Privacy Policy
Release date: 07-06-2024
At Nordjysk Project Management we manage our employer branding and recruitment process through our career page (”Careers Page”), and using a related recruitment system.
This privacy policy describes how we process your personal information if:
- You are visiting our Careers page (you are a ”Visitor”)
- You connect with us via our Careers Page to create a profile with us and receive information about current or future job openings with us (you are an ”Affiliated Candidate”)
- You apply for a position with us, via our Careers page or a third-party service (you are an ”Applying Candidate”)
- We collect information about you from other parties, sites and services because we believe your profile is of interest to our current or future job openings (you are a ”Retrieved Candidate”)
- We receive information about you from our employees or partners because they believe your profile is of interest for our current or future vacancies (you are a ”Referred Candidate”)
- We receive information about you from a Candidate who mentions you as their reference (you are a ”Reference”).
This privacy policy also describes what rights you have when we process your personal information and how you can exercise these rights.
When we use the term ”Candidate” in this Privacy Policy, we are referring to each of Connected Candidates, Applying Candidates, Retrieved Candidates and Referred Candidates, unless otherwise stated.
1. About the processing of personal information
Personal data is any information that can be directly or indirectly attributed to a natural person. Examples of personal data are: Name, email address, telephone number and IP address. Processing of personal data is any automated use of personal data – such as collection, creation, analysis, sharing and deletion of personal data.
There are laws and regulations about how companies can process personal information, called data protection laws. Different data protection laws apply to different types of uses of personal information and in different parts of the world. An example of a data protection law that is relevant to our use of your personal information, as described in this Privacy Policy, is the EU General Data Protection Regulation (2016/679, ”GDPR”).
Most of the obligations under the GDPR apply to the so-called data controller. A data controller is the entity that decides for what purposes personal data will be processed and how the processing will be carried out. The data controller may use a so-called data processor. A data processor is an entity that may only process personal data as instructed by the data controller and may not use personal data for its own purposes.
We are the data controller when we process your personal information as described in this privacy policy.
2. What personal information do we process?
All persons
- Device information – If you visit our Careers Site, we will collect information about your device, such as IP address, browser type and version, session behavior, traffic source, screen resolution, preferred language, geographic location, operating system, and device settings/usage.
- Technical and statistical data – If you visit our Careers page, we will collect technical and statistical data about your use of the page, such as information about which web addresses you visit and your activity on the page.
- Communication data – We will collect and store your communications with us, including the information you have provided in the communications. This may include the content of emails, video recordings, social media messages, the information you add to your account with us, surveys, etc.
- Contact Information – Such as your name, email address, telephone number and physical address.
Candidates
- Data from interviews, assessments and other information from the recruitment process – Such as notes from conversations with you, assessments and tests performed, salary requirements.
- Information in your application – Such as your CV, cover letter, examples of your work, references, recommendations and education.
- Information on your public profile – Refers to the information we collect about you from publicly available sources related to your professional experience, such as LinkedIn or your current employer's website.
- Information from references – This is the information we receive from our employees or partners who refer you to us, or from the people you have listed as your references.
3. Where do we get your personal information from?
All individuals
- From the Careers page. If you visit our Careers Page, we collect technical and statistical information about how you use the Careers Page, as well as information from your device.
- Directly from you. Most of the information we process about you we receive directly from you, for example when you apply for a position with us or connect with us. You can always choose not to provide us with certain information. However, some personal information is necessary for us to process your application or provide you with the information you request.
References
- From the person you are a reference for. If a Candidate lists you as their reference, we will collect your contact information from the Candidate in order to contact you.
Candidates
- From publicly available sources. We may collect personal information about you from publicly available sources, such as LinkedIn or your current employer's website.
- From our references. We may receive information about you from our employees or partners (such as recruitment service providers) when they believe your profile is of interest for our current or future job openings.
- From your references. If you provide us with references, we may collect information about you from them.
- Data we create ourselves or in collaboration with you. Information about your application and profile is usually created by us – or by us in collaboration with you – during the recruitment process. This may include, for example, notes from interviews with you, assessments and tests carried out
4. Why do we process your personal information?
We protect and make use of our rights and our and others' interests, for example in connection with legal claims.
Affected individuals: The individuals affected by the legal issue – this may include people in all of the categories of individuals listed above.
Categories of personal information used: All categories of personal information listed above may be used for this purpose.
Share your personal information with other recipients for the purposes described in Section 5 below.
Affected individuals: May vary depending on the purpose of the sharing, see section 5 below.
Categories of personal information used: All categories of personal information listed above may be used for this purpose.
