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Job applicants' privacy notice

(General Data Protection Regulation (EU) 2016/679, Articles 12–14) 
 
JOB APPLICANTS’ PRIVACY NOTICE 
 
This privacy notice explains how personal data related to recruitment is processed within the Fingrid Group. The Fingrid Group comprises of Fingrid Oyj and its subsidiary Fingrid Datahub Oy. Fingrid Oyj has central responsibility within the Group for matters related to personal data and for ensuring that data subjects can exercise the rights described later in this notice. 

Controller  Fingrid Oyj 
Läkkisepäntie 21 
FI-00620 Helsinki 
P.O. Box 530, FI-00101 Helsinki 
Fingrid Oyj – switchboard: +358 30 395 5000 
Data Protection Officer's contact details  Niko Tuononen 
Email: DPO@fingrid.fi  

 

1. Purpose of processing personal data

Fingrid processes personal data for recruitment purposes. The purpose of processing is to manage Fingrid’s external and internal recruitment. The processing of personal data includes the receipt, evaluation, handling and storage of applications submitted for recruitment purposes, as well as communication with applicants. Personal data is also used to arrange and conduct interviews and personal assessments, and to carry out reference checks, credit checks and background checks as permitted by applicable law. The data is processed confidentially and used only for purposes related to recruitment. 
2. Personal data processed

2.1 Data collected from the applicant

General information 

For example, the applicant’s name, telephone number and email address. 

Application materials 

For example, a CV, cover letter and possible LinkedIn profile 

Experience data 

For example, previous employment, work experience and other relevant experience 

Education data 

For example, level, type and field of education, degrees, transcripts, diplomas, certifications and educational institutions 

Skills and certifications 

For example, skills, competencies, language proficiency, qualifications, work-related and other licenses, permits and certifications 

Reference/recommendation data 

Reference and recommendation information provided by the applicant 

Work permit data 

Where necessary, for example, a work permit, visa or other immigration-related information 

Positions in which the applicant is interested 

For example, job duties, functions and roles 

Network traffic data and identifiers 

Data collected through cookies or similar technologies, including information on the use of services, IP addresses, cookie identifiers and mobile device identifiers 

 

2.2 Data from other sources 

Personal data is primarily collected from the applicant. With the applicant's consent, information necessary for the recruitment process may also be obtained from other sources, such as assessment providers, referees and, where necessary for a security clearance, the Finnish Security and Intelligence Service. 

Reference/recommendation data 

Data on experience, education and competence, as well as other information provided through references or obtained from referees, for example by telephone. 

Security clearances 

Security clearances conducted by the Finnish Security and Intelligence Service 

Credit information 

Credit information obtained from credit information agencies 

Technical data 

Fingrid's online services automatically generate technical data about the use of the services. Such data may include IP addresses, visit times, referring websites, pages visited, links clicked, functions used, requested or viewed content, browser or application type, language preferences and other similar data. In addition, mobile network operators may provide information such as mobile phone numbers when the services are accessed through a mobile network. 

Personal assessment data 

Assessments carried out by an assessment provider 
3. Personal data collected and processed during the recruitment process

Application processing and evaluation  

Purpose 

Application processing and evaluation 

Description 

Personal data is used to select suitable candidates and to arrange and conduct interviews and personal assessments, as well as to check references as permitted by law. 

Note 

A third party may be used in assessments and reference checks, and such party processes this personal data on behalf of Fingrid. 

Personal data 

General information, application materials, experience data, education data, skills and certifications, reference data, work permit data and information about positions in which the applicant is interested 

Legal basis 

The legal basis for processing is the preparation of a potential employment relationship. 

Data retention 

Personal data relating to applicants is not retained for longer than 12 months from the date of application, unless the applicant has been selected for the position. If the applicant has consented to the broader use of the application for other vacancies, the data will not be retained for longer than 12 months from the date on which the consent was given. 

The applicant account may be deleted, or the application withdrawn, at any time through the applicant profile or by contacting dpo@fingrid.fi. 

 

Communication and updates 

Purpose 

Communication and updates 

Description 

Personal data may be used to communicate with the applicant, for example to provide updates on the status of the application or to request additional information where necessary. 

