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Candidate Privacy Notice

1. Intro

Data privacy is important to us. This means that we process data about identified or identifiable individuals, which is called personal data, with due care and in accordance with applicable data protection law.

This Candidate Privacy Notice describes how we, that is Basware Corporation and each of its worldwide affiliated companies, process personal data we collect from you, candidate, in relation to your job application submitted for any Basware open vacancy. In legal terms, we are the data controller, as we determine the means and/or purposes of the processing.

We cooperate with selected service providers that process your personal data in relation to your job application and the evaluation and assessment purposes as specified below under section 7. Some of them have their own privacy notice about their processing of your personal data. We encourage them to notify their privacy notice to you but are not responsible for their privacy practices.

2. Personal data

The personal data we process about you mostly consists of the following:

Contact details: name, gender, language, nationality, date of birth, picture, physical address, phone number(s), email address, CV, experience/education related information and any other personal data provided by the candidate.

Salary and benefits related data: salary expectation.

Employment related data: possibly passport and work permit copies, social security number or other national ID number.

Candidate evaluation and assessment data: interview reports, assessment reports, collected references (with candidate permission only), security or police clearance results (from authorities) as legally allowed or required, and background screening results.

We take reasonable steps to ensure that your personal data is accurate. You are recommended to notify Basware Human Resources Team of any changes to your personal data or your other application details that we store.

3. Purposes

We process your personal data to allow us to run, maintain and develop our business and more particularly for the following purposes:

  • to evaluate and assess your application for a specific open vacancy or general application,

  • to evaluate and assess your application for other current or future vacancies within Basware,

  • for legal compliance, including compliance with governmental authority requests, for internal reporting,

  • for fraud detection and audit,

  • to enable you to maintain and further improve your application, such as by providing us additional proof of expertise/skills/abilities supporting your application,

  • to enable us to communicate with you during our recruitment process for feedback etc.,

  • to enable us to communicate with you after our recruitment process has ended, but only during storage period specified by you in your application, and

  • to comply with any applicable legal requirements and protect our organisation such as in the event of (threat to) legal proceedings.

4. Storage period

We store your personal data for as long as necessary for the related purpose and, thereafter, for no longer than is required or permitted by law or necessary for internal reporting and reconciliation purposes. The actual storage period depends on the type of personal data, the purposes and the applicable law and therefore varies per use.

We store your personal data as follows:

  • candidate application data: data you have submitted in our applicant tracking system is stored by system default for 24 months,

  • candidate evaluation data (e.g. interview reports): data related to our evaluation of your application is stored as long as necessary and legally allowed for the related purpose, and

  • candidate assessment data (e.g. ,online tests): data related to our assessment of your application is stored by default in our assessment system for 12 months from test completion.

5. Legitimate grounds for processing

First of all, we process personal data when that is necessary for the execution of our recruitment process, in consideration of entering into an employment contract with you. We also process personal data to pursue our legitimate interest to run our business and more particularly to manage our relationship with you, to enable you to maintain and improve your job application, to communicate with you and our related business partners and to protect our organisation. Furthermore, we process personal data to comply with our legal obligations. Finally, we might process personal data upon your explicit consent for a specific purpose (e.g. to allow us to evaluate and assess your application for other current or future vacancies within Basware, as specified by you, or when we obtain references from a third party identified by you) and in such case, you may withdraw your consent at any time.

6. Rights of candidates

Right to access. You may contact us to obtain information regarding what data is stored about you, the processing purposes, the categories of recipients to whom personal data have been or will be disclosed and the envisaged storage period or criteria to determine that period.

Right to withdraw consent. Where we process personal data based on your consent, you may contact us to withdraw your consent at any time.

Right to rectification. You have the right to have inaccurate or incomplete personal data we store about you rectified or completed.

Right to object. Where we process personal data because we believe it’s our legitimate interest to run our business and manage our recruitment process, you have the right to object at any time to that processing. We shall then no longer process your personal data unless we demonstrate compelling legitimate grounds for our processing that override your interests, rights and freedoms or for legal claims.

