Privacy Notice for Job Applicants - Finland

Read more below.

HKScan Oyj and/or the affiliate entity owned or controlled by HKScan Oyj in Finland with whom you are applying for job (“HKScan”, “we”, “us”) is the data controller in relation to the processing of your personal data as a job applicant. The relevant data controller is always the

On this page, we describe how we collect, process, store and share your personal data, and what are your legal rights. Personal data means any information which may be used to identify an individual.

It is important to us that you feel safe with how we process your personal data. We take measures to ensure that your personal data is protected, and that the processing of your personal data is carried out in accordance with applicable data protection regulations and our internal policies and procedures.

We collect your personal data, for the most part, directly from you during the recruitment process, e.g. when you fill in and send us your application through our website, or according to what you have told us during job interview, or when you contact us by telephone, email or some other way. In addition, your personal data may be collected in the following ways:

Personal data that we collect or generate automatically, e.g. when you use our website, we will automatically collect personal data (such as online identifiers) about you and your visit on our website (read more about the processing of your personal data on our websites here).

Personal data that we collect from other sources, e.g. personal data that we receive from personality and aptitude assessment service provider, personal data we receive from recruitment service provider, as well as personal data that we collect from your former employer or educational institution in connection with recommendations.

We process your personal data for the following purposes:

Manage the recruitment process

When you send your job application to us through our website or via email, we process your personal data for the purposes of receiving, storing and managing your job application, as well as in order for us to be able to take you into consideration during the recruitment process. You may apply directly to a position or send an open job application.

Categories of personal data

Legal basis

  • Identity and contact details
  • Position data
  • Employment and educational details
  • Licenses and certificates
  • Skills data
  • Photos or video records
  • Other information provided

Legitimate interest. The processing is necessary in order to manage the recruitment process and for us to be able to take you into consideration during the recruitment process. When applying to work at us, you can reasonably expect that we process the described personal data for the said purposes since the personal data we process is commonly used personal data in recruitment processes.  

Storage period: Your personal data is stored during the recruitment process. Following the conclusion of the recruitment process, your personal data is stored for a maximum period of 3 years for the purposes of safeguarding our legitimate interests of establishing, exercising or defending legal claims. If you send us an open job application, and you do not renew or update the application, we will store your personal data for the purposes of safeguarding our legitimate interest, stated above, for a maximum period of 3 years after receiving the application.

 

Establish capacity to perform the work in question (personality and aptitude assessments)

We may process your personal data in connection with personality and aptitude assessments when we receive statements of such assessments from personality and aptitude assessment service provider in order to evaluate and establish your capacity to perform the work in question and/or to evaluate your need for training or other professional development.

Categories of personal data

Legal basis

  • Identity and contact details
  • Position data
  • Personality and aptitude test statement

Consent. The processing is necessary in order to evaluate and establish your capacity to perform the work in question and/or to evaluate your need for training or other professional development.

Storage period: Your personal data is stored during the recruitment process. Following the conclusion of the recruitment process, your personal data is stored for a maximum period of 3 years for the purposes of safeguarding our legitimate interests of establishing, exercising or defending legal claims.

 

Job applicant evaluation for the purposes of reaching a selection decision

We may process your personal data while evaluating your skills, competences and interests, as well as in connection with recommendations and job interviews in order to be able to reach a selection decision of the most suitable job applicant for the position in question.

Categories of personal data

Legal basis

  • Identity and contact details
  • Position data
  • Employment and educational details
  • Licenses and certificates
  • Skills data
  • Information provided in job interview

Legitimate interest. The processing is necessary in order to reach a selection decision of the most suitable job applicant.

Storage period: Your personal data is stored during the recruitment process. Following the conclusion of the recruitment process, your personal data is stored for a maximum period of 3 years for the purposes of safeguarding our legitimate interests of establishing, exercising or defending legal claims.

 

Assessment of health or working and functional capacity (medical examinations)

If you have been selected for a position, we may process your personal data in connection with medical examinations. We carry out medical examinations in cooperation with an occupational health care service provider in accordance and as required by the Finnish Occupational Health Care Act (1383/2001). Purpose of the medical examination is to investigate whether the work causes you risk of illness and/or to investigate your working capacity or functional capacity for the purposes of health requirements associated with the position. We may also conduct a salmonella test if your position requires working with production, processing or distribution of beef, pig or poultry in order to determine your capacity to work as well as to ensure hygiene of foodstuffs and high sanitary quality of our products.  

