Personal data policy for candidates

For what purpose do we keep and process personal data?

• When we contact you or when you contact us, it is in order to assess whether you are a matching candidate for a position with one of our clients. Therefore, we will typically process your application and your CV in our systems.

What data is kept?

• In principle, we keep all the information you send to us: Your CV, application, diplomas, photo etc. In addition, we keep the information collected when we assess whether you match the job profile, i.e. personality analyses, references, relevant notes written by our consultants etc.

What data is not kept?

• Your full CPR number. We recommend that you do not send us your full CPR number. The first six digits are sufficient. If we receive the last four digits, they will immediately be deleted.
• No information about race or ethnicity, political, religious or philosophical affiliations, trade union affiliations, health or sexual matters is kept, and we recommend that you do not include such information in your application or CV.

How do we store your data?

• You data is processed confidentially and stored in our internal system, which is secured to the best standards. When using e-mail to transmit data, we always use encrypted e-mail.
• If we need to print your data, hard copies will be kept in a locked cabinet and shredded as soon as possible and no later than six 12 months after the position is filed.

Consent to disclose data to our client

• In connection with some job positions we will be required, when contacting you, to observe confidentiality about the client for whom we are searching a candidate. You accept, however, that Experts for Experts ApS discloses your CV and other data to the client in spite of you not knowing the name of the client at the time. Experts for Experts ApS will inform you of the client’s identity if and when this is possible. Experts for Experts ApS has entered into a processor agreement with the client, which ensures that the client undertakes to treat your data confidentially and in accordance with the General Data Protection Regulation.

Consent to obtain references

• References are only obtained with your agreement. We will contact you for your approval before obtaining references.

Deletion of data

• All data is deleted or pseudonymised when no longer relevant, typically after 12-18 months. In some situations, we need to keep your data longer, e.g. under the Danish Bookkeeping Act. Such data is deleted after five years.
• If you are offered a position as a result of the work performed by Experts for Experts ApS, we are under a contractual obligation to keep your data for up to 12 months from your first day of work at our client. Your data will thus be deleted at the end of this period, i.e. within one year.
• If you want  to be registered in our contact database, , please contact us to give your consent.

Access and correction

You are welcome to contact Experts for Experts ApS at any time to have your data deleted, view your data or have it corrected. You can do this by sending an e-mail to: mail@experts4experts.dk

Consent to storage in contact database

Experts for Experts ApS offers to store your data in our contact database.

The data stored are your correspondence with Experts for Experts ApS, contact details, application and CV, including your name, address, telephone number, e-mail address, education, experience and other information provided by you or mentioned in your application and CV. If you have provided your full CPR no. or any other sensitive personal data, it will be deleted from your application or CV before storage in our contact database. 

The data in our contact database will be used in connection with contact to candidates regarding future positions with clients. Therefore, if you are considered a potentially matching candidate, your data might be shared with the client. If and when this is possible, Experts for Experts ApS will inform you of the identity of the client. 

Experts for Experts ApS has entered into a data processing agreement with the client, which ensures that the client has confirmed to treat your data confidentially and in accordance with the General Data Protection Regulation.

When disclosing your data to the client, Experts for Experts ApS will check that your data is still relevant and will contact you to ensure that you are still interested in job opportunities. You thus accept that Experts for Experts ApS contacts you electronically or by telephone at a later date.

Data is usually kept in the contact database for three years, after which it is deleted. You are welcome to contact Experts for Experts ApS at any time to have your data deleted, view your data or have it corrected. You can do this by sending an e-mail to: mail@experts4experts.dk. 

With your signature/acceptance, you accept that Experts for Experts ApS keeps and processes your data as described above.

Date     /     - 2018

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