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We process different types of personal data depending on our relationship with you. More detailed information is provided below.
To contact you and provide relevant job listings to you as a potential candidate whom we choose to reach out to on our own initiative (without you contacting us first), we collect and process certain personal data. Such personal data may include your name, email address, phone number, postal address, and any personal information about you published on social media (e.g., LinkedIn), in external CV databases, or that we received from someone who recommended you. We only process the personal data necessary to contact you and establish a relationship to match you with a position.
We will also process any personal data you provide within the scope of our contact, in the form of notes, e.g., if you ask us to contact you at a later time or for a different type of position.
When you apply for a position we are recruiting for, we initially process the information you provide us in connection with your application. Such information may include your name, email address, phone number, year of birth, current employment, current title/role, and any documents you choose to provide to us, such as your CV, cover letter, employment certificates, and grades. If you are part of our candidate network, we may retrieve and process the personal data we have about you there.
If you progress in a recruitment process, we will additionally process any information you provide during the recruitment process, such as interview notes and other observations. We may also process information provided by your references and create a reference report containing this information. Data collected from your references may include information about your personal characteristics and skills. In a recruitment process, we may also process information about your results from any personality and logic tests you may take as part of the recruitment for a specific position.
In certain recruitment processes, we conduct credit checks and/or background checks on you. If we perform a credit check, we will process your name, address, personal identification number, marital status, and financial information. After completing the credit check, we review the result and only make a note that the check was completed. The personal data we process during a background check depends on the scope of the check, which in turn depends on the type of position you have applied for. Prodiem will inform you of the scope of the background check before it is conducted. After the background check, we review the result, do not retain the information from the check, and make no notes about its content.
Information we process about you in a recruitment process may be compiled into a candidate profile, which is shared with the organization whose position you have applied for. This profile includes your CV, information on why you are interested in the position, how you match the requirements, and Prodiem’s summary of you as a candidate (including a summary of any results from personality and/or logic tests you may have taken).
If you are hired by the organization whose position you have applied for, we will process your name, email address, phone number, title/role, company affiliation, and start date. This is to fulfill our commitment to our client not to recruit you again for another client while you remain employed by the current client.
To contact you regarding participation in our surveys and/or evaluations, Prodiem may process your email address and/or phone number. The results of the surveys and/or evaluations will only be handled anonymously and thus will not constitute personal data about you.
When you are part of our candidate network, we process the information you provide to us. Such information may include your name, email address, phone number, year of birth, current employment, current title/role, and any files you choose to provide upon registration and thereafter, such as your CV, cover letter, employment certificates, and grades. Your candidate profile may also be supplemented with information you provide during a recruitment process, such as interview notes and updates to your candidate profile.
You may choose to retrieve your information from LinkedIn or Facebook instead of filling it in manually when joining our candidate network. If you retrieve information from LinkedIn, Prodiem will have access to your name, email address, phone number, and other information you have published on your public LinkedIn profile. If you allow us to retrieve information from your Facebook profile, Prodiem will have access to your name, email address, phone number, year of birth (optional), current employment (optional), and current title/role (optional). If you also provide other documents, such as your CV, cover letter, and employment certificates, we will process that information. Prodiem does not have access to your entire Facebook profile.
To send you emails with information about positions that match your profile (matchmail), we process your email address, educational level, industries you have experience in, and your professional role.
To contact you regarding participation in our surveys and/or evaluations, Prodiem may process your email address and/or phone number. The results of the surveys and/or evaluations will only be handled anonymously and thus will not constitute personal data about you.
When you use our contact form or send questions via email, we will process the personal data you provide in connection with this, such as your name, email address, phone number, and any additional information you have written in the contact form or email.
To Contact You as a Potential Candidate
As part of our recruitment processes, we actively seek out new candidates for our recruitment assignments. We process your personal data to contact you and provide relevant job listings to you as a potential candidate.
The legal basis for this processing is our legitimate interest in contacting you when we believe you may be interested in a position we are recruiting for or in joining our candidate network and in maintaining contact with you if you wish.
If you choose to apply for a specific position and/or join our candidate network, we will process your personal data in accordance with the provisions below.
To Manage Your Application
When you apply for a position we are recruiting for, we process your personal data to manage your application, assess if you match the position you applied for, and to manage the recruitment process for that specific position.
In this context, we may share your personal data with the organization whose position you have applied for (i.e., Prodiem Recruitment AB’s client) when necessary. As a rule, we share your candidate profile, reference report, CV, results of any personality and/or logic tests, and any other relevant information with the client within the recruitment process.
The legal basis for this processing is our legitimate interest in managing and evaluating your application within the recruitment process for the position you are applying for. To the extent we share your personal data with the organization whose position you applied for, we do so based on our legitimate interest in enabling the organization to make decisions within the recruitment process, as the client, not us, makes the final hiring decision.
Credit Check
In certain recruitment processes, we conduct a credit check and process your personal data to assess your financial situation. Credit checks are conducted through the external credit reporting company we use.
The legal basis for this processing is our legitimate interest in assessing your financial situation when you apply for a position in a particularly sensitive industry or in a role where this may be relevant. Your personal identification number is processed as it is clearly justified in relation to the purpose of the processing.