Categories of personal data

Legal basis

  • Identity and contact details
  • Medical examination certificate
  • Salmonella test certificate

Legitimate interest. The processing is necessary in order to investigate whether the work causes you risk of illness and/or to investigate your working capacity or functional capacity for the purposes of health requirements associated with the position.

Storage period: In case you will be employed by us, your personal data is stored according to our employee privacy policy (more information on storage periods related to employment relationship available from your employer). If the results of the medical examination leads to a situation where we cannot hire you, we will store your personal data for a maximum period of 3 years, after we have made the decision not to hire you, for the purposes of safeguarding our legitimate interests of establishing, exercising or defending legal claims.

 

Determine the use of narcotics for the purposes of associated work requirements or securing HKScan’s interests

If you have been selected for a position, we may process your personal data in order to determine whether you have used narcotics for purposes other than medical purposes. We may conduct a drug test if you are required to work in a position which requires accuracy, reliability, independent judgement or good ability to react. In addition, we may conduct a drug test if performing the work while under the influence of drugs or while addicted to drugs could endanger occupational safety, or endanger the protection, usability, integrity and quality of information received while working, or endanger the security of trade secrets or our financial interests. We conduct drug tests in cooperation with an occupational health care service provider in accordance and as required by the Finnish Occupational Health Care Act (1383/2001).

Categories of personal data

Legal basis

  • Identity and contact details
  • Drug test certificate

Consent. The processing is necessary in order to determine whether you have used narcotics for purposes other than medical purposes for the purposes of associated work requirements or for securing our interests.

Storage period: In case you will be employed by us, your personal data will be stored according to our employee privacy policy (more information on storage periods related to employment relationship available from your employer). If the results of the drug test leads to a situation where we cannot hire you, we will store your personal data for a maximum period of 3 years, after we have made the decision not to hire you, for the purposes of safeguarding our legitimate interests of establishing, exercising or defending legal claims.

 

Communication of job notifications

We process your personal data if you want to receive notifications about career opportunities with us by giving your contact information in recruitment fairs, or in events organized in co-operation with institutes of higher education, or when you subscribe to job alert mailing list through our website.

Categories of personal data

Legal basis

  • Identity and contact details
  • Position data

Consent. Processing is necessary in order to send you notifications about career opportunities at HKScan, as requested by you.

Storage period: Your personal data will be stored as long as your subscription is active. Your personal data will be deleted after you withdraw your subscription (you can withdraw your consent by following the withdrawal link or by contacting us in accordance with this privacy notice).

Where necessary, we share your personal data with others. The recipient is the data controller for the processing of your personal data, unless we have stated otherwise.

We share your personal data with:

Service providers

In order to fulfil the purposes of the processing of your personal data, we share personal data with service providers that we have engaged. These service providers provide IT services (such as data storage and management services), personality and aptitude assessment services, and recruitment services (such as recruitment process management, and skill and competence evaluation). The service providers may only process your personal data for these purposes and in accordance with our instructions and not for their own purposes. We are the data controller for the processing of personal data that the service providers carry out on our behalf.

Other recipients

In certain cases we share, if necessary, your personal data with other recipients for certain purposes (e.g. to perform medical examinations or to fulfill legal obligations and to handle and defend legal claims). These recipients are the data controller for the processing of personal data.

Recipient

Purpose

Legal basis for the transfer

HKScan group companies

We may share necessary personal data with HKScan Oyj’s group companies in Finland, e.g. where we ask support in managing the recruitment process or where we believe that you are suitable employee for another HKScan group company in Finland.

Legitimate interest. The processing is necessary in order to fulfill our legitimate interests relating to managing the recruitment process or finding a suitable employee.

Occupational healthcare service provider

We may share necessary personal data to occupational healthcare service provider which processes your personal data for the purposes of conducting medical examination and/or drug test.

Legitimate interest. The processing is necessary in order to investigate whether the work causes you risk of illness and/or to investigate your working capacity or functional capacity for the purposes of health requirements associated with the position.

Consent. The processing is necessary in order to determine whether you have used narcotics for purposes other than medical purposes for the purposes of associated work requirements or for securing our interests.

Courts, counterparties etc.

In order to manage and defend legal claims we share personal data to other parties.

