Privacy Policy. GDPR – Last Update: 17.10.2024
Data Subject Consent Form: By agreeing with the terms, you provide consent to process your Personally Identifiable Information (PII) data in accordance with our Privacy Policy.
This Privacy Policy aims to clarify how we internally process your personal data and share it with third parties. This privacy notice for Nordic Jobs Worldwide AS ("Company," "we," "us," or "our"), describes how and why we might collect, store, use, and/or share ("process") your information when you use our services ("Services").
Purposes for Data Processing: We and our third parties may process your data for recruitment-related purposes, including but not limited to evaluating your qualifications, contacting you regarding job opportunities, and managing the recruitment process.
Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:
Cover Letter
CV / Resume
Other personal files you may have uploaded
Job titles
Email addresses
Phone numbers
Location/Home address/Place of Residency
Names
Tests
Picture of your passport/work documents that may be required by our third parties
Any additional information that you provide us with that is relevant for a specific position, offer or in connection with an agreement, marketing, events, surveys, invitations, handling the relationship with customers and suppliers and other legal requirements, such us:Gender, Civil status, Nationality as well as details of competence analysis/interview summary.
Background reference checks may be requested and stored for recruitment purposes.
Criminal Record Information:If you voluntarily provide information about any criminal records during the recruitment process, we may retain this information as part of your applicant profile, in accordance with applicable laws and regulations. This information will be handled with the utmost confidentiality and used solely for the purpose of assessing your suitability for the purpose of recruitment.
Disability Information: In accordance with applicable laws and regulations, we may collect and store information regarding your disabilities if you choose to provide this information. This information will be used solely for the purpose of ensuring equal employment opportunities and to make necessary accommodations during the recruitment process and potential employment. Your disability information will be handled with the utmost confidentiality and security.
How do we acquire/collect your data PII – Data subject
We obtain your data through various channels, including:
Direct Interaction/application: You provide your information directly to us when you apply for a position or communicate with us through direct application submissions to job advertisements, marketing campaigns where we request data for contact purposes, chatbots, or email associated with our company.
Third-Party Sources: We may collect data from third-party platforms such as Facebook and LinkedIn but also Tik-Tok and Instagram.It's important to note that for data obtained from Facebook, LinkedIn or any other social media platform, explicit confirmation from the candidate is requiredwhen we download their data into our database. Additionally, data may be sourced from CV databases. Depending on the specific CV database, consent for data collection may already be granted. In cases where explicit consent is required, we ensure that candidates provide their consent when downloading their data into our database.
Referrals: Existing employees may recommend potential applicants. In such instances, personal data about the referred individual may be provided by the referring employee. In these cases, the referred individual is considered a User under this Privacy Policy, and they will be duly informed about the processing of their data via our Privacy Policy, providing you with the option to refuse and request deletion of your profile.
How do we process your information:
By submitting your data, you agree to the following processing, including but not limited to:
Contact by our recruiters regarding job opportunities, by channelsincluding but not limited to: e-mail communication, WhatsApp, SMS, Phone Calls, social media, etc.
Receiving newsletters/in-mails about job offers via email.
Presentation of your CV and personal data, as well as information collected during the interview, to third parties (our clients) is part of our recruitment process mediation. As a recruitment agency, we act as intermediaries between candidates and our clients. By accepting our Privacy Policy, you consent to having your data stored in our database and give us the Right to Represent you to our clients. However, we want to emphasize that we will only present your CV and personal data to clients after discussing a specific job opportunity with you and obtaining your explicit consent to proceed. This consent can be provided verbally or through another form of communication, such as email.
We implement procedures to request and validate EU citizenship in accordance with Article 6 of General Data Protection Regulation (GDPR).
There is a potential for data transfer to third-party clients located outside the EU with your consent, particularly if the recruitment process involves one of our clients situated outside the EU
We process your personal information for various purposes, depending on your interaction with our Services:
Account Management: We process your information to facilitate account creation, authentication, and overall management of user accounts. This includes enabling you to create and access your account and ensuring its functionality.
Service Delivery: Your information is processed to deliver and facilitate the services you've requested from us.
Administrative Communication: We use your information to send you administrative details about our products and services, updates to our terms and policies, and other relevant information.
Marketing and Promotions: Within our area of recruitment, we send you marketing and promotional communications to keep you informed about relevant opportunities and updates.
Campaign Effectiveness: We process your information to assess the effectiveness of our marketing and promotional campaigns. This helps us tailor our campaigns to better meet your needs and preferences.
