Recruitment Privacy Notice 2018
Terms and conditions regarding Collecting and processing personal data when applying for a position in the Grundfos Group
When you are applying for a position in Grundfos, you accept the terms and conditions in this policy.
What information is collected about you?
Grundfos collects and processes personal data about you (“Personal Data”), which includes your name and email address and could include other information entered into the application form by you such as your address, telephone number, information about your formal education, previous employment within or outside Grundfos, previous employment number, language skills, geographical mobility, working permit, which jobs you have applied for, correspondence and comments and uploaded attachments such as CVs, cover letters or other attached documents.
You are free to decide whether you want to provide your Personal Data to Grundfos. However, you are obliged to provide the Personal Data to make a job application. If you do not provide the Personal Data you will not be able to make a job application.
For which purposes is your Personal Data used?
Grundfos is using the Personal Data for the purpose of recruitment for the job you are applying for or to send you information on your job matches. Further, Grundfos will use your Personal Data for making reports on applicant statistics in anonymised form.
If you have been interviewed for a position, we may invite you to participate in a candidate survey concerning your experience in the recruitment process after the interview with the aim of improving candidate experience. Survey answers are anonymous, and Grundfos cannot trace the survey answers and ratings back to the individual interviewed job candidate.
The legal basis for collecting the Personal Data
For recruitment or job match purposes, the processing of your Personal Data is based on the understanding between you and Grundfos that you apply for a job or enter your details into Grundfos’ job database for Grundfos to send you information on your job matches, and that the processing of your Personal Data is necessary for these purposes. The processing of your Personal Data is thereby considered necessary for the performance of a contract to which you are a party or in order to take steps at the request of you prior to entering into a contract, which is Grundfos’ legal basis for processing your Personal Data (Article 6, para. 1, lit. b of the General Data Protection Regulation (Regulation (EU) 2016/679) “GDPR”).
If we invite you to participate in a candidate survey, the processing of your Personal Data is necessary to fulfil or protect the legitimate interest of Grundfos. Grundfos has deemed that these interests override any interests or fundamental rights and freedoms the interviewed job candidates may have which require the protection of personal data (Article 6, para. 1, lit. f of the GDPR). The legitimate interest and objective of Grundfos is to improve candidate experience. That objective and interest is deemed not to be overridden by interests or fundamental rights and freedoms of the interviewed job candidates. Moreover, the interests of the interviewed job candidates are safeguarded by the fact that Grundfos cannot trace the survey answers and ratings back to the individual interviewed job candidate and link personal data to survey answers.
Please do not provide sensitive Personal Data when applying for a job or otherwise submitting your Personal Data into Grundfos’ job database. Sensitive personal data is information about your race, ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of information about your genetic data, biometric data for the purpose of uniquely identifying you, data concerning your health or data concerning your sex life or sexual orientation.
Your Personal Data may only be processed for different purposes if this is necessary in order to comply with legal or regulatory obligations (e.g. transfer to courts or criminal prosecution authorities), if you have consented to the respective processing, or if the processing is otherwise lawful under applicable law. If processing for a different purpose takes place we may provide you with additional information.
Equal opportunities monitoring in the US
When you are applying for a specific job within Grundfos in the US you will have the opportunity to provide information about your gender, ethnic origin, disability and veteran status in order for us to conduct equal opportunities monitoring. The provision of this information is entirely voluntary and if you choose not to provide it your application(s) will not be affected in any way. If you do choose to provide this information, you explicitly consent to our processing it for the purposes of equal opportunities monitoring. This information on equal opportunities monitoring will be held separately and anonymously in the candidate pool.
For how long time does Grundfos keep my Personal Data?
If you have not applied for a position within Grundfos and there has been no activity on your candidate profile for a period of one year, you will receive a re-activation email to update your profile. If you do not log on to you profile within 1 month after receiving this email, your profile will be deregistered and your Personal Data will be deleted.
If you have applied for a position within Grundfos and have not authorised that Grundfos to keep your Personal Data for other positions, Grundfos will hold the Personal Data you submit to the candidate pool for a period of one year. In some cases, the local laws applicable to the Grundfos group company (or companies) to which you have applied, may require that the Grundfos group company (or companies) keep your Personal Data for longer or shorter, in which case Grundfos will retain your Personal Data for that period.
If you have applied for positions within Grundfos in more than one country, Grundfos will hold your Personal Data for the longest of the periods required by local law but at least for a period of one year.
Some of your Personal Data may, however, be stored for accounting purposes or for defence of legal claims. This Personal Data will be stored until the expiration of the statutory limitation period. Moreover, some of your Personal Data will be stored in an anonymised form for a longer period that does not allow you to be identified for making reports on applicant statistics.
How does Grundfos secure your Personal Data?
Your Personal Data will be handled as strictly confidential. Grundfos secures that no unauthorised access to your Personal Data will occur. When you submit your Personal Data in the system it is sent via an HTTPS secure line. Further, your Personal Data is stored in a secure manner in a database in the EU.
Details of the data controller and recipients of the Personal Data
Grundfos Holding A/S, Poul Due Jensens Vej 7, 8850 Bjerringbro, Denmark, email email@example.com and the Grundfos Group Company/Companies to which you have applied, if any, (jointly referred to as “Grundfos”) is/are (joint) data controllers and responsible for data security and the processing of your Personal Data according to the specific purposes mentioned above. Please see this link for an overview of local Grundfos entities.
