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RECRUITMENT REGISTER AND DATA PROTECTION STATEMENT

1. The keeper of the register

Functos Oy 

Social security number 2994247-2

 

2. Register contact person

Mikko Merisaari 

mikko.merisaari@functos.fi

+358 50 521 4055

 

3. Register name

Functos Oy's job seeker and candidate register 

 

4. Purpose of personal data processing

The personal data in the database is used in the recruitment assignments carried out by Functos Oy.

The purpose of processing personal data is to fulfill contracts and assignments between Functos Oy and customers who use its services, and to manage recruitment and direct search services. 

The collection of personal data is based on a legitimate interest. The business of advertising and direct search companies is based on searching for suitable candidates in the labor market and presenting them to clients, i.e. entities that have an open position to fill and a desire to offer employment to individuals. Recruitment and direct search companies consider that due to their business they have a legitimate interest in the processing of personal data, which is based on a meaningful and appropriate relationship between candidates and companies.

As part of conducting business, Functos Oy is in contact with some of the candidates. Such contacted candidates will be asked for their consent to store more information about them in the register. This additional information will only be disclosed to the direct search commissioners with the candidate's consent.

 

5. Data content of the register

  • name, date of birth, telephone number, e-mail address, postal address

  • nationality

  • information related to work and education history

  • information related to professional interests and employment goals and wishes (task area, industry, target level and desired salary)

  • language skills (candidate's own assessment)

  • candidate's description of himself

  • information related to the personal assessment carried out with the consent of the candidate

  • candidate's cv and application or motivation letter

  • the consultant's assessment of suitability for the open position

  • recommenders

  • information related to the progress of the assignment, such as log information about communications and meetings

  • Information is stored as long as it is necessary for the purposes of use of the register.

 

Functos Oy can also collect information about users' terminal devices on its websites using cookies and other similar technologies.

 

6. Regular information sources 

The register contains information collected from publicly available or obtainable sources, necessary for the execution of a specific assignment. The register of contacted candidates also contains information provided by the individuals themselves.

 

7. Regular disclosures of information

 

Information collected from the register's public sources is handed over to direct search clients, i.e. entities that have an open job position to fill and a desire to offer employment to individuals. Additional information stored with the candidate's own consent will only be released to clients with the candidate's consent. In connection with the handover, the client also becomes the data controller for this information.

The controller may disclose information to third parties used as subcontractors. The processing of personal data can take place in the European Economic Area or outside it. All service providers are committed to complying with the requirements of the EU data protection regulation. Functos Oy uses the service provided by Manatal.Co.Ltd to store and process applicant data. More information about Manatal's data protection summary at https://www.manatal.com/resources/gdpr/

Personal information is not disclosed for direct marketing purposes.

Information will not be disclosed to third parties, unless it is a matter of information disclosure in accordance with the requirements of legislation or official regulations.

8. Principles of registry protection

Functos pays special attention to the protection of people's privacy and personal data and follows good personal data processing practices.

Functos keeps and processes personal data as confidential. Information is not disclosed to anyone other than those who need it in their work, who are bound by the obligation of confidentiality and non-disclosure. Each user has their own username and password for the system.

The information is collected in databases that are protected by firewalls, passwords and other technical means. The databases and their backups are located in locked rooms and only certain pre-designated persons can access the data. Registry data is securely backed up and can be restored if needed.

10. Right of inspection and erasure

In accordance with the legislation, the registered person has the right to check whether personal data concerning him can be found in the personal register and what information concerning him is stored in the register. In addition, the data subject has the right to request the deletion of information about him. Requests regarding personal data must be made in writing and sent signed to the controller at the address mentioned in section 1.

11. Right of correction

The registered person also has the right to demand the correction of incorrect information in the register or the completion of incomplete information. In the data correction request, the error to be corrected must be identified and the corrected data must be indicated. The correction request must be made in writing and sent signed to the controller at the address mentioned in section 1.

12. The right to file a complaint with the authorities

Functos strives to resolve any disagreements regarding the processing of personal data directly with the data subject. However, the registered person has the right to file a complaint with the Finnish Data Protection Authority. 

13. Changes to the privacy statement

 

We are constantly improving and developing our services and websites, so changes may be made to the privacy statements from time to time. We will update the new description on our website and mark the date of the update on it.

Updated 3/28/2022

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