Collect information about your use of the Careers Site, use of cookies and other tracking technologies, as described in our Cookie Policy.
Affected individuals: Visitor.
Categories of personal information used: Device information.
Maintain, develop, test and otherwise maintain security on the Careers page.
Affected individuals: Visitor.
Categories of personal information used: Device information, technical and statistical data.
Analyze how the Careers Page and its content are used and performed, obtain statistics and improve operational efficiency.
Affected individuals: Visitor.
Categories of personal information used: Device information, technical and statistical data.
Provide you with updates about our job openings.
Affected individuals: Associated candidates.
Categories of personal information used: Contact information, communication data.
Reviewing profiles and applications submitted to us. This also includes communicating with you about your application and profile.
Affected individuals: Associated candidates, Applicant candidates.
Categories of personal information used: All categories of personal information listed above may be used for this purpose.
Collect and evaluate your work profile on your own initiative. This also includes communicating with you regarding your profile.
Affected individuals: Retrieved candidates, Referred candidates.
Categories of personal information used: All categories of personal information listed above may be used for this purpose.
Contact you directly about our specific, future job openings.
Affected individuals: Candidates.
Categories of personal information used: All categories of personal information listed above may be used for this purpose.
Record conversations with you.
Affected individuals: Candidates.
Categories of personal information used: Communication data.
Contact you to ask you to participate in surveys
Affected individuals: Candidates.
Categories of personal information used: All categories of personal information listed above may be used for this purpose.
Contact you to ask you to provide information about a Candidate and evaluate the information you provide.
Affected individuals: References.
Categories of personal information used: Contact information, communication data.
5. Who do we share your personal information with?
Our service providers. We share your personal information with our suppliers who provide services and functionality in our employer branding and recruitment process. This includes, for example, recruitment service providers and the provider of our Careers site and related recruitment systems.
Companies in our group. We share your personal information with other companies in our group where they provide services and functionality for our employer branding and recruitment process, such as access to certain systems and software.
Companies that provide cookies on the Careers page. If you choose to consent, cookies will be set by companies other than us, who will use the data collected by these cookies in accordance with their own privacy policies. You can find out which cookies this applies to in our Cookie Policy.
To authorities and other public bodies – when we are required to do so. We share your personal information with authorities and other public bodies when we are legally obliged to do so.
For parties involved in legal proceedings. If necessary to protect or defend our rights, we will share your personal information with public authorities or other parties involved in potential or existing legal proceedings. This may, for example, be in connection with claims of discrimination.
Mergers and acquisitions, etc. In connection with a potential merger, sale of business assets, financing, or acquisition of all or part of our business by another company, we may share your personal information with other parties involved in the process.
6. What is the legal basis for processing your personal information?
In order to process your personal information, we need to have a so-called legal basis, which is the reason for processing the personal information that is justified under the General Data Protection Regulation (GDPR).
When we process your personal information for the purposes described in this Privacy Policy, the legal basis is usually that: the processing is necessary for our legitimate interest in being able to recruit talent with skills that are relevant to us. We have concluded that we have a legitimate interest in being able to process personal information for this purpose, that the processing is necessary to fulfil this purpose, and that our interest outweighs your right not to have your information processed for this purpose.
You can contact us for more information about how this assessment was made. Please find our contact details in sections 9 and 10 below.
There may be specific circumstances where processing will only take place if and when you give your consent to the processing. This may be the case, for example, if we propose to record a conversation with you. In section 9 below you can find more information about your right to withdraw your consent.
7. When do we transfer your personal information outside the EU/EEA and how do we protect it if so?
We always strive to process your personal information within the EU/EEA area.
Some of our service providers process your personal information outside the EU/EEA. We also use suppliers whose parent company or the parent company of their subcontractors is based outside the EU/EEA. In these cases, we have considered the risk that the personal information may be transferred to countries outside the EU/EEA, for example due to a request from the authorities.
In cases where another recipient of your personal information (as described in section 5 above) is based outside the EU/EEA, this also means that your personal information is transferred outside the EU/EEA.
When we or one of our suppliers transfers your personal information outside the EU/EEA, we will ensure that security measures recognized by the GDPR are used to facilitate the transfer. We use the following security measures:
- A decision by the European Commission that the country outside the EU/EEA to which your personal data is transferred provides an adequate level of protection equivalent to the level of protection required by the GDPR. In particular, we use European Commission's adequacy decision for the US via the so-called EU-US data protection framework as well the adequacy decision for the UK.
- Conclusion of European Commission standard provisions with the recipient of the personal data outside the EU/EEA. This means that the recipient guarantees that the level of protection of your personal data under the GDPR still applies and that your rights are still protected.