Grundfos can share your Personal Data with third parties acting as Grundfos’ data processors for processing your Personal Data according to the purposes mentioned above. The following data processors are used:
SAP Deutschland SE & Co. KG, Hasso-Plattner-Ring 7, 69190 Walldorf, Germany: SAP Deutschland is hosting Grundfos’ HR database through a SAP system called SuccessFactors. Moreover, SAP Deutschland is delivering service and support necessary to fulfil the purposes mentioned above.
Gavdi A/S, Sankt Nikolaj Vej 8, 1953 Frederiksberg C, Denmark: Gavdi A/S is delivering service and support for the SuccessFactors system to fulfil the purposes mentioned above.
Other local companies within the Grundfos Group that will assist with IT support for the above systems.
Placement consultants who assist with recruitment and submit candidates into SuccessFactors via the SuccessFactors Agency Portal. Placement consultants cannot view the candidates once they have been submitted to SuccessFactors, neither candidates submitted by the placement consultants themselves or other candidates. If Grundfos chooses to invite a candidate submitted by a placement consultant this candidate will receive an invitation to apply directly from Grundfos.
At Grundfos your Personal Data will be available to and processed by HR professionals in the relevant Grundfos HR department(s), Payroll, IT, Service Desk and other departments involved in administering the recruitment program. The recipients within the Grundfos group only have access to personal data to the extent that and if necessary for performing their work duties.
Grundfos respects your choice of making your profile visible either to any Grundfos recruiter worldwide, any Grundfos recruiter in your country of residence or only to recruiters managing jobs you apply to. The data processors listed above handle and process the Personal Data for underlying system purposes only and do not access the Personal Data as recruiters.
Other authorised third parties may need to access or store Personal Data if required or permitted by applicable law (e.g. governmental authorities, courts, external advisers and similar third parties that are public bodies).
Transfer of the Personal Data
In certain cases, your Personal Data may be transferred to outside of EU/EEA. Grundfos ensures that such transfer will be carried out in accordance with the applicable data protection laws. This entails that any party outside of EU/EEA which comes in possession of your Personal Data must ensure an adequate level of protection, for example by entering into the EU standard contractual clauses, or implement and comply with binding corporate rules, where applicable. If you have any inquiries in relation hereto, you are welcome to contact the Grundfos – please see the contact information below in the ‘How do you access, edit or delete your Personal Data from the system?’ section below.
How do you access, edit or delete your Personal Data from the system?
At any time you may logon to the Grundfos recruitment system to see which information, including Personal Data, Grundfos has recorded about you in your candidate profile. Further, you will be able to change or deactivate your profile.
Deactivating your profile will withdraw all your applications from all the positions for which you have applied within Grundfos and will remove your profile from the candidate pool. However, if you have applied for a position within Grundfos, your Personal Data may be retained for a period of time in an "inactive" status as required by applicable law and may not be deleted immediately.
Under applicable law, you have various rights (under the conditions set out in applicable law):
Withdrawal of consent: If you have declared your consent for any processing of your Personal Data, you can withdraw this consent at any time with future effect. Such a withdrawal will not affect the lawfulness of the processing prior to the consent.
Right of access: You may have the right to obtain from us confirmation as to whether or not Personal Data concerning you is processed, and, where that is the case, to request access to the Personal Data. The access information includes – inter alia – the purposes of the processing, the categories of Personal Data concerned, and the recipients or categories of recipients to whom the Personal Data have been or will be disclosed. However, this is not an absolute right and the interests of other individuals may restrict your right of access.
You may have the right to obtain a copy of the Personal Data undergoing processing. For further copies requested by you, we may charge a reasonable fee based on administrative costs.
Right to rectification: You may have the right to obtain from us the rectification of inaccurate Personal Data concerning you. Depending on the purposes of the processing, you may have the right to have incomplete Personal Data completed, including by means of providing a supplementary statement.
Right to erasure ("right to be forgotten"): Under certain circumstances, you may have the right to obtain from us the erasure of Personal Data concerning you and we may be obliged to erase such Personal Data.
Right to restriction of processing: Under certain circumstances, you may have the right to obtain from us restriction of processing your Personal Data. In this case, the respective data will be marked and may only be processed by us for certain purposes.
Right to object: Under certain circumstances, you may have the right to object, on grounds relating to your particular situation, or where Personal Data are processed for direct marketing purposes at any time to the processing of your Personal Data by us and we can be required to no longer process your Personal Data.
Right to data portability: Under certain circumstances, you may have the right to receive the Personal Data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format and you may have the right to transmit those data to another entity without hindrance from us.
If you would like to know more or wish to use one or more of your above rights, you are welcome to contact Grundfos Holding A/S by sending an e-mail to firstname.lastname@example.org or calling telephone +45 87 50 14 00. Some Grundfos companies have a local data protection officer whom you may also contact. Please see this link for an overview of data protection officers.
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Filing of complaints
In case of complaints, you also have the right to lodge a complaint with the competent supervisory authority regarding the processing of your Personal Data.
We reserve the right to change or supplement this Privacy Notice at any time. To the extent the changes of the Privacy Notice are regarded as material and significant, you will be informed hereof, for example via email or on Grundfos’ company website.