Protection of Vital Interests: In certain situations, we may process your information to save or protect an individual's vital interests, such as preventing harm. By providing your personal information, you acknowledge and consent to these processing activities.
Third-Party Service
We may disclose your data to third-party service providers, contractors, or agents ("third parties") who assist us in providing and managing services both for ourselves and on your behalf. These third parties require access to your information to fulfil their responsibilities effectively.
We have contractual agreements in place with these third parties to ensure the protection of your personal information. They are only authorized to use your personal data as instructed by us and are prohibited from sharing it with any other organization. Additionally, they are committed to safeguarding the data they hold our behalf and to retaining it for the duration specified by us.
The categories of third parties with whom we may share personal information include:
Data Analytics Services
Sales & Marketing Tools
Website Hosting Service Providers
Communication & Collaboration Tools
User Account Registration & Authentication Services
Performance Monitoring Tools
Lawful Bases of Legitimate Business Interest and Data Retention Policy:
We may retain your candidate profiles indefinitely for record tracking and maintaining employee files. However, we strive to minimize the retention of unnecessary data on our database and may pseudonymize or encrypt your profile to comply with the Right to restrict processing.
We track records such as previous applications, ongoing recruitment processes, and hirings, maintaining essential employee files.
We will implement the Right to be Forgotten based on the following principles:
Your data will be deleted from our database upon your explicit request. This request can be made through your account registration on our website, verbally, or via written communication (such as an email) sent to us.
If we do not receive communication from you within 2 years and there is no ongoing record tracking requirement as the one mentioned above, we will delete your profile in our CRM system entirely.
However, if your application necessitates ongoing record tracking, we reserve the right to retain minimal data (We track records such as previous applications, ongoing recruitment processes, and hirings at client). In such cases, your application will be switched to inactive status, and you will be removed from our mailing list. You can also request us to resort to pseudonymization and encryption of your profile, thereby adhering to the Right to Restrict Processing. Should you wish to reactivate your account, you can contact one of our recruiters to request written consent for reactivation, or directly email our HR team at hrteam@worldwiders.com
An email will always be sent to confirm that your data has been deleted. In cases where we are required toretain minimal data, you will be informed accordingly.
Internal Policy for Internal Recruitment:
If you have previously been placed with one of our clients but undergo an internal recruitment process within our company, resulting in your internal hiring, we are unable to fully delete your profile due to record tracking obligations. However, we commit to minimizing unnecessary data in our database. In some cases, we may resort to pseudonymization and encryption of your profile, thereby adhering to the Right to Restrict Processing.
Right to Rectification:
You have the right to ensure your personal data is accurate and up to date. Upon request to our HR team on hrteam@worldwiders.com we will rectify inaccuracies within one month. We will send an email every 2 years to inquire if you would like to update your profile. Profiles not updated within 2 years may be deleted following the point above on Lawful Bases of Legitimate Business Interest and Data Retention Policy applied.
Subject Access Request (SAR):
You have the right under GDPR to access your personal data held by us. We will provide access and relevant information about data processing within 30 days of receiving the request, along with a free copy of the personal data being processed upon request to our HR Team on hrteam@worldwiders.com
Legal Obligations.
We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.
We do not knowingly collect data from or market to children under 18 years of age.
We do not intentionally collect data from or market to individuals under the age of 18. By using our Services, you confirm that you are at least 18 years old or that you are the parent or guardian of a minor who is using the Services, and you consent to the minor's use of the Services.
If we discover that personal information has been collected from users under the age of 18, we will deactivate the account and take necessary steps to promptly remove such data from our records. If you are aware of any data that may have been collected from children under the age of 18, please contact our HR Team on hrteam@worldwiders.com
How do we keep your information safe?
We implement both organizational and technical measures to safeguard your personal information. However, it's important to note that no electronic transmission over the internet or storage technology can be completely secure. Therefore, we cannot guarantee that hackers, cybercriminals, or other unauthorized third parties won't bypass our security measures to access, steal, or modify your information.In the event of such a breach, we have established Data Breach Procedures within our company. We will promptly identify the breach and follow the necessary protocols to address and mitigate the situation.
Information automatically collected.
Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services. We automatically collect certain information when you visit, use, or navigate our website. This information does not reveal your specific identity (such as your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes. Like many businesses, we also collect information through cookies and similar technologies.
For any questions or requests regarding your data, please contact our HR Team on hrteam@worldwiders.com
This privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at the email address stated above.
We may update this privacy notice as needed.
The updated version will be indicated by an updated "Revised" date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we will notify you either by prominently posting a notice of such changes or via email communication. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.
