Privacy policy for the Management Events employer branding and recruitment
Recruitment privacy policy Management Events
This Privacy Policy applies to Management Events International Oy Ltd and its subsidiary companies, as applicable (hereinafter jointly referred to as “ME”).
The purpose of this Privacy policy is to inform our job seekers on how we process their personal data during recruitment process. We take seriously our obligations to apply EU’s General Data Protection Regulation (GDPR) and other related legislatio. We ensure that the processing of data is secure and that our privacy procedures fully enable all the rights of the data subjects.
Updated: 23.10.2024
Controller
Management Events International Oy Ltd 1015730-0
Itämerenkatu 23, 00180 Helsinki, Finland
+358 40 6546088
(Hereinafter ”We”)
Contact:
dataprotection@managementevents.com
or the group company of Management Events International Oy Ltd in whose recruitment process you are participating is the data controller for your personal data (“We” or ME”).
Any communication or request concerning this policy should be made in writing or in person to the contact person named in this section.
Name of the register
Recruitment register of Management Events
The personal data processed, the purposes of the processing and the legal basis for the processing
Personal data
Purpose of processing
Legal basis
Basic information such as first name, last name, date of birth, language of service *
Contact information such as email address, phone number, home address *
Handling job applications and communications related to the recruitment process
Our legitimate interest in processing personal data for the purposes of carrying out the recruitment process and selecting a suitable employee and responding to enquiries and requests related to the recruitment process
Information relating to the position applied for, such as the type and nature of the employment relationship, information on the person appointed to be responsible for the recruitment process, salary excpectation, information on starting the job
Processing job applications
Our legitimate interest in processing personal data for the purposes of carrying out the recruitment process and selecting a suitable employee and responding to enquiries and requests related to the recruitment process
Relevant and other information about the person and his/her background that is relevant to aptitude, such as a photograph, educational and training history, occupation, work history (e.g. employers, starting and ending dates, type of work), language skills, other specific skills, description of personal qualities, certificates and evaluations, references to portfolios, profiles or other sources on the Internet, references, desired work location, place of domicile
Processing job applications and assessing the aptitude of job applicants
Our legitimate interest in processing personal data to select a suitable employee
Results and information of the assessment of personality and aptitude our employee’s evaluation of your suitability for the applied position or assignment, our possible feedback to you to help you develop your professional or job seeking skills even further
Assessing the aptitude of job applicants
Consent
Information on the progress of the recruitment process, such as outcome of a recruitment process, our communication during recruitment process, information on follow-up interviews or suspension of the recruitment process, start date of the employment and offer acceptance date
Managing the recruitment process
Our legitimate interest in processing personal data for the purposes of carrying out the recruitment process and responding to enquiries and requests related to the recruitment process
Any other information voluntarily provided or otherwise explicitly disclosed for professional purposes, such as your LinkedIn profile or information we collect with your explicit consent, eg. your consent to consider your application for other open positions or assignments within ME Group
Assessing the aptitude of job applicants
Our legitimate interest in processing personal data for the purposes of the recruitment process and the selection of a suitable employee
Consent
Certain personal information is mandatory during recruitment process and is marked with * marked in the job application fields. If candidate does not want to give this information to ME, we cannot consider candidate to our roles.
Data sources
The main data source is the application and other sources you provide in your application (e.g. LinkedIn, possible referees). In addition, we collect data from our employees and partners who are involved in your recruitment process by evaluating your suitability and qualifications for the open position. We might use external recruitment consultants, such as recruitment and head hunting service providers for job applicant search, in these situations ME will receive candidate information also from these sources.
In case a candidate is chosen for the job at ME, we might collect needed information for employment relationship purposes e.g. establishing employment contract and payroll purposes. This includes for example e.g. ID, bank account number and working permit or visa information. The processing of the data of emploees is covered in a separate privacy policy of employees.
Data transfers, disclosure and recipients
Companies that form part of ME Group shall have access to your personal data. However, such access shall be strictly limited to the relevant stakeholder(s) both from functional and geographical scope. As a result, for the above-mentioned purposes, your personal data will be shared mainly with the following functions only on a need-to-know basis: Human Resources personnel, relevant recruitment personnel and relevant managers.
ME Group affiliates or the third party accessing your personal data, may be located in third countries, thus implying a data transfer of your personal data. In these cases, we ensure that the subcontractor has committed to use the EU Commission’s standard contractual clauses or that there is other appropriate transfer mechanism regulated by GDPR in place.
General description of the technical and organizational measures
Only the employees of the controller authorised due to their work and/or duties to process the data in this data file may access the system containing the personal data. Each user has a personal username and password to the system. We have signed data processing agreements with system providers and other partners who process personal data, in which our partners have committed to comply with the data protection and security requirements of the GDPR.
The register containing personal data is protected by passwords and access levels. The data is located in an environment protected by appropriate security software and technical arrangements. Manually processed documents containing personal data are stored in locked storage facilities .
Retention period of personal data
We may process your personal data for a maximum of 24 months from the date of application. During that time, we may, with your consent, evaluate your suitability for, and contact you regarding other open positions or assignments within ME Group. Before your consent expires, we may contact you and ask to renew your consent for an extended period of an additional 24 months.
We store your personal information for a minimum of 24 months from the date of application. After the mentioned 24 months period and the possible extended processing period ends, we anonymize your application by removing all the personal information and other identifiers you have provided, and we have collected during the recruitment process. For our internal statistical purposes, we will store general and non-identifiable information (eg. applied position or assignment and the preferred location) from application.
Rights of the data subject
Right
In which situations
Access the data stored about yourself
Always
Request the correction of incorrect or outdated data
Always
Request the deletion of data
Where the job applicant has withdrawn his/her consent or one of the other grounds set out in Article 17 of the GDPR is met.
Withdraw consent
When processing is based on consent
Object to the processing of data
Where the processing is based on legitimate interest and involves a particular personal situation or where the data are processed for direct marketing purposes.
Request restriction of processing (e.g. until requests for data are resolved and settled)
If the accuracy of the data is contested or one of the other grounds set out in Article 18 of the GDPR is met.
Transfer the data to a system hosted by another party
If the processing is based on consent or a contract, the processing is carried out automatically and the transfer is technically feasible, and if the information concerns data provided by the employee personally.
File a complaint about the processing of your personal data with the Data Protection Ombudsman
Always
The above requests, refusals and withdrawals can be made in writing and signed by the job applicant by sending email to recruitment@managementevents.com. The request must contain the name, personal identification number and contact details of the data subject. In order to ensure data protection, the applicant must prove their identity upon request.
We will respond to requests and enquiries from the data subject concerning the exercise of data subjects' rights within one month.
We update this privacy policy when there are changes in the processing of personal information or in the applicable laws of which we need to inform you. This privacy policy was last updated on xx.