Better Collective Recruitment Privacy Notice
At Better Collective we care about the privacy of all people interested in working with us (described as ‘job applicants’ ‘you’ ‘your’ in this Privacy Notice).
This Privacy Notice is aimed at explaining how your personal data is collected, used, consulted or otherwise processed when you apply for a job at Better Collective. Personal data means any information that may be used to identify you, or somehow relates to you.
This Privacy Notice is composed of the several sections of equal importance. We therefore encourage you to carefully read through all sections before you consent to the processing of your personal data.
The Privacy Notice is effective from 25th of May 2018.
What information can be found in this Notice?
- Data Subject and Data Controller
- Data we process
2.1 Application submission
2.2 MPA/ACE testing
- Purpose and legal grounds
- How we protect your data
- How long we keep your data
- Your rights
7.1. Right to access
7.2. Right to rectification
7.3. Right to erasure (Right to be forgotten)
7.4. Right to restrict processing
7.5. Right to object to the processing of your data
7.6. Right to data portability
7.7. Right to withdraw consent
7.8. Right to lodge a complaint
- How to exercise your rights
- Who we share your data with
- Transfer of your data to third countries
- Data Subject and Data Controller:
When you decide to apply for a job at Better Collective, you may disclose various pieces of your personal information to us. Some information is shared at our request, for example when filling in the mandatory application fields, whereas other information is shared voluntarily by yourself, such as information you choose to include in your CV and/or Cover Letter.
When your personal data is processed, you are considered as being a Data Subject as defined under the EU General Data Protection Regulation (‘GDPR’). You are entitled to exercise your rights guaranteed by the GDPR which is explained in the ‘Your rights’ section below.
We determine the purposes and means of the processing of job applicants’ personal data and therefore we are considered as being a Data Controller over personal data (as defined in the GDPR).
Being a Data Controller obligates us to protect your personal data with an utmost caution and in line with the European data protection laws as well as this Privacy Notice.
- Data we process:
We are processing (or may process) various categories of your data. You can find information about the types of data we process, as well as their categorisation below.
2.1. Application submission:
The first phase of the application process is filling in the online application form in our Recruitment Portal, Better People Portal. In this phase we process the following personal information about you:
2.1.1Personal identification data (PII):
Your full name, home address, email address and phone number are required in order for you to apply. A URL to your LinkedIn profile may also be provided.
It is up to you to decide to share additional PII with us by including them in your CV and/or Cover Letter. Sometimes your CV may contain information about your home address or the URLs of your accounts on different social networks.
2.1.2. Other CV related data categories:
It is up to you to decide what personal data you will include into your resume, depending on the position you apply for.
For example, you can provide your personal characteristics, a photo, details about your education, certifications and training and your previous work experience. We may also find out about your hobbies and other interests from your CV.
Even though we cannot prevent it, we advise you against sharing any special categories of personal data with us (data revealing your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic, biometric data, data concerning health or data concerning your sex life or sexual orientation).
2.1.3. Application questions:
After submitting your CV and Cover Letter, you are invited to answer a few questions regarding your previous experience and knowledge in the field of the desired job.
2.2. MPA/ACE testing:
If you proceed to the second stage of the interview process, you will be asked to complete the MPA and/or the ACE tests. Test results reveal additional personal data about you regarding your personality or character, since it shows the expected behavior in a working situation and the ability to learn.
- Purpose and legal grounds:
During the application phase we process data in order to choose the most suitable candidate for the position in question. The personal data we process in this phase serves to distinguish you from other candidates for the job position and to evaluate your individual characteristics, skills and experience.
Before submitting the application, you express the consent to the processing of your personal data revealed through the application process for the job.
- How we protect your data :
We do not collect personal data unnecessarily. We only process data that we really need and only for the above mentioned purpose. We do our best to keep your data up to date and to store them securely.