Background Check
In certain cases, we conduct a background check as part of the recruitment process. This may be necessary if the position you have applied for involves particularly sensitive tasks, such as handling or access to large sums of money. When a background check is conducted, it always takes place towards the end of the recruitment process to assess if you are suitable for the type of work or organization you have applied to.
If a background check is performed, we conduct it with the help of a provider specializing in background checks. We only have access to a summary of the background check. Our handling of the background check is limited to reading the summary. We do not take any notes, make records, or retain any information from the background check.
The legal basis for this processing is our legitimate interest in making a more qualified assessment of your suitability for the type of work or organization you have applied to.
To Fulfill Our Commitment to Our Client Not to Recruit You to Another Position While You Are Employed by the Client
As a professional and reputable player in the recruitment market, Prodiem Rekrytering AB has committed not to recruit a candidate who has been hired by the client when Prodiem Rekrytering AB has managed the recruitment assignment. To fulfill this commitment to the organization whose position you have applied for, if you are hired by the organization, we will process certain personal data about you to ensure that Prodiem Rekrytering AB does not breach its commitment to the client.
The legal basis for this processing is our legitimate interest in fulfilling Prodiem Rekrytering AB’s commitment to its client.
For Conducting Market Research and/or Evaluations
We continuously strive to improve our services. Therefore, we may contact you to participate in market research and/or evaluations, such as providing feedback on your experience with the recruitment process and our interactions.
The legal basis for this processing is our legitimate interest in conducting market research and evaluations regarding our services to enhance our operations and service offerings.
To Handle Potential Legal Disputes and Claims
In the event of a legal dispute, such as a discrimination case, or if our client makes a claim regarding a service we have provided that involves you (directly or indirectly), we will process the personal data we have about you that is relevant to the dispute.
The legal basis for this processing is our legitimate interest in protecting our legal interests and providing evidence of our position in case of a legal dispute and/or claim.
To Manage Your Candidate Profile if You Choose to Join Our Candidate Network
When you join our candidate network, we will process your personal data to manage your profile within the network and match you with available positions.
The legal basis for processing your personal data when you are part of our candidate network is your consent. If you do not provide your information or do not consent to being registered in the candidate network, we will be unable to save your details and match your profile with open positions.
Personality and Logic Tests, and Information from References
If you complete a personality or logic test as part of the recruitment process for a position, Prodiem may save the test results to enhance your candidate profile. The same applies to information about you received from your references.
The legal basis for storing test results and/or information from your references is your consent.
Email Notifications with Job Openings that Match Your Profile (Matchmail)
When you join our candidate network, some of your personal data will be used to send you email notifications with information about job openings that match your profile (matchmail). This constitutes profiling and is automated by matching your personal data against certain criteria in a job advertisement for a position we are recruiting for on behalf of a client. This means you will only receive information on relevant positions based on the information we have about you. You will not automatically receive matchmail for positions where you do not meet the criteria specified in the job description. However, you are not restricted from applying for other positions we are recruiting for, but you will not receive notifications for these directly via email; instead, you can check our website for updates.
The legal basis for this processing is our legitimate interest in communicating with you as a member of our candidate network by providing you with customized and relevant information on job openings via matchmail.
For Conducting Market Research and/or Evaluations
We are constantly working to improve our services. Therefore, we may contact you to participate in market research and/or evaluations.
The legal basis for this processing is our legitimate interest in conducting market research and evaluations regarding our services to enhance our operations and service offerings.
To Communicate with You and Respond to Your Message
To communicate with you and respond to the message you sent via our contact form or by email.
The legal basis for this processing is our legitimate interest in responding to those who have chosen to reach out to us and answer your message.
If You Contact Us as a Potential Candidate, Apply for a Job, or Are in Our Candidate Network
If you contact us as a potential candidate, apply for a job, or are part of our candidate network, we will process your personal data as described above in this policy under the relevant headings.
Prodiem AB and Prodiem Rekrytering AB are joint controllers for all processing of your personal data described in this policy.
The joint controller arrangement means that Prodiem AB and Prodiem Rekrytering AB share responsibility for ensuring your rights under applicable data protection laws are upheld. You can contact either Prodiem AB or Prodiem Rekrytering AB to exercise the rights described below under “Your Rights” when the companies are joint controllers.
Prodiem AB and Prodiem Rekrytering AB have agreed on their respective roles and responsibilities in relation to you as the data subject. The agreement essentially designates Prodiem AB as the main entity responsible for ensuring your rights under applicable data protection laws are respected. If you would like more information about the joint controller arrangement and how the Prodiem companies have divided their obligations under data protection laws, please feel free to contact us using the contact details provided on the first page of this privacy policy.
When we process your personal data based on a legitimate interest as the legal ground for processing, we have assessed that our legitimate interest in performing the processing outweighs your interest and fundamental rights in not having your personal data processed. If you would like more information on how we made this assessment, please feel free to contact us. Our contact details are provided at the beginning of this privacy policy.
