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Data protection of the job applicant register

HELSINKI THEATRE FOUNDATION’S / HELSINKI CITY THEATRE JOB SEEKER REGISTER PRIVACY POLICY

Creation date 23.10.2019

 

1.DATA CONTROLLER
Helsinki Theatre Foundation / Helsinki City Theatre
Business ID: 0116521-0
Address: Ensi linja 2, 00530 Helsinki
Phone: (09) 39401 (switchboard)
Contact person: Minna Santavuori, [javascript protected email address]

2. NAME OF THE REGISTER
Helsinki City Theatre’s jobseeker register (hereinafter referred to as the Register).

3. PURPOSE AND BASIS FOR PROCESSING PERSONAL DATA
The processing of personal data is based on the Controller’s legitimate interest, which is based on an objective connection between the Controller and the Data Subject when the Data Subject applies for the Controller’s job.

The processing of personal data is also partly based on compliance with a legal obligation to the extent that the Controller processes personal data in order to fulfil the employer’s statutory obligations.

Personal data may also be processed on the basis of consent to the extent required by law, for example, to the extent that personal data is collected from parties other than the Data Subject himself/herself.

Personal data is processed for the purpose of receiving and processing job applications, implementing and managing possible recruitment measures, and for communication related to job search and recruitment.

4. DATA CONTENT OF THE REGISTER
The Job Applicant Register contains personal data on persons who have applied for the Controller’s job.

The following personal data may be processed in the register:

  • Name and contact information (e.g. telephone number, email address, home address, postal code, city)
  • the job you are applying for
  • educational information (e.g. name of the educational institution, degree title and duration of studies)
  • work experience data (including employer information, job title and duration of employment)
  • other information provided by the jobseeker in their application and CV, such as information about their skills, qualities, hobbies or skills.

As a rule, the controller collects personal data directly from the data subjects on the basis of applications sent by the data subjects. To the extent permitted by law, the Data Controller may also obtain information about the Data Subjects from other sources. Personal data may also be collected from referees reported by the data subject.

If data is collected from sources other than the Data Subject himself/herself, the Data Controller will, as a rule, always ask for the Data Subject’s consent. By submitting a job application, the Data Subject gives permission to collect data from the profile published for professional purposes to the extent that the collection of data is necessary and related to the performance of the job in question, taking into account the job in question.

5. DISCLOSURE AND TRANSFER OF DATA
The data in the register will not be disclosed to third parties or transferred outside the EU or EEA, unless the Data Subject’s consent has been separately requested and obtained for the disclosure and transfer of the data. However, personal data is disclosed within the limits required by the legislation in force at the time.

6. PRINCIPLES OF REGISTER PROTECTION
When processing personal data, the controller complies with the due diligence and protection obligations set by law as well as good data management practices. Only those employees of the Controller whose work duties require the processing of personal data are entitled to use databases containing personal data. Personal data is stored in systems that are protected by firewalls, passwords and other necessary technical and organisational means that are generally acceptable in the field of information security at any given time. Manually maintained materials are located in premises that are blocked from unauthorised access.

7. RIGHTS OF THE DATA SUBJECT
The data subject has the right to inspect the data stored in the personal data register and the right to request the rectification of incorrect, unnecessary, incomplete and outdated data and the deletion of data. To the extent that the processing of personal data is based on the consent given by the Data Subject, the Data Subject has the right to withdraw the consent given.

If the Data Subject wishes to exercise their rights or has any questions about this Privacy Policy or the processing of their personal data, please contact the Data Controller by email at [javascript protected email address].

In accordance with the GDPR, the Data Subject has the right to lodge a complaint with the competent supervisory authority if the Data Controller has not complied with the applicable data protection regulations ([javascript protected email address]) in its operations.

8. RETENTION PERIOD OF PERSONAL DATA
The data collected in the register is stored only for as long and to the extent that is necessary due to the purpose for which the personal data is used. As a rule, the data can be used for six (6) months for job search. The law may require the retention of data for one (1) year from the recruitment decision (e.g. a situation of discrimination). The data will be destroyed within two (2) years at the latest. However, the aim is always to delete outdated and unnecessary personal data without undue delay.

If the Data Subject becomes an employee of the Data Controller, the data provided by the Data Subject as a job seeker and related to the job search will be stored as part of the Data Controller’s personnel profile in accordance with the Privacy Policy concerning the data of the Data Controller’s employees.