Legitimate interest. The pro­cessing is necessary in order to fulfil our legitimate interest of managing and defending legal claims.

Law enforcement authorities, e.g. police

We share personal data with law en­forcement authorities, e.g. the police if we are obligated under law to disclose information.

Legal obligation. The processing is necessary in order to fulfill legal obligations.

We always strive to store and process personal data within the EU/EEA. However, some of our service providers are located outside the EU/EEA and in such a case personal data will be processed outside the EU/EEA. In order to ensure that the personal data is protected we make sure that appropriate safeguards are in place in relation to the service providers which handles your personal outside the EU/EEA, e.g. by way of international data transfer agreements. If you have questions regarding to which countries your personal data is transferred and which safeguards we take to protect your personal data, or to request a copy of such safeguards and information, respectively, where they are available, please contact us at privacy@hkscan.com.

Under data protection regulations, you have certain rights in relation to the processing of your personal data. We process your personal data to the extent necessary in order to fulfill your rights. Please submit requests for exercising your rights through our data privacy website or by contacting us at privacy@hkscan.com.

You have the right to:

Access your personal data

You have the right to access personal data we process about you. You may request a copy of your personal data through our data privacy website, which can be found here. We will provide you with it unless we have lawful reasons not to share this data or if sharing the data would adversely affect the rights and freedoms of others.

Update your personal data

Furthermore, you have the right to request that incorrect or incomplete personal data is corrected or completed.

Withdraw consent

To the extent we rely on your consent to process personal data you have the right to at any time with­draw your consent.

Object to the processing of personal data

You have the right to object to the processing of your personal data based on a legitimate interest for reasons which concerns your particular situation. In such a situation, we will stop using your personal data where the processing is based on a legitimate interest, unless we can show that the interest over­rides your privacy interest or that the use of your personal data is necessary in order to manage or defend legal claims.

Delete your personal data

Under certain circumstances you have the right to request that your personal data is deleted. However, we cannot delete your personal data if we for example are obligated under law to keep the data.

Restrict the use of your personal data

You have the right under certain circumstances to request that the processing of your personal data is restricted. If the processing of your personal data has been restricted we may only, besides storing the data, process your personal data with your consent, in order to establish, exercise or defend legal claims or to defend rights of others.

Transfer your personal data (data portability)

Finally, you have the right to request a copy of the personal data that we store about you in a struc­tured, commonly used and machine-readable format (data portability). The right to data portability, compared to the right to access, only comprises such personal data you yourself have provided and which we process based on certain legal grounds, e.g. your consent.

We may occasionally update this information, e.g. if we would process personal data for new pur­poses, collect additional categories of personal data or share personal data with other recipients. In such a case, we will notify you in an appropriate way. The latest version of the information is always published on this page.

If you have any questions regarding the processing of your personal data, please do not hesitate to contact us. See below for contact details. If you are not satisfied with our response, you have the right to lodge a complaint with the relevant supervisory authority in Finland. You can find the relevant supervisory authority’s contact information here.

HKScan Oyj
0111425-3
Lemminkäisenkatu 48, 20520 Turku
privacy@hkscan.com

 

Please see the table below for further information regarding which categories of personal data that we process.

Category

Examples of Personal Data

Identity and contact details

  • First name and surename
  • Date of birth
  • Address
  • Email address
  • Telephone number

Position data

  • Work assignments
  • Department and office location
  • Working time pattern
  • Employment relationship type
  • Start date

Employment and educational details

  • Names of current and former employers
  • Duration of employment relationships
  • Information on basic education and university education
  • References

Licenses and certificates

  • Information on driver’s license
  • Hygiene pass
  • Course certificates and diplomas

Skills data

  • Language skills
  • IT skills

Interview data

  • Information provided in the interview

Photos or video records

  • Photos and/or video records attached in the job application

Online information provided

  • Additional information provided by you, such as your LinkedIn profile

Personality and aptitude test statement

  • Personality profile
  • Employee profile
  • Motivation profile

Medical examination certificate

  • Medical examination completed
  • Suitability for the position (suitable, unsuitable, suitable with limitations)

Salmonella test certificate

  • Salmonella test completed
  • Salmonella test result (positive, negative)

Drug test certificate

  • Drug test completed
  • Drug test result (no use of narcotics, narcotics used for other than medical purposes)