When your personal information is transferred outside the EU/EEA, we also implement appropriate technical and organizational safeguards to protect the personal information in the event of a transfer. The exact safeguards we implement depend on what is technically feasible and sufficiently effective for the transfer in question.
If you would like to know more about the circumstances in which your personal information is transferred outside the EU/EEA, please contact us using the contact details in sections 9 and 10 below.
8. How long do we retain personal information?
All individuals
If we process your personal information in order to protect and enforce our rights, we will retain your personal information until the relevant legal matter is fully and finally resolved.
Visitor
We retain your personal information for one (1) year for security reasons. The retention period for cookies is stated in our cookie policy. We store your personal information to analyze the effectiveness of the Careers page, as long as we retain your personal information for other purposes.
Candidates
If you are (exclusively) an Affiliated Candidate, we will retain your personal information for as long as you are affiliated with us.
For other types of Candidates, we retain your personal information to determine whether you are a suitable candidate for our relevant vacancies.
If you do not make it through the initial recruitment process, we will retain your personal information for as long as necessary to consider and potentially contact you regarding relevant future job openings.
If you are employed, we will store your personal information during your employment for purposes other than those stated above, which you will be informed about.
References
We retain personal information for as long as we retain the personal information about the Candidate for whom you are a reference.
9. What rights do you have and how can you exercise them?
In this section you can find information about the rights you have when we process your personal information. As described below, some of the rights are only relevant when we process your personal information on a specific legal basis.
If you want to exercise any of the rights set out here, you can:
- Visit the data and privacy page on our Careers page, where we offer features to exercise your rights,
- Log in in your account with us, where you can exercise your rights using the settings in the account, or
- Contact us directly at lars@nordjyskprojektledelse.dk.
The right to information
You have the right to be informed about how we process your personal information. You also have the right to be informed if we plan to process your personal information for purposes other than those for which it was originally collected.
We will provide you with such information in this Privacy Policy, through updates on our Careers Page (see also Section 11 below) and by answering your questions.
Right to access your personal information.
You have the right to know whether we process personal information about you and to receive a copy of the data we process about you. In connection with receiving the copy of your data, you will also receive information about how we process your personal information.
The right to access and to request a transfer of your personal information to another recipient (“data portability”).
You can request a copy of the personal data relating to you that we process for the performance of a contract with you or based on your consent, in a structured, commonly used, machine-readable format. This allows you to use this data elsewhere, for example, you can transmit it to another recipient. If technically feasible, you also have the right to request that we transmit your data directly to another recipient.
The right to have your personal information deleted (“the right to be forgotten”).
In some cases, you have the right to have us erase personal data about you. This is the case, for example, if it is no longer necessary for us to process the data for the purposes for which we collected it, if you withdraw your consent, if you have objected to the processing and there are no legitimate, overriding grounds for the processing. (For the separate right to object, see below.)
The right to object to our processing of your personal information.
You have the right to object to the processing of your personal data which is based on our legitimate interest, by referring to your personal circumstances.
Right to limited processing.
If you believe that the personal information we process about you is inaccurate, that our processing is unlawful, or that we do not need the information for a particular purpose, you have the right to request that we restrict the processing of such personal information. If you object to our processing as described immediately above, you may also request that we restrict the processing of that personal information while we assess your request.
When our processing of your personal data is restricted, we will (with the exception of storage) only process the data with your consent or for the establishment, exercise or defence of legal claims, to protect the rights of another natural or legal person, or for reasons relating to an important public interest.
Right to rectification.
You have the right to request that we correct inaccurate information and that we provide information about you that you consider to be incomplete.
The right to withdraw your consent.
Where we process your personal data based on your consent, you have the right to withdraw this consent at any time. In that case, we will cease processing your data for the purposes for which you have withdrawn your consent. However, this will not affect the lawfulness of the processing that was based on your consent before it was withdrawn.
The right to complain.
If you have a complaint about our processing of your personal information, you can file a complaint with the Data Protection Authority in Denmark. You can find their contact details here. here.
10. Where can you contact if you have comments or questions?
If you would like to contact us to exercise your rights, or if you have any questions, comments or concerns about how we handle your personal information, you can contact us by sending an email to {contact-person-email}.
11. Updates to this Privacy Policy?
We will update this privacy policy when necessary, for example if we start processing your personal information in a new way, if we want to make the information even clearer for you, or if it is necessary to comply with applicable data protection laws.
We encourage you to visit this page regularly to check for any changes. The top of this page always states when this privacy policy was last updated.