We take appropriate technical and organisational measures to ensure the protection of your personal data against accidental or unlawful loss, alteration, theft, unauthorised disclosure or access, unauthorised use and against all other unlawful forms of processing.
We apply different levels of access control to your data. Restrictions to access control are based on business needs and security requirements. We ensure that only appropriately authorised personnel have access to your data, whose knowledge and skills are relevant for the employees selection.
- How long we keep your data:
Following the application deadline, we keep your data for a six month period. In this period we carry out selection and evaluation of candidates. We will preserve your personal data so that we can notify you if the position becomes available again and we want to restart the recruiting process for the position with your candidacy, as well as if a similar position becomes open and we think you would be a good fit.
- Your rights:
7.1. Right to access:
You have the right to obtain confirmation from us as to whether or not personal data concerning you is being processed and where applicable to request access to the data.
7.2. Right to rectification:
You have the right to ask us to delete inaccurate personal data concerning you. Taking into account the purposes of the data processing, you have the right to have incomplete personal data completed and inaccurate data to be corrected.
7.3. Right to erasure (Right to be forgotten):
In the following circumstances, you have the right to request that we erase the information we hold about you:
– where the data is no longer needed for the purposes it was collected,
– where you have withdrawn consent for the processing of your data and there is no other lawful basis on which we can continue to process your data,
– where you objected to the processing and there are no overriding legitimate grounds to continue,
– where the data has been unlawfully processed or
– where the data has to be erased for the purpose of compliance with a legal obligation.
7.4. Right to restrict processing:
You have the right to seek restriction to the processing of your personal data in the following circumstances:
– if the accuracy of the data is contested, processing may be restricted for the period necessary to allow us to verify its accuracy,
– the processing is unlawful and you request restriction instead of erasure,
– we no longer need the data for the purposes it was collected, but you need it in connection with a legal claim,
– if you objected to the processing of your personal data while awaiting verification on whether our legitimate interests for processing your data overrides the interest of your fundamental rights and freedoms.
7.5. Right to object to the processing of your data:
You have the right to object to the processing of your personal data which is based on our legitimate interest. Upon your objection, we will stop processing your data unless we can demonstrate compelling legitimate grounds for continuing the processing which override interests of your fundamental freedoms and rights, or if further processing is necessary for the establishment, exercise or defence of legal claims.
7.6. Right to data portability:
Under certain circumstances you have right to receive your personal data which you have provided to us in a structured, commonly used and machine-readable format (i.e. in digital form) and you have the right to request the transmission of those data to another entity without hindrance from us, if such transmission is technically feasible.
7.7. Right to withdraw consent:
You can withdraw your previously given consent to the processing of your personal data regarding the job application at any time without giving any reason to us and without any charge to you.
The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal. Please be aware that after withdrawal of the consent we will not be able to process your data and your application will not be taken into account.
7.8. Right to lodge a complaint:
You have the right to lodge a complaint with your local data protection authority.
The relevant data protection authority in EU Member States may be determined either by your place of habitual residence, or the place where the alleged infringement emerged.
As we are headquartered in Denmark, you may choose to contact the Danish Data Protection Agency.
- How to exercise your rights:
If you want to exercise any of the above explained rights, or you have questions or doubts regarding the processing of your personal data, you can email us at [email protected]
- Who we share your data with:
Besides authorised HR staff and relevant team managers involved in the recruitment process, some of your personal data may be disclosed to third parties.
The third parties are categorised as follows:
– Entities who help us to efficiently organise the application process by providing appropriate softwares, namely:
– Sage People (recruiting platform)
– Master Danmark A/S (digital test and assessment platform)
– Public authorities and law enforcement agencies where we are legally required or permitted to do so.
- Transfer of your data to third countries:
We do not transfer your personal data outside of the European Economic Area (‘EEA’).
We may change this Notice from time to time. It is recommended that you check for the latest version of the Notice available on our website in order to inform yourself about the latest modifications and improvements.