Privacy Notice: Processing of Job Applicant Personal Data

(EU General Data Protection Regulation 2016/679, Articles 13 and 14)

In this notice, we provide detailed information about the purposes for which we collect your personal data and how we process them. Personal data refers to information by which you can be directly or indirectly identified.

For what purposes and on what legal basis do we process your personal data?

We process your personal data for the purpose of conducting recruitment.

The legal basis for processing personal data is the consent provided by the job applicant. In certain cases, it is necessary to process personal data to facilitate the creation of an employment contract.

The processing is based on the following laws and regulations, among others:

• Universities of Applied Sciences Act (932/2014)
• Act on the Openness of Government Activities (621/1999)
• Act on the Protection of Privacy in Working Life (759/2004)
• EU General Data Protection Regulation (2016/679)
• Data Protection Act (1050/2018)

What personal data do we process?

Information about job applicants depends on the information requested in the application form during recruitment and any additional information provided by the job applicant.

In recruitment, we primarily process the following information:

• Name and contact details
• Information used for assessing eligibility and suitability (e.g., work experience, education and qualification details, language skills, and other competencies)
• Information provided by the job applicant in the application (e.g., photo, certificates)
• Information generated during the recruitment process, such as messages and saved files
• Information about whether the job applicant’s data can be retained for future positions and for how long

The information may include special categories of personal data (sensitive data) if the job applicant provides such information in their application.

Where do we obtain your personal data?

The primary source of personal data is the job applicant themselves, who provide personal information when applying for a position and when providing additional information upon request.

To whom do we disclose your personal data?

We disclose personal data only to relevant parties as required and allowed by the applicable legislation.  Job applicant information is disclosed to the Ministry of Education and Culture for the purpose of recruitment data collection (Universities of Applied Sciences Act 932/2014).

Are your data transferred outside the EU or EEA?

Data is not transferred outside the EU or EEA.

How long do we retain your personal data?

Personal data is retained only for as long as necessary and to the extent required. The retention of personal data is governed by legislation, decisions of the National Archives of Finland, and Vaasa University of Applied Sciences’ records management plan.

How do we protect your personal data?

We ensure that your privacy is not compromised during the processing of your personal data. Information is processed and stored in a manner that complies with legal requirements and appropriate security measures.

Only Vaasa University of Applied Sciences employees involved in the recruitment process handle personal data. Third parties, such as recruitment consultants and expert assessors, may be involved in specific recruitment processes. All personal data processors are bound by confidentiality obligations.

Do we use automated decision-making?

There is no automated decision-making in the processing of personal data.

This privacy notice has been updated on 10 August 2023.