How TSS collect, use, store and protect your personal data in connection with recruitment

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Background

This privacy notice (the "Notice") explains how we collect, use, store and protect your personal data in connection with recruitment. It also describes your rights and how to exercise them.

Personal data means any information that can, directly or indirectly, identify you. This means that information that can directly identify you, such as your name. and information that can indirectly identify you such as your address, is personal data.‍

Who are covered by this notice?

This Notice covers our use of personal data about candidates and reference persons to candidates in connection with recruitment.

We are responsible for the use of your personal data

The company that is recruiting for the position is responsible for the use of your personal data. In this Notice "we", "us" and "our" refer to the relevant company that is responsible for the use of your personal data. Please see section 9 below for contact information to each company covered by this Notice.

Personal data that we collect about you:

We only collect the information that we need. The information that we collect depends on how you interact with us and depending on whether you are a candidate or a reference person.

We collect and use the following categories of personal data:

• Communication. Contents of communications with us, e.g., contents of e-mails.
• Contact information. Personal data which makes it possible to contact you, e.g., your e-mail address.
• Identity information. Personal data which makes it possible to identify you, e.g., your name and picture.
• Information on qualifications. Personal data about your qualifications, e.g., education, work experience and certifications.
• Profile information. Information regarding your profile, for example your gender and age, current position and employer, and information on marital status.
• Test information. Personal data about tests that you have completed as a part of the recruitment process, e.g., type of test, date of test and test result.

From where do we collect personal data:

We collect personal data from the following sources:

• Yourself. We collect the personal data that you provide yourself to us, e.g., in your application and CV.
  

• Recruitment agencies. We use, where applicable, various recruitment agencies to help us recruit for certain positions and we collect in such a case the personal data that they share with us.
• Reference persons. We normally carry out reference checks as a part of the recruitment process and collect the personal data that reference persons share with us about you.
• Group companies. The companies within the group of companies cooperate with each other can share personal data with each other for example in connection with communication.
• External persons. We can also collect personal data about you that external persons share with us for example in connection with communication.
• Publicly available sources. We can also collect personal data about you from publicly available sources, for example social networking platforms or public records.

6. Why we need your personal data

We use your personal data to for example manage the recruitment process, follow-up and evaluate the recruitment process, to manage and defend legal claims and to comply with the law.

Below we further explain the purposes with our use of personal data and provide examples of processing activities carried out for respective purpose. Please note that not all processing activities may apply to you. Which processing activities that you are covered by depend on how you interact with us.

For more information regarding which categories of personal data, which legal basis that we rely on for the use of your personal data for each purpose and for how long your personal data is stored, please see the detailed information on our use of personal data.

Manage the recruitment process

We use personal data to manage the recruitment process for example to collect and review your application (including resume and cover letter) and to evaluate your application and communicate with you during the recruitment process‍

Carry out reference checks

We use personal data to carry out reference checks, for example to communicate and verify the candidate's qualifications and learn more about the candidate's background, experience, and skills.

Carry out background checks and pre-employment tests

Where applicable, we carry out background checks (for example verification of your education history and your identity and review of your credit information where relevant to the role you have applied for) and pre- employment tests (for example personality tests) as a part of the recruitment process. If pre-employment tests are necessary, we will inform you of this and obtain your approval to participate in such checks and tests.

Follow-up and evaluate the recruitment process

We use personal data to follow-up on and evaluate the recruitment process, for example to create reports and statistics on the number of applicants for a position.

Manage and defend legal claims

If needed, we use your personal data to manage and defend legal claims for example in connection with a dispute or court proceeding. For this purpose, we will share personal data with various recipients, please see section 7 below.

Fulfil legal obligations

We use personal data, if needed, to fulfil legal obligations and to comply with law, for example to satisfy employment and data protection obligations.

Ensure technical functionality and security of our IT systems

We use personal data to ensure the technical functionality and security of our IT systems, for

example when troubleshooting, in connection with incidents and for security logging, error handling, and backups.

Sharing of your personal data

Below we describe which recipients that we share your personal data with. Which recipients we share your personal data with depends on how you interact with us. Unless we have stated otherwise below the recipient is responsible for its own use of your personal data.

To read more about why and based on which legal basis we share your personal data with different recipients, please see our detailed information on our use of personal data.

We share personal data with:

Service providers

To process personal data for the proposes described in this Notice, we share personal data with service providers that we have engaged. These service providers provide, for example, IT services to us. When the service providers process personal data on our behalf, they act as data processors for us, and we are responsible for the processing of your personal data. They must not use your personal data for their own purposes and are contractually and legally obliged to protect your personal data.

Recruitment agencies

Where we use recruitment agencies to manage the recruitment process, we share personal data with them for the same purpose. To the extent they act as data processors for us, we are responsible for the processing of your personal data.

Trade unions

In certain situations, for example to manage and defend a legal claim, we share personal data with trade unions.

Group companies

The companies within the group collaborate and therefore share personal data with each other, for example in connection with communication between employees and external persons.

If needed, we share your personal data with other recipients for the following purposes:

• to manage a merger or sale of the business,
• to manage and defend legal claims and rights,
• to fulfil legal obligations,
• to respond to a request, and
• to protect and ensure the safety of our staff.

Examples of recipients are external advisors, public authorities, courts, law enforcement, and potential buyers and sellers should we sell the business.

Your rights

We respect your rights to access, correct, transfer, restrict the use of and delete your personal data. Specifically, you have the right to:

• Request access to and a copy of your personal data.
• Request rectification of your personal data that is incorrect or incomplete.
• Withdraw your consent to our use of your personal data that is based on your consent.
• Request erasure of your personal data in some circumstances, but not in cases where we, for example, are legally obligated to keep your personal data.
• Unsubscribe from marketing communications by notifying us or clicking on an unsubscribe link in the communication.
• Request restriction of your personal data in certain circumstances.
• Object to the processing of your personal data that is based on our or another party's legitimate interest for reasons related to your specific situation.
• Transfer your personal data (data portability) under certain circumstances by requesting a copy of your personal data that you have provided to us in a structured format that you can transfer to another recipient.

In order to exercise your rights, please contact the HR department using the contact details below.

Any questions?

If you have questions about our use of personal data or if wish to exercise your rights, please contact the HR department on contact details below.

If you are not satisfied with our response, you have the right to lodge a complaint with the relevant data protection authority in your country (in Sweden the supervisory authority is the Swedish Authority for Privacy Protection (IMY), www.imy.se).

Why and with whom we share personal data

Please find below detailed information regarding which categories of personal data we share with other recipients and the legal basis for the transfer.

Why and with whom we share personal data

Please find below detailed information regarding which categories of personal data we share with other recipients and the legal basis for the transfer.

Other recipients

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