Privacy statement - Register of recruitment and psychological assessments

2. Contact

For matters related to the register, please contact tietosuoja@avila.fi

3. Register name

Avila Oy’s register of recruitments and suitability assessments.

4. Storage and processing of personal data

The information in the register is used to carry out recruitments and psychogical assessments ordered by the customers of Avila Oy.

In recruitments, where the candidate him or herself applies for an open position, or in psychologicalassessments, the processing basis is the written consent given by the individual. 

In the direct search, candidate data is processed on the basis of legitimate interest. The direct search companies justify the processing of personal data as a legitimate interest in terms of their business, and this is based on the existence of a meaningful and appropriate relationship between the candidates and the direct search companies.

Avila keeps the psychological assessment data for two years after receiving the data. After the storage period expires, the data is deleted. Candidate data from recruitments or direct searches will be stored as long as the legitimate interest is considered to be valid. Candidate data can be used anonymously for research and reporting purposes, in which case the individual respondent cannot be identified or identified.

If the candidate is selected through recruitment (including direct search) or psychological assessment, the data of the hired candidate will also be transferred to the client’s (customer’s) register, which the client, as an independent data controller, is obliged to report.

5. Data content of the register

The information content of the register consists of persons participating in recruitments and suitability assessments carried out on behalf of Avila’s customer. The data to be saved varies depending on the service. The register may contain the following information:

• Registered person’s name, contact information, language skills, educational background, work history.
• Job applicants’ job applications, resumes, and LinkedIn profile URL.
• Information gathered in interviews and psychological assessments.
• Possible other material collected in connection with the recruitment processes and information entered into the register by job seekers on their own initiative.

6. Data sources of the register

In recruitments, where the candidate him or herself applies for an open position, or in suitability assessments, the information in the register is obtained from the registered person him or herself.

Sources of information regarding potential job seekers in direct search include, for example, open websites, career-related networking services, databases and services containing candidate, company and industry information protected by user rights.

7. Data transfers

Information will not be disclosed to third parties or used for other purposes without the permission of the data provider, unless it is a matter of information disclosure in accordance with the requirements of legislation or official regulations.

The processing of personal data does not take place outside the European Union or the European Economic Area. All our partners are committed to complying with the requirements of the EU data protection regulation.

8. Register protection principles and data processing security

Avila processes personal data in a way that aims to ensure appropriate security of personal data, including protection against unauthorized processing and accidental loss, destruction or damage.

Personal information is kept confidential. The personal data of the registrants is processed by the persons responsible for Avila’s recruitment data register and the Avila personnel participating in the recruitment.

Based on the Employment Contracts Act and the confidentiality clauses of contracts, all entities that process personal data have a duty of confidentiality regarding matters related to the processing of registered personal data.

Avila uses appropriate technical and organizational security measures to secure the protection of data, including firewalls, limited data read, passwords, two-step authentication and other technical security measures.

In accordance with this privacy statement, Avila can outsource the development and maintenance work of information systems that contain personal data to different service providers. Avila ensures with sufficient contractual obligations that personal data is processed appropriately and in accordance with the law.

9. Rights of the data subject

In accordance with the legislation, the registrant has the right to be informed of what information about him or her has been stored in Avila’s register. The person also has the right to delete or correct data. The data will be deleted according to the request if the law does not require their retention.

If the processing of personal data is based on the consent given by the data subject, the data subject has the right to withdraw his consent. The cancellation has no effect on the processing carried out before it.

Requests regarding the rights of the registered are made electronically, and they are sent to the e-mail address of the data controller mentioned in this privacy statement.

The registered person has the right to withdraw his or her consent at any time or to object to the processing of his data. The registered person also has the right to file a complaint with the supervisory authority.

10. Changes to data protection

This privacy statement can be changed and updated as necessary. The changes may be based on the development, improvement of our services or changes in data protection legislation.