Privacy policy for recruitment using Teamtailor

The service for handling recruitments and simplifying the hiring process is powered by Teamtailor on behalf of Hammer & Hanborg Group. It is important that the persons using the Service feel safe with, and are informed about, how we handle User's personal data in the recruitment process. 

The below terms and policies apply to all candidates registered in our candidate network. 

It is our standard routine that every employee at Hammer & Hanborg (H&H) who contacts a potential candidate via telephone or digital channel, always will refer to our web-based candidate database. When a candidate registers his or her infor- mation in the database a mutual contract is entered between us and the registered candidate regarding offering potential career paths.

By registering, you will be available for H&H when searching both publicly and non-publicly announced assignments that H&H believes fits your profile. You can search publicly available assignments yourself via our web. Alternatively, you will be contacted by us to confirm that you approve being part of our candidate processes regarding both public and non-public assignments.

What personal data is collected? As a candidate, you register your personal information in our candidate database. In a shorter form, you enter your contact information and your geographical preferences. Your registration is completed when you upload your resume and/or personal letter.

With the exception for food preferences (related to invitations to events et cetera), H&H will not actively collect or process any sensitive personal data. Such information includes union memberships, political opinions, sexual orientation, religious beliefs or any other information not relevant when recruiting or hiring consultants. It is therefore important that you as a candidate do not include such sensitive personal data that is irrelevant for the assignments you are applying for. 

Personal Identity Number. Personal identity numbers (Swedish: “personnummer”) will only be processed in conjunction with background checks. As a candidate, you should not provide your personal identity number in your resume, application or candidate profile. If a background check is to be conducted in connection with a recruitment process, you will be informed in advance in order for you to provide your consent.  

As a candidate at H&H, the following personal data can be subject to processing:

•            First name and surname

•            Contact details such as, email address, phone number and home address

•            Previous work experience, education and courses

•            Interview notes

•            Test results from test applications utilized in the selection process

•            Information regarding how you have interacted with us

•            Referrer’s statements

•            IP addresses

•            URLs, for example link to your LinkedIn profile

•            Documents such as personal letters and resumes that you yourself have uploaded to our web-based candidate database

Purpose of collecting personal data. The purpose of collecting personal data is to maintain and uphold a relationship with you as a candidate and to ensure that H&H can fulfill our services. We may also use your contact information to invite you to events, seminars and surveys. In all digital communication you will offered the opportunity to unsubscribe.

Transfer of personal data to customer. Personal data that H&H processes as part of you being a candidate, may be transferred to our customer in conjunction with a recruitment or consultant hiring process. With respect to your integrity, we will never distribute your personal data to a customer when you have displayed an interest in a specific assignment without first discussing this with you. Test results from our assigned test suppliers may be transferred to our customer for the specific assignments you have applied for. 

Transfer of personal data to external supplier. There may be instances when you  as a candidate are required to participate in for example personality and proficiency tests provided by an external supplier. Your personal data may be transferred to and processed by the supplier for the completion of the tests. Such processing has been approved by you when registering your personal data in our candidate database and by approving your participation in the recruitment or consultant hiring process in question. 

Your references. In a recruitment process, we may ask you to submit references. It is your responsibility to inform your chosen references that their respective personal data has been submitted to us. Without exception, we only contact those references that you provide us with in any given recruitment or consultant hiring process.  


Saving your personal data for the future. H&H will save your personal data for future career opportunities. Data relevant in a specific recruitment or consultant hiring process such as interview notes and information from references, are saved as long as the specific process is proceeding and thereafter for up to three (3) years. The reason for this is to enable us to execute our legal rights in the case of a discrimination dispute. On a regular basis we also update and delete data in our candidate database in order to maintain its relevance and accuracy.


Opportunity Newsletter. Our opportunity newsletters, describing current recruitment and consultant hiring assignments, are distributed via email and are not linked to your profile or personal data in our candidate database. At any time, you can unsubscribe from receiving these newsletters. When doing so, you are however not automatically removed from our candidate database. If you want to delete your personal data, please see the section “The Right to Erasure” below.

Your rights as a registered candidate in our candidate database. It is important to us that you are aware of your rights regarding your personal data.

 

Right to Access. You have the right to access all your personal data in our candidate database in which case you can request your data here. 
 

Right to Rectification. You have the right to have incorrect personal data rectified without delay. You can rectify all personal data that you have registered in our candidate database by logging into our candidate portal. You can also delete previously uploaded documents such as resumes and personal letters. You also have the right to have incomplete or incorrect personal data updated by sending us your input via email to kandidat@hammerhanborg.com.

Right to Erasure. You have the right to request the deletion of all your personal data. In cases where there are legal obligations that prevent H&H from immediately deleting certain personal information, we may deny your request for deletion. This is for instance the case regarding accounting legislation. Continued processing of your personal information may also be necessary in order for us to claim, defend or determine legal claims. If you want to execute your right to have your personal data deleted please use the service "Remove my data".

If no legal obligations prevent us from deleting your personal data, they will be deleted promptly and no later than 30 days upon your request. You will receive a confirmation when your personal data is deleted.
 

Right to Data Portability. In cases where the H&H processing of personal data is conducted in order to fulfill H&H service agreements, you have the right to request that your personal data is transferred to another data controller. A prerequisite for this is however, that the transfer is technically possible and that it can be automated.

Right to Lodge a Complaint. If you believe that H&H is processing your personal information incorrectly, you may, in addition to contacting us via email at kandidat@hammerhanborg.com, file a complaint with the Swedish og Norwegian Data Protection Authority.

Security & Privacy. It is the ambition of H&H to always process your personal data within the EU/EEA where our IT systems are located. H&H has taken security measures to ensure that the processing of personal data is conducted in a safe way to safeguard personal data against unauthorized access, unauthorized use and abuse. Access to the IT systems where personal data is stored is restricted to the employees and service providers who need the data to perform their duties. In addition, all employees are informed about the importance of maintaining personal data security through internal routines that regulate the use of passwords and work outside the office and abroad.


H&H continuously monitors our IT systems to detect vulnerabilities and to protect your person- al data.

Please see our full Integrity Policy.

Additional information. We hope you in this document have found the answers to the questions you might have regarding how Hammer & Hanborg processes your personal data. If you have any further questions, please contact Annika Lasmarias, our Data Protection Officer. It is her responsibility to ensure the internal compliance of our Integrity Policy.

 

Annika Lasmarias is COO at Hammer & Hanborg’s Stockholm office. You can reach her at annika.lasmarias@hammerhanborg.com or by telephone at +46-8 459 03 50.