Processing Personal Data During recruitment

In connection with the recruitment procedure, we process ordinary personal information about you, but we may also process special personal information, your civil registration number or information about criminal offences. In this text you can read more about what information we process about you when you apply for a job with us.

When we receive your application

In the recruitment process it is the personal data contained in your application, CV and other documents that are registered and processed.

It will typically be the following information: Name, Address, Date of Birth, Gender, Phone Number, Email-address, Civil Registration Number, Marital Status, Education(s), Career History, Driving License Details and Recommendations / References.

We use Article 6 (1) (b) in the General Data Protection Regulation as a legal basis as it concerns personal data that you have provided yourself for recruitment purposes.

We file the submitted information in our recruitment system. Our recruitment system is hosted by the Danish company HR Manager, which is the leading supplier of HR and recruitment systems in the Nordic countries..

We review the application

We specifically assess the qualifications of each candidate in relation to the vacancy. Once we have read the applications, we select candidates for employment interviews. Candidates who have not been selected for an interview will be notified of this.

Once we have selected you for an interview

In connection with the job interviews, we receive further information about you, which we file for use in the further recruitment process.

We use Article 6 (1) (b) in the General Data Protection Regulation as a legal basis as it concerns personal data that you have provided yourself for recruitment purposes.

Information from social media

During recruitment, it might be relevant for us to make a search on social media – e.g. LinkedIn, Facebook, Instagram and Twitter.

We use the balance of interest – Article 6, (1) (f) in the General Data Protection regulation as legal basis for obtaining information about candidates from social media. We do this to assess whether you have a profile that fits the company and the specific position you have applied for.

Information from personality test

In connection with recruitment, Tvilum utilizes test tools for some positions. We always assess whether this is relevant to the position in question. The purpose of the test is to evaluate your skills and qualifications as a potential employee and to assess whether your profile fits the company and the specific position.

We use your consent pursuant to Article 6 (1) (a) of the General Data Protection Regulation as our legal basis for processing this information, and you will therefore be asked to give your consent before the test is conducted. You can withdraw your consent at any time by using the contact details on the first page of this document. If you withdraw your consent it will only take effect from the time you have asked us to withdraw your consent. Therefore, it does not affect the legality of our processing of the information until you withdraw your consent.

Information from previous employer

For some positions it is necessary to obtain references from previous employers. If we obtain references from one or more of your previous employers, we record the information we receive. 

We use your consent pursuant to Article 6 (1) (a) of the General Data Protection Regulation as our legal basis for processing this information. You can withdraw your consent at any time by using the contact details on the first page of this document. If you withdraw your consent it will only take effect from the time you have asked us to withdraw your consent. Therefore, it does not affect the legality of our processing of the information until you withdraw your consent.

Residence and Work Permit

An employment requires a valid residence and work permit. To ensure this, we will ask for residence and work permit incl. copy of passport in connection with the employment of foreign labor.

If you, due to your citizenship, are required to have a residence and work permit to work legally in Denmark, we will also obtain a copy of your residence and work permit. 

We use Article 6 (1) (c) of the General Data Protection Regulation as our legal basis when we obtain a copy of your passport and a work and residence permit, as we are obliged to ensure this pursuant to § 59 (5) of the Immigration Law.

Storage and deletion

If you are not employed, we will delete the information we have registered about you within 6 months. However, we will delete the result of any personal tests immediately after we have rejected your application.

If you are employed, we will retain the information that has been part of the recruitment process in your personal staff file.

Storage of application for future recruitment

In some situations, we would like to retain your application for possible future recruitment. If we want to retain your application, we will ask for your consent to do so.

Other recipients who may process your information

In connection with the recruitment process, your personal data will be received by other parties. These may be public authorities or providers who deliver systems or assist in administrative processes such as:

• Recruitment agency
• Providers of personal tests etc.
• Public authorities in relation to establishment of flex job, traineeships etc.

Your rights

According to the General Data Protection Regulation you have a number of rights.
If you want to use your rights, please contact us.

Right of access to information, Article 15
You have the right to access your personal data, which we process and various further information.

Right to rectification, Article 16
You have the right to have incorrect personal information rectified.

Right to erasure, Article 17
In special situations, you have the right to have personal information erased prior to the date of our ordinary erasure.

Right to restriction of processing, Article 18
In some situations, you have the right to have the processing of your personal data restricted. In such cases we may in the future only process the information – except from storage – with your consent or for the purpose of determining, enforcing or defending legal claims or for protecting a person or important social interests.

Right to objection, Article 21
In some situations, you have the right to object to our otherwise legitimate processing of your personal data.

Right to data portability, Article 20
In some situations, you have the right to receive your personal information in a structured, commonly used and machine-readable format and to have such information transferred from one data administrator to another without hindrance.

You can read more about your rights in the Danish Data Protection Agency’s guidelines on the rights of registered persons - cf. www.datatilsynet.dk.

Complaints to the Danish Data Protection Agency
You can complain about our processing of your personal data by contacting the Danish Data Protection Agency – cf. www.datatilsynet.dk.