Principles for processing the personal data of job applicants in Itella Estonia OÜ
The protection of your personal data is very important for Itella Estonia OÜ. In this Privacy Notice we describe (i) why and how we collect and process personal data during the recruitment process and (ii) provide information about what rights the job applicants of Itella Estonia OÜ have regarding their personal data.
1. The purpose of processing personal data and data collected
1.1 For the purpose of conducting the recruitment process, Itella Estonia OÜ as a controller collects and processes the following personal data of the job applicants:
a) data allowing the identification of the person – in particular, given name and surname, date of birth and age, personal identification code, copy of identity document;
b) contact details for contacting the applicant – e.g. email address, phone number, address;
c) data needed to assess the suitability of the new employee – data concerning qualification, professional development and experience, e.g. data about education, training and previous professional experience;
d) data on research, development and creative activity, including a list of research papers and research grants received (in case of applicants for academic positions);
e) citizenship data; in the case of foreign nationals, data confirming the right to live and work in Estonia.
2. Legal basis for the processing of personal data
2.1. If the applicant has provided the necessary data for applying, Itella Estonia OÜ assumes that the applicant has given his or her consent for the processing of personal data for the purpose of conducting the recruitment process.
2.2. Itella Estonia OÜ also assumes the applicant has given his or her consent to contact the referrers if the referrer’s details have been specified in the application documents.
3. Data retention and right of access to data
3.1 If you are selected for the position offered, your data will be stored to conclude a contract of employment or contract of provision of services with you and to fulfill the legislative obligations.
3.2. If the non-selected applicant gives their separate consent, Itella Estonia OÜ may use his or her data to make a job offer in the future. The data of non-selected applicants is also stored based on a legitimate interest for the purpose of resolving potential legal disputes. In both cases, the application documents of the non-selected applicant are stored for a year from the negative decision.
3.3. During recruitment, only the employees involved in the recruitment process will examine the application documents. The data of the applicants is information with restricted access that third parties (incl. competent authorities) can only access in cases provided by law.
4. Rights of the data subject
a) the right to obtain confirmation as to whether or not Itella Estonia OÜ processes his or her personal data and the right to access his or her personal data that has been collected. Itella Estonia OÜ as a controller may reject any requests of the data subject that are not to exercise that right “in order to be aware of, and verify, the lawfulness of the processing”;
Rectification of personal data
b) the right to obtain the rectification of any inaccurate personal data concerning him or her or to have incomplete personal data completed, if the data is inaccurate or incomplete;
Erasure of personal data
c) the right to obtain from Itella Estonia OÜ without undue delay erasure of all personal data concerning the data subject for which there is no longer legal grounds for the processing or which are no longer necessary in relation to the purposes for which they were collected or otherwise processed;
Restriction for processing of personal data
d) the right to obtain from Itella Estonia OÜ restriction of processing of personal data, if:
i) the accuracy of the personal data is contested by the data subject, for a period enabling to verify the accuracy of the personal data;
(ii) the processing is unlawful and the data subject opposes the erasure of the personal data and requests the restriction of their use instead;
(iii) the controller no longer needs the personal data for the purposes of the processing, but they are required by the data subject for the establishment, exercise or defence of legal claims;
iv) the data subject has objected to processing, pending the verification whether the legitimate grounds of Itella Estonia OÜ override those of the data subject.
(e) the right to object to the processing of personal data concerning him or her if the legal basis for processing is either legitimate interest or the processing is necessary for the performance of public tasks or due to public interest.
Withdrawal of consent
f) If we process personal data based on consent, you have the right to withdraw you consent at any time. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal. If you wish to withdraw your consent for the processing of personal data, please email us at firstname.lastname@example.org.
5.1. You can contact Itella Estonia OÜ with any questions relating to the processing of your personal data and to exercising the rights of the data subject, by email at email@example.com.
5.2. If a person believes that the processing of personal data concerning him or her by Itella Estonia OÜ conflicts with the legislation governing the processing of personal data, he or she has the right to contact the Data Protection Inspectorate or another competent supervisory authority of place of residence or work.