You are applying for a position at Intrum. This privacy statement applies to you and your personal data when you submit an application.
Intrum is an international company, with many different establishments in different countries. For the purposes of this privacy statement, the Intrum entity you have submitted your application to will be responsible for the protection of your personal data (the data controller). This statement explains how we will use the personal data we collect from you or from third parties during the job application process.
We may update this Policy from time to time without notice to you, so please check regularly.
1. Types of personal data
When you submit your application to us, we will collect the following information:
- Contact details. Such as your name, address, email address, telephone number.
- Information from your resume/cv. Such as your career history, educational history, skills, language fluency and any other information you may choose to include in your resume/cv.
- Motivation letter. Any information you choose to include in your motivation letter.
- Eligibility to work. You may have to demonstrate that you are legally eligible to take work.
- Statement of good standing. Depending on the nature of the role and the relevant country, we may ask you to obtain a statement from the government certifying that you have not been convicted of any crimes which would disqualify you from that role.
In addition, depending on the role you are applying for, we may obtain information from third parties. However, under the Act on Protection of Privacy in Working Life (759/2004) we shall collect personal data about you primarily from yourself. In order to collect personal data from elsewhere, we must obtain your consent before obtaining such information:
- Internal applications. If you are already employed at Intrum and are applying for another internal position, we can use information from your personnel file to supplement the information you provide us when you apply for the job.
- Assessment. We may ask you to undergo an assessment of your skills, personality or cognitive aptitude. Such assessments are usually performed using third-party software or a third-party company, who will share the results with us. Prior to undergoing such an assessment, we will provide you with further information relevant to your specific situation.
- Pre-employment screening. Depending on the nature of the role and the relevant country, we may ask a pre-employment screening expert to determine whether there are any circumstances which would disqualify you from that role. Whether or not a screening will occur, as well as the scope and purpose will be discussed with you prior to the start of the screening.
- References. We may decide to obtain references from individuals who have worked with you in the past. We will only contact those individuals if you have provided us with their names and contact details. If you are already an Intrum employee, we may ask for references from your manager and/or co-workers but only if you have obtained your consent to do so.
We may under certain circumstances process sensitive data, such as data about ethnic background, or information about gender to assist us in ensuring that we have a diverse pool of candidates and employees. We will process such data only if the conditions of Article 9 of the GDPR are met.
In addition to said conditions we will under the Act on Protection of Privacy in Working Life only process personal data that is directly necessary for your employment relationship which is connected with managing the rights and obligations of the parties to the relationship or with the benefits provided by us for you or which arises from the special nature of the work concerned.
Before entering the employment relationship we will also check your credit information with your consent.
Providing the above mentioned information is necessary to enter into a contract with Intrum, and failure to provide said information may prevent the job applicant from participating in the recruitment process.
2. Purposes of the processing
Data Controller will process your data for the following purposes:
- Recruitment. We process your information in order to ascertain whether you are a qualified candidate for the role you have applied for.
- Dispute resolution. We may process personal data for the purposes of resolving disputes, complaints or legal procedures.
- To comply with the law. We may have to process your personal data to comply with the law or a judicial order.
3. Parties who may have access to your data
Data Controller may share your personal data with third parties in the following circumstances:
- If we obtain information from third parties (as described above), we will provide them with your name and any other information necessary for them to provide us with relevant information about you.
- We may share your personal data with other third parties acting on our behalf, such as a service provider. In such cases, these other third parties may only use your personal data for the purposes described above and only in accordance with our instructions;
- Our employees will have access to the personal data. In such a case, access will be granted only if necessary for the purposes described above and only if the employee is bound by an obligation of confidentiality;
- We may disclose your personal data to other establishments within the Intrum Group for recruitment and reporting purposes but only to employees who are bound by an obligation of confidentiality.
- We may share your personal data if required to do so by law or court order, for example with law enforcement agencies or other governmental agencies.
4. Location of your personal data
Your personal data will be accessed by staff within the European Economic Area while it is in our care. Your data may also be accessed in Switzerland, which has laws which safeguards a level of data protection similar to the European Union.
Intrum uses third-party service providers to store your data, which may be located outside of the European Economic Area, including, but not limited to, the United States. These countries generally do not have laws which protect your personal data to the same extent as is the case in the European Union. For that reason, Intrum will ensure that there is a contract in place with that third party which safeguards the protection of your personal data. Please use the contact information below if you’d like to know more.
5. Retention of personal data
We retain your personal data for a limited amount of time and will delete your personal data after it is no longer necessary for the purposes of the processing. This means that we will retain your data during the application process and delete it after we have found a suitable candidate. If we have selected you to fill the position, we will retain your personal data in your personnel file in accordance with our HR privacy guidelines.
We may process your personal data for a longer period after the application process has ended, if there is a pending legal dispute or if you have given us permission to keep your personal data on record for a longer period of time.
6. Legal basis for processing your data
We process your personal data on the ground that the processing is necessary for purposes of legitimate interest pursued by us. Our legitimate interest in this case is to recruit qualified candidates. In some cases we will also be required to process your personal data due to a legal obligation.
For some parts, processing of the personal data is also necessary for the purposes of preparing the employment contract.
In some cases local legislation may require us to acquire your consent for processing of certain type of personal data of for conducting of certain processing activities. Also in these cases, processing of the personal data is based on our legitimate interest, and only personal data relevant for fulfilling of such reasonable legitimate interest shall be collected.
7. Your rights under data protection law
You have certain rights under European Union data protection law.
Right of access
You are entitled to a copy of the personal information we hold about you and certain details of how we use it.
Your personal data will usually be provided to you in writing, unless otherwise requested, or where you have made the request by electronic means, in which case the information will be provided to you by electronic means where possible.
Right to rectification
We take reasonable steps to ensure that the information we hold about you is accurate and complete. However, if you do not believe this is the case, you can ask us to update or amend it.
Right to erasure
In certain circumstances, you have the right to ask us to erase your personal information, for example where the personal information we collected is no longer necessary for the original purpose or where you withdraw your consent. However this will need to be balanced against other factors. For example, we may have legal and regulatory obligations which mean we cannot comply with your request.
Right to restriction of processing
In certain circumstances, you are entitled to ask us to stop using your personal information, for example where you think that the personal information we hold about you may be inaccurate or where you think that we no longer need to use your personal information.
Right to data portability
In certain circumstances, you have the right to ask that we transfer personal information that you have provided to us to another third party of your choice.
Right to object
You have the right to object to processing which is based on our legitimate interests, which is the case in most of the processing activities described in this privacy statement. Unless we have a compelling legitimate ground for the processing, we will no longer process the personal data on that basis when you file an objection. Note however, that this means we can no longer consider your application.
Rights relating to automated decision-making
You have the right not to be subjected to automated decision-making, including profiling, which produces legal effect for you or has a similar significant effect. Intrum generally does not use automated decision-making or profiling in the recruitment process, but if you have been subject to an automated decision and do not agree with the outcome, you can contact us using the details below and ask us to review the decision.
Right to withdraw consent
In most cases, we do not base the processing of your personal data on your consent. However, it may happen that we ask for your consent in specific cases. Where we do this, you have the right to withdraw your consent to further use of your personal information.
Right to logde a complaint
If you consider that we do not follow the applicable data protection legislation, you are entitled to lodge a complaint with Data Protection Ombudsman. You can find further information about Data Protection Ombudsman and their complaints procedure in www.tietosuoja.fi
8. Contact details
If you would like to contact our Data Protection Officer in regard to the processing of your personal data, please send an e-mail to firstname.lastname@example.org