As a general rule, your personal data is processed only by Prodiem. However, we may share your personal data as described below:
Below, we describe how long Prodiem retains your personal data. However, your personal data may be retained for a longer period than specified below if we are required by law, regulation, or a government decision to keep it for a longer period. Please note that you may be subject to retention periods under more than one heading below, for example, if you apply for a job and are also part of our candidate network.
Personal data about you as a potential candidate is retained for varying periods depending on our contact with you. When we process your personal data to contact you within the framework of a specific recruitment assignment, we will retain your personal data for the duration of the recruitment assignment. However, we will not retain your personal data for the entire recruitment assignment if you inform us that you are no longer interested. If you are not interested or available for the recruitment assignment in question but would like us to contact you again at a later time or for another type of role, we will retain your personal data according to your preferences.
If You Choose to Apply for a Job and/or Join Our Candidate Network, We Will Retain Your Personal Data as Described Below
When you apply for a position we are recruiting for, we will retain the personal data we have about you for two years and two months after the recruitment process ends, in order to defend ourselves in the event of a legal discrimination dispute. In the case of such a dispute, we will keep your personal data until the matter is finally resolved. We will not store your personal data for any other purposes once the recruitment process is over, unless stated otherwise below or unless you are part of our candidate network (if you are in the candidate network, we may have supplemented your profile with information you provided during the specific recruitment process).
In some cases, we may process your personal data for a different period than indicated above. This applies in the following cases:
When you choose to join our candidate network, we will retain the personal data we have about you in your candidate profile for five years or until you withdraw your consent or request that we delete your personal data. After five years, we will contact you to ask if you still wish to remain registered in our candidate network. A new retention period of five years will begin if you choose to continue being registered.
If you are already in the candidate network and submit a new application for a job and consent to be re-registered in the candidate network, a new five-year retention period will apply, starting from the date you give your consent again. If you do not consent to being re-registered in the candidate network as part of your job application, Prodiem will not update your profile, and a new retention period will not begin.
In some cases, we may process your personal data for a different period than stated above. This applies in the following cases:
To respond to your message and assist with your matter when you use the contact form on our website or send us a message via email, we will retain your personal data from the moment you send the message until your matter is resolved.
As a general rule, Prodiem processes your personal data within the EU/EEA. However, in some cases, we may transfer your personal data outside the EU/EEA to our suppliers (e.g., suppliers of email dispatch services, personality and logic tests, and market research/evaluations).
When we transfer personal data outside the EU/EEA, it is done only if we have implemented appropriate safeguards for the transfer in accordance with applicable data protection laws and regulations. For example, we may use so-called model contract clauses or transfer to countries that the EU Commission has deemed to provide an adequate level of data protection.
For transfers to the USA, this may include organizations certified under the Privacy Shield framework, which Prodiem has ensured our email service provider is compliant with. Privacy Shield is an agreement between the EU and the USA designed to protect the fundamental rights of Europeans and ensure legal certainty for organizations transferring personal data to the USA.
If you have any questions regarding how we share your personal data or would like a copy of the appropriate safeguards we have implemented, please feel free to contact us using the contact details provided at the beginning of this privacy policy.
You have certain rights regarding the processing of your personal data, which are described in more detail below. To exercise your rights, please feel free to contact us using the contact details provided at the beginning of this policy.
You have the right to withdraw all or part of any consent given for the processing of personal data at any time. However, the withdrawal of consent will not affect the processing of your personal data before the withdrawal took place.
You have the right to confirm whether your personal data is being processed and to access information about how your data is being processed, such as the purposes of processing and the categories of personal data involved. You also have the right to receive a copy of the personal data being processed.
You also have the right to have inaccurate personal data corrected without undue delay, and to complete incomplete personal data by providing additional information.
Under certain conditions, you have the right to request the erasure of your personal data. Such conditions are met if:
Prodiem will delete your personal data upon your request, unless Prodiem is required to retain it in accordance with applicable data protection laws and regulations.
Under certain conditions, you have the right to request that the processing of your personal data be restricted. These conditions apply if:
You have the right to object at any time to the processing of your personal data based on Prodiem’s legitimate interest, such as for matchmails, which involves profiling and the use of your personal data for marketing purposes. If you object to your personal data being processed for marketing purposes, your data will no longer be processed for these purposes. For other purposes, Prodiem may continue processing your personal data if we can demonstrate compelling legitimate grounds for processing that override your interests or if the processing is for the establishment, exercise, or defense of legal claims.
You have the right to lodge a complaint with a competent supervisory authority (without affecting any other administrative remedy or legal remedy). Such a complaint should preferably be filed with the authority in the EU/EEA country where you have your residence, where you work, or where the alleged violation of applicable data protection laws has occurred. The competent supervisory authority in Sweden is the Data Protection Authority (Datainspektionen).
You have the right to request and instruct us to transfer the personal data we hold about you, which you have provided, to another organization in a structured, commonly used, and machine-readable format (data portability). The right to data portability applies when:
You have the right to request that we transfer your personal data directly to another data controller where technically feasible.
This privacy policy for candidates has been established by Prodiem AB and Prodiem Rekrytering AB. Version 1.1/2.0.
