below a description of all the ways we process your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Type of data
Lawful basis for processing including basis of legitimate interest
To manage the recruitment process, incl.:
Necessary to pursue our legitimate interest to manage recruitment processes with the purpose of finding appropriate candidates for jobs within our organisation.
Necessary for our legitimate interest to organize operations of our Group efficiently when data is processed by different Group companies.
- To enter into an employment contract with the chosen candidate.
To take steps prior to entering into a possible employment contract at your request by submitting your job application.
To evaluate the candidates’ qualifications and appropriateness for the job by taking references.
Aptitude test may be used where necessary to assess relevant professional and personal skills and qualifications.
To confirm and be able to document the candidate’s residence and work permit.
To comply with our legal obligation under the Aliens Act to not employ individuals without necessary permits to reside and work in Finland.
To handle complaints related to the recruitment process
Our legitimate interest necessary for the establishment, exercise or defence of a legal claim.
To get feedback from you during or after a recruitment process to help us to improve our recruitment processes.
To enable you to access and interact with our Service, and to administer and protect the security of our Service.
Necessary for our legitimate interest to provide you access to our website and for running our business, provision of administration and IT services, network security and to prevent fraud.
When we collect your personal data
We collect your personal data when you:
Submit your job application to us directly on our career site, or through your social media profile, or through external job boards.
Connect with us in order to be considered for future job applications and receive updates about job openings, either directly on our career site, or through your social media profile.
Contact any of our employees through the Service.
Provide information to us in connection with an application process.
Provide feedback during or after a recruitment process.
Disclosure of your data
We will pass your data to processors of the Service and other third party service providers (connected to the Service) who use it only in accordance with our instructions and as otherwise required by law. We may also share your personal data with authorities to fulfil obligations under law or execute decisions.
How we store your personal data
We take appropriate measures to ensure that your personal data is kept secure including security measures to prevent it from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to access it. Those processing your data will do so only in an authorised manner and are subject to undertakings of confidentiality.
Where we store your personal data
The data that we collect from you and process using the Service is primarily stored within, and on devices physically located within, the EU/EEA, or such third country deemed to offer an adequate level of security by the European Commission.
Some of our third-party service providers or their subcontractors are established outside the EU/EEA, so their processing of your personal data will involve a transfer of data outside the EU/EEA. However, to ensure that your personal data receive an adequate level of protection we have ascertained that sufficient safety measures have been implemented to allow for the transfer, including by use of specific contracts approved by the European Commission (Standard Contractual Clauses).
If you require further information about our current data processors established outside the EU/EEA and the safety measures in place to allow for the transfer of personal data, you can request it from us – please send your request to us by email at firstname.lastname@example.org.
How long we store your personal information?
Your data will be processed as long as it is necessary for the purposes linked to the personal data and we have a legal ground to process your personal data. The personal data processed with consent as legal ground is only processed as long as we have valid consent.
After completion of a recruitment, there is certain information that we are obliged to save by law, e.g. information that might enter your employee file. If your personal data is processed by us for this purpose, we will ensure that it is processed only for the purposes stated in the legislation. Other information we might keep to defend against legal claims. We will delete your personal data after the time for bringing those claims has expired.
Under the General Data Protection Regulation you have a number of important rights with respect to your personal data. To safeguard your rights, you can click on https://career.pinja.com/data_privacy or contact us on the information below.
In more detail, you have the right, within the limits and in accordance with applicable data protection law:
to receive information on the processing of personal data
to request access to your own personal data
to request the amendment or deletion of your personal data
to withdraw consent (and to be forgotten)
to request a restriction of processing or oppose processing
to transfer personal data from one system to another, i.e. receive your personal data in a structured and commonly used form, and transfer them to another data controller
Please note, however, that, as a data controller, we may refuse a data subject’s request, in whole or in part, for a valid reason in accordance with applicable data protection law. We may refuse your request, for example, in situations where the execution of the request could jeopardize someone else’s rights.
If you consider the processing of your personal data to be inappropriate or illegal:
A. Talk to Pinja’s Data Protection Officer
B. Report abuse anonymously in Pinja’s Whistleblowing channel
C. You can also always lodge a complaint with a supervisory authority in the European Member State where you work, normally live or where any alleged infringement of data protection laws occurred.
The supervisory authority in Finland may be contacted at https://tietosuoja.fi/en/have-your-data-protection-rights-been-infringed
Pinja Group Oy (hereinafter “Pinja”)
Schaumanin Puistotie 10
Pinja acts as a joint controller together with the companies belonging to the group. Companies belonging to the Pinja Group:
The above-mentioned companies process the personal data of job applicants separately and together so that we can offer suitable positions from the Pinja's various units. To enable a smooth applying experience, the recruitment team that process your application consists of supervisors and HR experts from different units.
Data Protection Officer
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