Controller

Name: Oral Hammaslääkärit Plc
Business ID: 0967828-0
Postal and street address: Tekniikantie 4 A, 02150 Espoo
Telephone: +358 (0)10 400 3010 (switchboard)

Contact person for register matters

Name: Sanna Elomaa
E-mail: tietosuojavastaava@oral.fi

Register name

Recruitment register of the Oral Group

Purpose and legal grounds for the processing of personal data

The purpose of the processing of personal data is the recruitment of staff (including independent professionals) for the Oral Group. The processing of personal data is based on consent given by data subjects (e.g. the processing of an applicant’s employment application and personal and suitability assessments) and on the justified interest of Oral (e.g. conducting of the recruitment process).

Categories of data subjects

Employment applicants for the Oral Group (including independent professionals)

Data content of the register

The recruitment register contains the following personal data on applicants which is necessary for the recruitment process and for the position being applied for:

Basic details:
• First and last name
• Contact details (postal address, e-mail address and phone number)
• Date of birth
• User ID and password for the service

Data relating to the application collected during the recruitment process:

• Data relating to the assessment of the applicant’s qualifications, suitability and skills, e.g. previous working experience, educational background, language and other skills
• Data relating to the application and resume
• Salary request
• Data concerning the position being applied for
• Data generated during the recruitment process, e.g. interview notes, details concerning personal and suitability assessments and the progression of the recruitment process and selection of applicants
• Any other personal details collected with the consent of the data subject

In addition to the above, the register may contain the following data:

• A recipient’s e-mail address, if the employment advertisement is shared using the “Tell a friend” function
• A recipient’s e-mail address and the search terms used, if the automatic notifications of employment advertisements are subscribed to using the “Search Watch” function

Regular sources of the register’s data

Applicants are the primary source of data. Data may also be collected from the references given by the applicant and from public registers within the oral health care industry (e.g. central registers for social and health care professionals). In addition, data generated during the recruitment process is stored in the register.

Regular disclosure of data

The personal data are not regularly disclosed to third parties.

Oral may use external service providers for their recruitment processes and for personal and suitability assessments, including recruitment consultants and expert assessors. In these cases, Oral is committed to ensuring that the service provider shall process the personal data only to the extent necessary for the purposes of providing the service.

The technical platform for the recruitment register is an electronic recruitment system (LAURA™ service), the distributor of which (LAURA Rekrytointi Ltd) is responsible for the technical implementation of the system and, therefore, acts as a processor of personal data. LAURA Rekrytointi Ltd is a Finnish service based in Finland.

Transfer of data outside the EU or EEA

The servers used for processing the data in the electronic recruitment system are located in Finland. The personal data in the electronic recruitment system are not regularly processed outside of the European Union or the European Economic Area. However, data transfer may take place outside of the European Union or the European Economic Area in the case that a person participating in the recruitment process is located outside of the European Union or the European Economic Area. In this case, the protection of the data is ensured using encrypted data transfer.

The principles of register protection

The service provider for the electronic recruitment system (LAURA Rekrytointi Ltd) is responsible for the protection of the data stored in the register. This involves e.g. the system’s internal data security, access control, software data security updates and back-ups. The recruitment system’s data security is tested both internally and with security checks conducted by third parties. Data transfer between the electronic recruitment system and a user’s browser is always secured using strong encryption.

User rights of the data in the register is limited to personnel responsible for recruitment. Each person using the register has a personal user ID and password to access the system. All personnel with access to the data in the register are bound by confidentiality.

Data retention period

The personal details of applicants are stored for twenty four (24) months after the submission of an application.

Rights of the data subject

The rights of the data subjects are primarily ensured via the management interface of the LAURA™ service. User details generated upon the submission of an application are used to sign in to management interface. The rights of a data subject are further detailed below.

Right to inspection
Applicants have the right to inspect the personal data on them stored in Oral’s recruitment register. Inspection is carried out by signing into the management interface of the LAURA™ service. If the inspection of personal data using the management interface is not possible, a written request for inspection can be directed by the applicant to the contact person for the register.

Right to request the rectification of data
Applicants have the right to request the rectification of inaccurate personal data concerning them. The rectification of personal data is carried out using the management interface of the LAURA™ service. If the rectification of personal data using the management interface is not possible, a written request for rectification can be directed by the applicant to the contact person for the register.

Right to request the erasure of data
Applicants have the right to request the erasure of personal data concerning them in the register unless there is a relevant basis for the retention of the data (e.g. a legally decreed period of complaint on the decision of the recruitment process). The erasure of personal data is carried out using the management interface of the LAURA™ service. If the erasure of personal data using the management interface is not possible, a written request for erasure can be directed by the applicant to the contact person for the register.

Right to request the restriction of the processing of personal data and the right to object to the processing of personal data
Applicants have the right to request the restriction of and to object to the processing of their personal data on the grounds of personal circumstances, insofar as the processing of data is based on the justified interest of Oral. In addition, applicants have the right to request the restriction of and to object to the processing of their personal data under certain circumstances. The restriction request and objection concerning the processing of personal data must be submitted to the contact person of the register in writing.

Right to withdraw consent regarding the processing of personal data
An applicant has the right to withdraw their consent regarding the processing of personal data at any time. The consent can be withdrawn by submitting a request to the contact person of the register in writing.

Right to data portability
An applicant has the right to request that the data they have provided Oral with is transferred in electronic format. This can be done either using the management interface of the LAURA™ service or by contacting the contact person for the register in writing.

Right to lodge a complaint to the supervisory authority
Applicants have the right to lodge a complaint concerning failures in the processing of personal data to the supervisory authority (Data Protection Ombudsman).

 

Drafted 23 May 2018