Right to restriction of processing. You may restrict our processing of your personal data as foreseen by applicable data protection law, e.g. to allow our verification of accuracy of personal data or to prevent us from erasing personal data when personal data is no longer necessary for the purposes but still required for candidate´s legal claims.

Right to data portability. You have the right to receive your personal data from us in a structured, commonly used and machine-readable format and to independently transmit that data to a third party, in case our processing is based on your consent.

Right to erasure. You have the right to have personal data we process about you erased from our systems as foreseen by applicable data protection law, e.g. if the personal data is no longer necessary for the related purposes or if we have unlawfully processed the personal data. We may not immediately be able to erase all residual copies from our servers and backup systems after the active data have been erased, but such copies shall be erased as soon as reasonably possible.

How to use these rights.  You can send us an email to the address set out below under Contact, including the following information: name, address, phone number and email address. We may request additional information necessary to confirm your identity.

7. Security

We implement and maintain reasonable and appropriate technical and organisational security measures to protect the personal data we process, from unauthorised access, alteration, disclosure, loss or destruction. Our security measures are summarised on our business data webpage. We also require our involved service providers to protect your personal data.

Should despite of our security measures, a security breach occur that is likely to result in a risk to your data privacy, we will inform you, as well as relevant authorities, when required by applicable data protection law, without undue delay.

8. Recipients

We only share personal data with affiliated companies within our organisation if and as far as necessary for the purposes specified in this Privacy Notice. Our staff members processing personal data are bound to confidentiality.

We do not share personal data with any third party outside of our organisation unless one of the following circumstances applies.

Necessary for the purposes. We may share personal data with our affiliated companies and service providers that support us in the realisation of the purposes specified in this Candidate Privacy Notice, such as by managing job applications and assessments. Our agreements with these service providers foresee privacy and security commitments from these service providers that are no less protective than our own commitments described in this Privacy Notice. We share personal data with governmental authorities if legally required.

For legal reasons. We may share personal data with third parties if we have good-faith belief that their access to and use of the personal data is necessary (i) to meet any applicable law and/or court order, (ii) to detect, prevent or otherwise address fraud, security or technical issues, and/or (iii) to protect the interests, properties or safety of us, you, our customers or partners or the public, in accordance with the law. We will notify you about such disclosure, as far as reasonably possible.

In relation to corporate restructuring. If we are in a process of merger, acquisition or asset sale, we may transfer personal data to the involved third party. We continue to ensure the confidentiality of all personal data. 

Upon your consent. We may share personal data with third parties for other reasons than the ones mentioned above, if we obtained your explicit consent to do so. You have the right to withdraw this consent at any time. 

9. Location and transfer

We and our affiliated companies and service providers have operations in several locations in the world. Consequently, we and our affiliated companies and service providers may transfer personal data to, or access it from, countries outside your country of domicile.

We take steps to ensure that your personal data receives an adequate level of protection in the countries in which it is processed. 

In case our processing is subject to any EU data protection law and your personal data is transferred from the European Economic Area to a service provider for processing in any country outside the European Economic Area that is not recognized by the EU Commission as providing an adequate level of protection for personal data, we provide for appropriate safeguards by EU Commission’s standard contractual clauses or by any other appropriate safeguard as foreseen under the applicable data protection law. 

Further information regarding the international transfer of personal data may be obtained by contacting us. 

10. Lodging a complaint

In case you consider our processing of your personal data to be inconsistent with applicable data protection law, a complaint may be lodged with the local supervisory authority for data protection. 

11. Changes

This Candidate Privacy Notice is dated February 15th, 2019. We may update this Candidate Privacy Notice at any time if required in order to reflect changes in our data processing practices, in personal data protection laws or otherwise. For substantial changes to this Candidate Privacy Notice, we will use reasonable endeavors to provide notice thereof. The current version can be found on our website.  The English version of this Candidate Privacy Notice shall govern in the event of any conflict with or substantial translation changes into a non-English language.  

12. Contact

For any question or request on this Candidate Privacy Notice or our privacy practices, you can contact our Human Resources Team at [email protected] or our Data Privacy Team at [email protected].