Data Protection - Employee Candidate

Effective date: 1 May 2020

The purpose of this Employee Candidate Data Protection Notice is to provide persons applying a job in our group of companies with information of their personal data processing and protection. This Data Protection Notice provides a general description of such personal data processing. Therefore, all details provided in this Employee Candidate Data Protection Notice may not apply to your case in particular. Generally, we process your basic personal data, such as your contact information, education, work history, to conduct perform recruitment activities.

What personal data of mine is processed?

  • Your essential personalization information;
  • Your contact details;
  • Consent you have given to us;
  • Information about your education and professional trainings;
  • Information on your earlier employments (as applicable);
  • Self-evaluation of your skills relevant for the job (e.g. IT and language skills)
  • Essential properties and requests (e.g. salary) concerning the job in question(depending on the case);
  • Your CV and application cover letter and possible video interview;
  • Technical identifiers;
  • Limited occupational health information (as applicable);

For the US candidates additionally also:

For the candidates applying for a position in the US and/or Canada additionally also:

For the candidates to be hired to a job position in the US and/or Canada additionally also the following onboarding information:

Who is responsible for processing my personal data?

Konecranes Plc (established in Finland and being the parent company of Konecranes Group) has the overall responsibility and supreme decision-making power. Konecranes Global Corporation (established in Finland) has the limited responsibility for Konecranes Group centralized IT systems/applications (incl. subcontracting) as well as international transfers of personal data outside EU/EEA.

You can contact us by sending an email to data.protection(a)konecranes.com

What permits the use of my personal data?

We rely on three lawful rights permitting and requiring us to process your personal data:

  • The consent you have given to us;
  • Fulfilment of our mandatory legal obligations and your rights related to your position as our employee candidate; and
  • Our legitimate interest to enable our recruitment related business processes (e.g. pre-analysis of our potential employee candidates as well as those necessary for supporting the recruitment with IT resources)

Why is my personal data processed?

Generally, we need to process your personal data in order to enable and ensure recruitment of personnel to Konecranes Group. Additionally, we need to provide IT services and support necessary for the our recruitment function.
 In detail, we use your personal data for the following purposes:
1) Pre-analysis of possible candidates;
2)  Recruitment and talent management (incl. data and document management);
3) Reporting and analytics;
4) Production, management, maintenance and research and development of processes, IT services and infrastructure;
5) Access management;
6) Organizing events
7) Archiving of non-active personal data in the scope of other purposes of uses and defined retention rules;
8) Fulfilling and/or defending the rights and obligations of the employer;

9) Ensuring the integrity of KC Group business environment and processes (incl. system/security monitoring for the prevention or inspection of misuse as the case may require).

In case there is a predefined requirement (e.g. education, skill) for a certain job opening you may be automatically segmented based on the predefined requirement. For instance, candidates without certain required education may be automatically discarded from the current recruitment process. Please observe that this categorization may have significant consequences for you as you might be discarded from the selections for the job opening you are currently applying to.

How do I benefit from my personal data processing?

Our use of your personal data enables and supports fair and efficient treatment of your job application. Additionally, in case of positive recruitment outcome, processing of your employee candidate data provides you ultimately with economic (e.g. salary), professional (e.g. work experience and training) and social (e.g. collegial interaction and co-operation) benefits.

What rights do I have?

You have always the right to:

  • Withdraw the consent to which the processing of your personal data is based on; and
  • Object the processing of your personal data on the grounds of our legitimate interest;

At any time, you have also the right to:

  • Gain access to your personal data;
  • Verify the accuracy of your personal data;
  • At your request, have your incomplete, inaccurate or outdated personal data amended, modified or erased; and
  • Under certain circumstances, restrict the processing of your personal data;
  • Under certain circumstances, be forgotten by us;
  • Receive your personal data which you have provided to us in a structured, commonly used and machine-readable format and have the right to transmit those data to another data controller when the processing is based on a consent you have given to us; and
  • Lodge a complaint with a supervisory authority.

You can exercise these rights by sending us email to data.protection(a)konecranes.com or by filling out the form in

What adverse effects might the processing cause to me? How are these effects mitigated?

As required by mandatory data protection laws, we have completed a thorough analysis concerning the risks potentially caused by our Employee Candidate Data processing to your rights and freedoms.

As with any data processing, certain risks are possible also in ours relating mainly to

  • the level of confidentiality of your personal data;
  • general data security matters; and
  • your inability to access our systems and services.

However, levels of these risks have been recognized to be low and having a remote possibility only. Moreover, we mitigate these risks actively i.a.by:

  • continuously training our data processing and HR personnel;
  • providing and developing detailed instructions; and
  • implementing and enhancing our data security practices.

From where is my data collected and obtained?

We collect your personal data:

  •  directly from you;
  •  from your earlier employer(s);
  •  from other Konecranes personnel (e.g. support personnel within HR); or
  •  from external resources supporting Konecranes business processes (e.g. recruiters); and
  •  from public sources.

Does my personal data leave from EU/EEA?

Yes, depending on the case we may transmit your personal data outside EU/EEA inside our group of companies but also to our external business partners who provide services to us.

Your personal data may be transferred to following countries for processing:

Who else will receive my personal data?

We use reliable subcontractors to provide us e.g. with IT services or recruiting services to us enabling our personal data processing - these services include, without limitation, provision of different infrastructure, software and applications utilized routinely in contact data processing within global groups of companies.

 

 

Who else will receive my personal data?

We do not disclose your data out of our effective control except if so required by the law in case a court or the police or other law enforcement agency has asked us for it.

Additionally, your data may be disclosed in a limited manner to our trusted business partners.

How is my data secured?

Your personal data is protected by technical and organizational measures against accidental and/or unlawful access, alteration, destruction or other processing including unauthorized disclosure and transfer of your personal data.

Such measures include but are not necessarily limited to proper firewall arrangements, appropriate encryption of telecommunication and messages as well as use of secure and monitored equipment and server rooms. Data security is of special concern when third parties (e.g. data processing subcontractors) providing and implementing IT systems and services are retained.

Data security requirements are duly observed in IT system access management and monitoring of access to IT systems. Personnel processing your personal data as part of their tasks is trained and properly instructed in data protection and data security matters.

How long is my personal data kept and used?

At most twelve (12) months ("General Retention Period") from the:

1)   Recruitment decision (in case of a specific job opening); OR
2)   Collection of your Employee Candidate Data, in case of an open job application;

unless otherwise required or allowed by:


1)     Any applicable legislation;
OR
2)   Your consent.

The retention of your Employee Candidate Data may always be extended on the grounds of establishment, exercise or defence of legal claims or execution of the Group's internal investigations as the case may require.

Exceptions to the above apply in Canada, Finland, Germany and the US as described here.

Is it not possible to do business without processing my personal data?

Provision of your personal data is voluntary but necessary to proceed with the recruitment process with us and to enable possible entering into an employment contract with us.