suomeksisuomeksi

PRIVACY STATEMENT FOR RECRUITMENT REGISTER



This privacy statement describes how Valio Ltd (”Valio”) processes personal data of persons who have applied for a job from Valio. Job applicant may also be referred to as a ”data subject”.

Valio may update this privacy statement from time to time, for example in the event of amendment in legislation. Valio notifies the data subjects of any material changes regarding this privacy statement.

  1. Controller

    Valio Ltd (Business ID: 0116297-6)
    Meijeritie 6
    FI-00370 Helsinki, Finland

  2. Contact Person

    Privacy Officer: Antti Lehvonen, privacy.office@valio.fi, +358 10 381 2185, Privacy Officer/Valio Ltd, Meijeritie 6, FI-00370 Helsinki, Finland

    The data subject may contact Valio’s contact person in all matters regarding processing of personal data and fulfilling the rights of the data subjects.

  3. Purpose and Grounds for Processing of Personal Data

    Valio processes personal data of the data subjects in order to carry out recruitment processes. The purpose of the recruitment process is to select persons suitable for Valio’s needs among the job applicants.

    The legal ground for processing of personal data is to implement Valio’s legitimate interests. Valio’s legitimate interests are based on the pertinent relationship between Valio and the data subject, which results from the job application submitted by the data subject. Processing of personal data of the data subjects is necessary for processing of the job applications and carrying out recruitment processes. In connection with each recruitment process, Valio may ask the data subject’s consent to carry out personality and suitability assessments or security clearance under applicable legislation.

  4. Personal Data to be Processed

    Valio processes the following personal data of the data subjects:
    • name, date of birth, personal ID number, address and email;
    • education, work experience and other knowledge background;
    • the data subject’s own description of the skills and suitability for the task and salary request;
    • information voluntarily given by the data subject concerning his/her nationality (Valio processes this data e.g. to determine whether the data subject has a work permit or other necessary permits);
    • letters of reference or the names, positions and contact information of the references submitted by the data subject on his/her own initiative;
    • informal information submitted by the data subject on his/her own initiative, such as information about family relations, hobbies, positions of trust, life situation, etc.;
    • feasible summaries regarding the data subject written by the persons attending the recruitment process and feasible summaries of the statements of the references submitted by the data subject;
    • feasible personality and suitability assessments and results of security clearances.

  5. Data Sources

    Valio collects personal data from the data subject and from service providers carrying out personality and suitability assessments. Valio collects personal data as a part of the application process of vacancies, where the data subject registers his/her personal data directly into the recruitment system used by Valio. In addition, Valio collects open applications sent by the data subjects.

  6. Recipients of Personal Data

    Valio transfers personal data of the data subjects to service providers providing the recruitment system for Valio’s use and to the service providers carrying out personal and suitability assessments. These service providers process personal data on behalf and for the account of Valio. Valio discloses only those data subjects’ personal data to service providers carrying out personality and suitability assessments that have proceeded to the personality assessment phase of the recruitment process. In addition, Valio discloses personal data of the data subjects to authorities, if the data subject is subject to a security or other background clearance.

  7. Transfer of Personal Data outside the European Union or the European Economic Area

    Valio does not transfer personal data outside the European Union or the European Economic Area.

  8. Retention Period of Personal Data

    Valio processes personal data during the recruitment process, after which the personal data will be retained for two years.

    If the applicant is selected for the job, Valio transfers the basic data and other personal data relevant for the employment relationship collected during the recruitment process to Valio’s personnel register.

  9. Protection of Personal Data and Data Security

    Valio takes care of the data security of the personal data with appropriate administrative and technical protection measures. Only such persons to whom processing of personal data is necessary in order to perform their work tasks may process the personal data. The systems containing personal data of the data subject can be accessed only with separately assigned personal usernames and passwords.

    The systems and databases containing personal data processed by Valio are located in servers in locked facilities. Only named persons authorized to have access in order to perform their job assignments can access these facilities. Valio has secured the servers and the data network with appropriate firewall and other technical protection. The server platforms are protected by access control systems.

  10. Right to Object Processing of Personal Data

    The data subject has the right to object, on grounds relating to his or her particular situation, at any time to the processing of personal data concerning him or her. If the data subject objects to the processing of personal data, Valio is not able to process the job application of the data subject, and thus the data subject cannot be taken into consideration in the recruitment process.

    The data subject must present the demand regarding the objection to the contact person mentioned in Section 2 above. In connection with the presentation of the demand, the data subject must identify the grounds relating to his or her particular situation under which the data subject objects to the processing of personal data (for example, that the data subject is no longer interested in the respective vacancy). Valio may ask the data subject to verify his/her identity or specify the demand before the implementation thereof. Valio may also refuse to carry out the request of the data subject under grounds set forth in the data protection legislation. In such case, Valio notifies the data subject of such grounds.

  11. Other Rights of the Data Subject

    The data subject has, according to the applicable data protection legislation, at any time the right to:
    • have access to personal data (right to review);
    • obtain the rectification of inaccurate personal data or have incomplete personal data completed;
    • obtain the erasure of personal data; and
    • obtain the restriction of processing of personal data (for example for the time during which the data subject awaits a response for the request to rectify personal data).

    The data subject must present the request regarding the obtainment of his/her rights to the contact person mentioned in Section 2 above. Valio may ask the data subject to verify his/her identity or specify the request before the implementation thereof. Valio may also refuse to carry out the request of the data subject under grounds set forth in the data protection legislation. In such case, Valio notifies the data subject of such grounds.

  12. Right to Lodge a Complaint with Supervisory Authority

    The data subject has a right to lodge a complaint with the supervisory authority in case the data subject considers that Valio has not processed personal data according to the applicable data protection legislation. The data subject can lodge the complaint with a supervisory authority of the EU member state of the data subject’s habitual residence, place of work, or place of the alleged breach of data protection legislation.