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PRIVACY STATEMENT CONCERNING THE RECRUITMENT REGISTER

In this privacy statement, we describe how Valio Ltd (hereinafter ”Valio” or ”we”) processes personal data concerning people who have submitted a job application to Valio, in order to implement recruitment.

We can update this privacy statement from time to time, when legislation changes, for example.

1. Data controller
   
   Valio Ltd (Business ID: 0116297-6)
   Meijeritie 6
   FI-00370 Helsinki, Finland
   
   
2. Contact Information
   
   If you wish to exercise your rights under this privacy statement or if you have questions about the processing of your personal data, please contact us by email at privacy.office@valio.fi or by calling +358 10 381 2185.
   
   
3. For what purposes and on what basis do we process your personal data?
   
   We process your personal data to implement recruitment. The purpose of the recruitment process is to select, from among job applicants, persons suitable for Valio’s needs.
   
   The processing of personal data is based on the exercise of Valio’s legitimate interests. Valio’s legitimate interests are based on the relationship that is established between Valio and you when you submit a job application to Valio. The processing of personal data is necessary for processing job applications and implementing recruitment. In connection with the recruitment process, Valio may ask for your consent to conduct an aptitude assessment or security check in line with national regulations.
   
   
4. What personal data do we process?
   
   We will process the following personal data:
   • Name, date of birth, personal identity code, address and email address
   • Education, professional experience and other competence background
   • Your description of your expertise and suitability for the job, as well as your salary request
   • Information that you have provided voluntarily about whether you are a Finnish citizen (Valio will process this information for work permit confirmation purposes, for example)
   • References that you have provided on your own initiative or information about referees (name, position and contact details)
   • Free-form information that you have provided on your own initiative (e.g. family relations, hobbies, positions of trust, life situation)
   • Any summaries concerning you written by persons participating in the recruitment process and any summaries of statements by the referees listed by you
   • The results of any personal and aptitude assessments or safety checks.
   
   
5. Where do we collect your personal data?
   
   We collect your personal data directly from you and from service providers conducting personal assessments. We collect your personal data as part of the job application process, meaning that you enter your personal data directly into the recruitment system used by Valio. In addition, we collect free-form job applications that you have sent by email.
   
   
6. Who processes your personal data and to whom do we disclose your data?
   
   Your personal data is only processed by employees who need such data to perform their duties. In addition, your personal data is processed by our subcontractors (e.g. our recruitment system supplier and our service provider conducting personal assessments). We provide service providers conducting personal assessments only with personal data concerning applicants who have progressed to the personal assessment phase of the recruitment process. In addition, as part of the recruitment process, we provide the authorities with personal data concerning applicants if security or other background checks are needed.
   
   
7. Do we transfer your personal data outside the EU or the EEA?
   
   Some of our subcontractors have access to your personal data from outside the EU and the EEA. In such situations, we will ensure that your personal data is transferred lawfully in one of the following ways:
   
   • By verifying whether the European Commission has issued a decision on the adequacy of data protection in the country in question (e.g. Canada)
   • By ensuring appropriate safeguards as required by law, such as by signing the standard contractual clauses approved by the European Commission
   • By ensuring the lawfulness of the transfer in other ways, such as requesting your express consent for transferring your personal data.
   
   
   
8. How long do we store your personal data?
   
   We process your personal data for the duration of the recruitment process, after which we will store your personal data for two years.
   
   If the applicant is selected for the job, we will transfer the basic data collected during the recruitment process, as well as other personal data relevant to the employment relationship, to Valio’s personnel register.
   
   
9. How do we ensure the security of your personal data?
   
   We ensure the information security of your personal data through appropriate administrative and technological safeguards. We have restricted the processing of personal data to those persons whose duties include the processing of such data. The systems containing your personal data can only be accessed using personal user identifiers and passwords issued separately.
   
   
10. What rights do you have?
    
    In accordance with the applicable data protection legislation, you have, at any time, the right to:
    
    • Access your personal data (right of inspection)
    • Require any inaccurate or incorrect personal data to be rectified or completed
    • Object to the processing of your personal data to the extent that Valio processes your personal data on the basis of a legitimate interest
    • Require your personal data to be erased
    • Require the processing of your personal data to be limited (e.g. while you are waiting for a response to a request concerning the rectification of your personal data).
    
    
    If you object to the processing of your personal data, you must specify in your request the grounds on which you object to the processing of your personal data. If you object to the processing of your personal data, we will no longer be able to process your job application and take you into account in recruitment.
    
    Any requests to exercise the data subject’s rights must be submitted to the contact person specified in section 2. Valio may request the data subject to verify their identity or further clarify their request before executing the request. Valio may also refuse to execute the data subject’s request on grounds set out in the data protection legislation, in which case Valio will inform them about such grounds.
    
    
11. Your right to file a complaint with the supervisory authorities
    
    You have the right to file a complaint with the appropriate supervisory authorities if you believe that we have not processed your personal data in accordance with the applicable data protection legislation. You can file a complaint with the supervisory authorities in the EU member state where your permanent place of residence or employment is located or where the alleged personal data breach has occurred.
    
    Version 2, updated on 13 February 2025
    
    Changes to the privacy statement:
    
    February 2025: The following amendments have been made to the privacy statement: we have updated the privacy statement with regard to personal data transfer and contact information, combined the description of data subjects’ rights under one paragraph, simplified the language used and made the content more concise to make the privacy statement easier to read.