In addition, personal data may be used to notify the applicant of other vacancies if the applicant has given permission to use the data for this purpose. 

Personal data 

General information, application materials, information about positions of interest 

Legal basis 

The legal basis for processing is the preparation of a potential employment relationship and, where applicable, the applicant's consent. 

Data retention 

Personal data relating to applicants is not retained for longer than 12 months from the date of application, unless the applicant has been selected for the position. If the applicant has consented to the broader use of the application for other vacancies, the data will not be retained for longer than 12 months from the date on which the consent was given. 

The applicant account may be deleted, or the application withdrawn, at any time through the applicant profile or by contacting dpo@fingrid.fi. 

 

Review of applications and security clearances 

Purpose 

Review of applications and security clearances 

Description 

If the applicant is offered a job, Fingrid may carry out verifications and security clearances through a third party (e.g. authorities). These include, for example, security clearances carried out by the Finnish Security and Intelligence Service, a report on foreign connections and a credit information check. The applicant's consent to collect such data is obtained when required by applicable law. 

Personal data 

General information  

Legal basis 

The legal basis is the management of an employment relationship and Fingrid's legitimate interests, such as verifying the accuracy of application information and ensuring a safe working environment. The legal basis also includes compliance with legal obligations. 

Data retention 

Personal data relating to applicants is not retained for longer than 12 months from the date of application, unless the applicant has been selected for the position. If the applicant has consented to the broader use of the application for other vacancies, the data will not be retained for longer than 12 months from the date on which the consent was given. 

The applicant account may be deleted, or the application withdrawn, at any time through the applicant profile or by contacting dpo@fingrid.fi. 
4. Sources of data

The personal data processed is collected from a variety of sources. 

From the applicant: when the applicant creates an account in the recruitment portal, submits an application or CV, or otherwise interacts with Fingrid. 

From third parties: Data may also be obtained from recruitment agencies, assessment service providers, the applicant's referees and previous employers. The applicant's consent to collect such data is obtained where required by applicable law. 

The categories of personal data are listed in the table above. 
5. Recipients of personal data – Who has access to the applicant's personal data

Where necessary, Fingrid may share the applicant's personal data with other controllers based on a legitimate interest, a contract or our statutory obligations, including the following parties: 

  • Fingrid's subsidiary Fingrid Datahub Oy 
     
    The subsidiary may use applicants' personal data for the purposes defined in this notice. 

 

  • Authorities and other authorised third parties 

    If the applicant is offered a job during the recruitment process, the applicant's data may be disclosed to the Finnish Security and Intelligence Service to the extent necessary for carrying out the security clearances required by the employment relationship.  

 

In connection with the recruitment process, the applicant's personal data may also be shared with authorised third parties that process personal data for Fingrid for the purposes described in this notice, where this is necessary for the recruitment process. These may include system suppliers, recruitment consultants, providers of personal assessments and other parties that assist in filling vacancies. These authorised third parties may process personal data only for the purposes of the Fingrid recruitment process.
6. Transfer of data outside the EU or EEA

Personal data is not transferred outside the territory of the Member States of the European Union or the European Economic Area.
7. Protection of data

The data is protected by appropriate technical and organisational measures. Paper material is stored in a locked location. Electronic material is protected by technical measures, and access rights to systems are granted only to persons who need them for their work or duties. Fingrid's personnel are bound by a duty of confidentiality. Personnel are trained and instructed in the lawful processing of personal data. 

 Personal data processors outside Fingrid are also required to have sufficient technical and organisational safeguards, to process personal data lawfully and to commit to a confidentiality obligation. 
8. Rights of the data subject

The data subject has the right to request access from the controller to personal data concerning them, and the right to request rectification of their personal data, restriction of processing or erasure of personal data.  

The data subject also has the right to receive the personal data concerning them that they have provided in a commonly used, machine-readable format and the right to transmit those data to another controller. Where technically feasible, the data subject has the right to have the personal data transmitted directly from one controller to another. 

The applicant may exercise their rights as a data subject by contacting: 

Fingrid Oyj / Niko Tuononen 
P.O. Box 530, FI-00101 Helsinki 
Email: dpo@fingrid.fi 
9. Automated decision-making and profiling

The controller does not make decisions based on automated processing.