DATA TO BE PROVIDED DURING RECRUITMENT
1. PROCESSING OF PERSONAL DATA DURING THE RECRUITMENT PROCESS
During the recruitment process, we receive and process a variety of personal data about you. This is done to assess whether you are a qualified candidate for a vacant position with LEO Pharma A/S or one of LEO Pharma A/S’ affiliates. In doing so, we become the data controller in respect of the personal data we process about you.
Our contact details are:
LEO Pharma A/S, company reg. (CVR) no. 56759514,
Industriparken 55, 2750 Ballerup,
+45 4494 5888.
When assessing your job application, we process your general personal data that were included in your application, such as your name, address, contact information, educational background and professional history. If relevant for the position you have applied for, we will ask you to provide us with a copy of your criminal record and subsequently process the information herein when assessing your application.
We kindly ask you not to include any special categories of personal data in your job application, unless you believe such information is strictly relevant and necessary for us to assess your application. This may information relating to your health, union membership or racial or ethnic origin. If you believe such special categories of data are strictly relevant and necessary for us to be able to process and assess your application, we will consider your forwarding of such data to us as your consent for us to process this data for the purposes stated above.
Below, you can read more about the data we process about you during the recruitment process.
2. DATA PROTECTION OFFICER – WHO TO CONTACT
If you have any questions regarding the personal data we process about you, please contact our Data Protection Officer by e-mail at firstname.lastname@example.org.
3. WHY DO WE ASK FOR INFORMATION AND DO YOU HAVE TO PROVIDE IT?
We only process the information about you that you choose to give us. When assessing your application, we do not collect more information than needed to meet the purposes we stated above, and we will not keep your data any longer than necessary to fulfill these purposes.
During the recruitment process, we may ask you to provide additional information, complete a logic or personality test, etc. You don’t have to provide this information, complete the test, etc., but please note that this may affect your chances of being offered a position with us.
4. THE RECRUITMENT PROCESS
4.1. Receiving your application
When we receive your application, we create a recruitment profile in our recruitment system. The personal data you provided in your application, your CV and other enclosed documents will be stored in your recruitment profile until the recruitment process has been finalized. Please see section 10 below for further information.
The personal data about you that typically will be stored in your recruitment profile is your:
- Name, address, date of birth, contract information, educational background, professional history, profile picture (if provided), language skills and recommendations and/or references you may have provided.
Our legal basis for processing your personal data in this regard are article 6(1)(b) and (f) of the General Data Protection Regulation, which relate to processing carried out in order to take steps at your request before entering a contract, and our legitimate interest in processing your data in order to assess your application (the so-called “balancing of interests rule”).
If you have provided special categories of personal data in your application, such as health information, our legal basis for processing this is article 9(2)(a). Please note, you may at any time withdraw this consent to our processing of such information. If you do so, we will cease such processing from the time of such withdrawal, but it will not affect the lawfulness of our processing of the data up to the time of withdrawal. You may contact us here.
Once your recruitment profile has been created you will receive login details to the system. You may at any time during the recruitment process log into the system and delete your information.
4.2. Assessing your application
We specifically assess the qualifications of each individual applicant against the qualifications required for the vacant position. When we have completed our initial assessment of the applications, we have received, we will invite a number of candidates for interview(s).
The candidates not invited for an interview will be informed that will not be considered for the vacant position. Please see section 9 for further information.
4.3. Data from social media
In our assessment of applicants for some positions it may be relevant for us to visit applicants’ profiles on social media, such as LinkedIn.
We may collect personal data about you from these social media platforms in order to assess whether you match our company and the specific position you have applied for. These are information you have chosen to make public, and our legal basis for processing this information is article 6(1)(f) of the GDPR (the “balancing of interests rule”).
4.4. Data from personality test and proficiency test
For certain positions, we may ask you to complete a personality test and a proficiency test. The purpose of these tests is to assess your qualifications as a potential employee and to assess whether your profile matches the company and the team that you potentially will be a part of.
