VILPE Oy is committed to the responsible management, use, and protection of your personal information. This text sets out VILPE Oy’s Job Applicant Privacy Policy, which applies to our practices in connection with data collected in the form of a job application.
Privacy Policy: Job Applicant Register
Section 24 of the Personal Data Act (523/1999)
Section 7 of the Act on the Protection of Privacy in Electronic Communications
1. Controller
VILPE Oy (0558172-1)
Kauppatie 9, FIN-65610 Mustasaari, Finland
Sales and technical support tel. +358 20 123 3233
2. Contact Person in Data File-Related Matters
VILPE Oy
Office Manager Mervi Koskela
Kauppatie 9, FIN-65610 Mustasaari, Finland
Tel. +358 20 123 3226
mervi.koskela(at)vilpe.com
3. Name of the Data File
Job applicant register of VILPE Oy.
4. Purpose of Processing Personal Data
The purpose of the register is the handling, management and maintenance of job applicants’ data. The personal data in the register is used to organise interviews with, communicate with, and recruit job applicants.
The basis for handling personal information is the legitimate interest of the register holder.
5. Data Content of the File
General identification details and basic information will be entered into VILPE Oy’s corporate information system:
- Date and time of registration
- Person’s name
- Person’s phone number
- Person’s email address
- Other possible data provided by the applicant
6. Storage Time of Personal Data
The personal data of applicants who are not recruited by the company is removed two (2) years, at the latest, after the application period has ended. However, the subject of the data can demand the removal of their data before this.
7. Collection of Personal Data
Personal data is collected directly from the applicant.
8. Transfer of Data
The data can be transferred to the register holder’s parent and daughter companies for the purposes described in this document’s article 4., for the register holder’s direct marketing purposes, or to the register holder’s personal data records. Transfers are always made in accordance with current data protection and security regulations.
9. Transfer of Data to Outside the EU or EAA
The data will not be transferred outside the EU or EAA.
10. Principles of Securing the Data File
A. Manual material
Kept in a place where access is restricted to designated persons.
B. The personnel of VILPE Oy and external persons acting on its behalf who participate in processing the data are bound by an obligation of confidentiality regarding all data in the register. Access to the data file is protected by usernames, passwords and access rights.
11. Profiling
The register holder does not use the data in profiling activities.
12. Data Subject Right to Object to Handling of Data and Direct Marketing
The subject of the data has the right to object to data handling activities which the register holder may perform using the subject’s data, so long as the basis for these data handling activities is the job application relationship between the subject of the data and the register holder. The subject of the data can present their objections by the means specified in this document’s article 14. (‘Contact’). The subject of the data will need to specify the particular instances which their objections are based on. The register holder can abstain from carrying out requests regarding objections on the basis of current laws and regulations. The data stored will not be used for direct marketing purposes.
13. Other Rights of the Subject of the Data
Right to Inspection
The subject of the data has the right to inspect what data concerning them has been stored in the register holder’s register. The request for inspection must be made according to this document’s article 14. (‘Contact’). The register holder can abstain from requests to inspect the data on the basis of current laws and regulations. Data inspection requests are usually free of charge when made only once a year.
The Right to Demand Correction of Data, Removal of Data or to Restrict Its Use
The subjects of the data have the right to demand the correction of incorrect data, as well as the right to prohibit the use of their data for direct marketing or similar purposes. Such requests must be made according to this document’s article 14. (‘Contact’). The subject of the data also has the right to restrict the handling of their data: for example, during the process of requesting the removal or correction of data concerning them.
The Right to Transfer Data from the Register
The subject of the data has the right to acquire any information which they have provided to the register (which has been used with their consent or mandate) in primarily machine-readable format to themselves or to be transferred to another register holder.
The Right to Make a Complaint to a Supervisory Authority
The subject of the data has the right to make a complaint to a supervisory authority when the register holder has not acted in accordance with the applicable privacy and data security regulations.
Other Rights
When personal data is being handled on the basis of the consent given by the subject of the data, this subject has the right to withdraw their consent by informing the register holder according to this document’s article 14. (‘Contact’).
14. Contact
In all matters regarding the handling of personal data and in all cases which involve evoking their rights, the subject of the data will need to contact the person specified in article 2. of this document. The register holder or the person specified in article 2. can then, when necessary, ask the subject of the data in writing to clarify their request. The subject of the data’s identity can also be verified, if necessary, before taking action on the request.