Recruitment Privacy Policy

We process the following personal data as regards our candidates:

• Name
• Contact information
• Video material recorded to recruitby.net during the recruitment process
• Other information necessary for the recruitment that You provide us with during the recruitment process.

During the final stages of the recruitment process, we may use service provider Aon Assessment, in order to conduct a personality test of You. The personal data provided in connection with the personality test will consist of the information that You share with the service provider during the personality test, such as Your preferred actions in given situations, etc. Aon Assessment will process and analyze the personal data provided in connection with the personality test in their capacity as data processor, based on our instructions and in accordance with a data processing agreement entered into between Roschier and Aon Assessment. The legal basis for the processing of Your personal data is our legitimate interest in the recruitment of suitable employees and the appointment of vacant positions. Kindly contact us in order to receive more information on how We have reached the conclusion that we have a legitimate interest overriding Your right to privacy (please see section “Your rights” below for contact details).

Roschier also stores applications and attachments (CVs and copies of certificates) it receives, as well as summaries and comments concerning the application and the possible interview. All information is stored based on our legitimate interest for a reasonable period that does not exceed two (2) years after the recruitment period has ended. We have concluded that our legitimate interest to do so is not overridden by your interests or fundamental rights and freedoms. You are welcome to contact us to receive more information in this respect (please see section “Your rights” below for contact details). We store the above information in order to process your application and for a period thereafter in order to safeguard from potential claims.

We process such personal data that is necessary for us in order to assess whether You could be a suitable new employee at Roschier. We only process personal data directly necessary for your recruitment process and for recruitment related statistics.

For applicants applying for positions in Sweden only: As a standard part of our recruitment process, we conduct a background check of the final candidates which includes information from Belastningsregistret and Kronofogdemyndighetens utsöknings och indrivningsdatabas (or equivalent to respective home country). The requested information is provided and presented by the candidate. No documentation is collected or stored by Roschier.

We may outsource the processing of personal data to third parties that are mainly the service providers of different recruitment software and databases that we use. Our partners currently include Jobylon AB, Aon Assessments. In addition, we use Recruitby.net service provided by MobileCV Oy for video interviews. You can find more information on the service in Recruitby.net’s user agreement and privacy statement.

In addition to the position you are currently applying for, you may consent to Roschier being able to take your application into consideration in its future recruitments for the same or similar positions. The application will be kept for a maximum period of two years or until requested to be removed. We recommend that you tick the consent box, especially if you are applying for a fixed-term trainee period and want us to keep your application for the following trainee periods as well. You can remove your application at any time by contacting us. You are free to, at any time and without cause, revoke your consent to Roschier’s processing of your personal data for future recruitment purposes (please see section “Your rights” below for contact details). However, please note that if you revoke your consent to Roschier’s processing of your personal data for future recruitment purposes, it means that Roschier cannot take you into consideration for future vacancies.

If You are hired, we will transfer Your data to Roschier’s employee personal data register, whereby Roschier’s Employee Privacy Notice will be applicable.

Most of the data We process is provided by the Candidates themselves during the recruitment process. We can also collect data from the appointed recruitment team, from potential referees with your consent, and from possible external service providers in the event that suitability assessments are conducted. We do not collect data from any external sources without your prior consent unless otherwise required by law.

Your personal data will only be disclosed to third parties described above and when strictly necessary. We do not transfer your personal data outside of EU and EEA area.

Roschier takes all reasonable steps to protect your personal data at all times.
Personal data is stored on a protected external server. Roschier has information security programs that protect your data against viruses, bugs etc. and they are regularly updated. Roschier has the ability to detect and investigate security breaches when they occur.  Access to IT systems containing personal data necessary for the recruitment process is restricted to human resources and recruitment team members, and such information may be accessed only by way of passwords. We have an information security policy, and our personnel is trained on appropriate information security practices.

When We need to process Your data manually, it is stored within office premises protected by access control systems and remains under surveillance round-the-clock. Any physical copies of personal data is stored in locked cabinets. Only our employees who need the data due to their work assignments have access to personal data.

Requirements for service providers regarding information security are defined in separate agreements.

Local data protection laws in Finland and in Sweden provide You with certain rights as regards to the processing of Your personal data.

Right to access and rectification

You have the right to request access to your personal data. This includes the right to be informed whether or not personal data about you is being processed, what personal data that is being processed, and the purpose of the processing.

You also have the right to rectify or add personal data if the personal data is inaccurate or incomplete. As soon as we become aware of any inaccurate personal data about you being processed, we will always rectify such personal data without undue delay and notify you accordingly.

Right to erasure

You may also request that your personal data be erased, e.g. if  the personal data is no longer necessary with regards to the purposes for which it was collected, if the processing is based on your consent and you withdraw your consent for a specific process and there is no other legal ground for processing your personal data, if you object to the processing of personal data where we do not have an overriding legitimate interest, the processing is unlawful, or the personal data has to be erased to enable us to comply with a legal requirement. If you have any questions about your right to erasure, please contact us (please see section 7 below for contact details). Please note that we may reject your request if the processing is permitted or required according to law or any other relevant legal ground.

Right to object

You are also entitled to object to our use of your personal data that we base on our legitimate interest. If you object, we will no longer process your personal data unless we can show that we have compelling legitimate grounds for the processing that overrides your interests or rights and freedoms, or if we need it to establish, exercise or defend legal claims.

Right to restriction

You can request us to restrict the processing of your personal data in the following situations:

• if the processing is no longer necessary for the purposes it was collected or otherwise processed,
• if you believe the personal data may not be correct,
• if you believe that the processing is unlawful, and/or
• if you have objected to processing based on our legitimate interest.

Right to data portability

If you request access to personal data about you that you yourself have provided and if the personal data is being processed automatically and/or in accordance with a contract between you and Roschier, you may request that the data is provided in a structured, commonly used and machine-readable format and you may also request that the personal data is transmitted to another controller, if this is technically feasible.

If you have any complaints about how we process your personal data, or would like further information, please contact us at any time.

If you wish to file a complaint with a national supervisory authority regarding our processing of your personal data, you may do so by contacting your local data protection authority (“local” meaning where you live or work, or where an alleged data breach has occurred). The relevant authority in Sweden is Integritetsskyddsmyndigheten (www.imy.se) and, in Finland, the Data Protection Ombudsman (www.tietosuoja.fi).

If You have any questions or comments concerning the processing of Your personal data during the recruitment, or if You would like to make use of Your rights described in the section “Your rights”, please feel free to contact our data protection team at privacy@roschier.com.

We may, from time to time, make changes to this Privacy Policy. Please review this Privacy Policy periodically for updates. If any changes are material and/or retroactive, we may provide additional notice and/or an opportunity to “opt-in,” as appropriate under the circumstances.

Please also see our Privacy Notice for the overall description on our data processing practices.

This Privacy Policy was last updated on 26 August 2024.