As the test is used to assess whether your professional profile matches the vacant position, we register and process the data from the personality test and the proficiency test in accordance with article 6(1)(f) of the GDPR on the balancing of interests.
4.5. Data from previous employer
For some positions, we ask you to provide references from previous employers. If we obtain references from one or more of your previous employers, the information given will be stored for the duration of the recruitment process and deleted again when the hiring process ends.
When providing references, we will ask you for your consent before we contact one or more of the references. Our legal basis for processing the information we receive about you from the references you have provided is article 6(1)(a) of the GDPR.
We will discuss the following topics with the references:
- Work relation;
- Verification of information in your application;
- Professional and social competences;
- Achievements and work capacity.
You may withdraw your consent at any time. You can withdraw your consent by contacting us here. If you do so, we will cease such processing from the time of such withdrawal, but it will not affect the lawfulness of our processing of the data up to the time of withdrawal.
When the recruitment process has ended, we may send you a survey through one of our service providers.
Your participation in the surveys is voluntary, and most of the surveys are anonymous to the extent that we do not collect your name, contact details or other information unless necessary to fulfil the purpose of the specific survey. However, most surveys you may receive are based on individual and specific links, and thus, from a technical perspective we process your personal data in this regard.
If you choose to participate, we process your personal data in this regard based on the GDPR article 6(1)(f) regarding the balancing of interests. The purpose of sending out surveys is to gain an impression of the applicants’ thoughts and considerations within specific areas of our recruitment process to improve, develop or amend the way we do things at LEO Pharma.
5. STORAGE AND ERASURE
5.1. If you are not offered the relevant position
If you are not offered the vacant position you have applied for, we will erase the data we have received and stored about you within six months after the recruitment project is finalized. If you apply for another position at LEO Pharma or if you log into your profile on our recruitment system within said six months, your data will be store in your profile for an additional period of six months. However, the total storage period in our recruitment system after the recruitment project is finalized will not exceed 12 months.
If you have completed a personality test/proficiency test, the results of your personality test/proficiency tests will be deleted six months after you have completed the tests.
We apply GDPR Article 6(1)(f) as a legal basis for storing your data as described above.
5.2. If you are offered the relevant position
If you are offered the vacant position, we will register the data you provided during the recruitment process in our internal HR Administration system to prepare an employment contract, including:
- Name, address, email address and phone number;
- Date of birth and national identification number;
We apply GDPR Article 6(1)(b) as a legal basis to process your personal data in our HR administration system, as the processing is necessary for the performance of a contract to which you are a party.
6. YOUR RIGHTS
You are entitled to certain rights when we process and store your personal data. Below, you will find a summary. of these rights. Please contact us using the contact information in section 1 if you wish to exercise any of your rights.
Withdrawal of consent
When we process your personal data based on your consent, you have the right to withdraw this consent at any time as described above. Please note, a withdrawal of your consent does not affect our processing of your personal data under the consent prior to the withdrawal.
Right of access, rectification, erasure and transfer
You have the right to obtain access to the personal data we process about you, and if you believe that the data we process about you is incorrect, you may ask us to rectify this data. In certain circumstances you may also ask us to erase the personal data we have stored about you before our ordinary time of erasure.
Further, you have the right to ask us to restrict the processing of your information in certain circumstances, and you have the right to object to our processing of your personal data if the legal basis for our processing is based on the balancing of interests rule in GDPR article 6(1)(f).
Finally, in certain circumstances, you have the right to have your personal data transferred to you in a structured, commonly used and machine-readable format and to have those data transmitted to another data controller.
7. FILING OF COMPLAINTS
If you have concerns, or if you believe that we do not store or process your personal correctly, please do not hesitate to contact us so that we may address your concerns.
You may also file a complaint about our processing of your personal data with a relevant data protection agency. You can find EU/EEA data protection agencies’ contact information here.
You can find the contact details of the Danish Data Protection Agency here.