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Terms of Use and Privacy Notice for Accountor Recruitment Services’ Applicants

Last updated 19.1.2024.

TERMS OF USE

1. This is a privacy notice for a recruitment service managed by the Accountor Group and intended for use by Accountor Services Oy (hereinafter Accountor).

2. To use the service, the applicant must agree to these terms and conditions. The applicant accepts these terms upon registration. Accountor is entitled to change these terms at any time, and the changes become effective once the applicant confirms acceptance in conjunction with registration.

3. As the data controller, Accountor is committed to protecting the privacy of job applications stored in the service in accordance with the General Data Protection Regulation 2016/679, the Data Protection Act (5.12.2018/1050), and the Act on the Protection of Privacy in Working Life (759/2004). Personal data is processed confidentially and used only for the purpose described in the terms and conditions.

4. The applicant receives a personal username and password for the service. The applicant is responsible for the use of the service based on the username and password. The applicant is responsible for the accuracy of the information stored in the service.

5. As a rule, the service is available 24/7/365. However, Accountor is not responsible for errors, interruptions, or disruptions to the service or for any direct, indirect, immediate, or consequential damages resulting from the use or inability to use the service or its content, even if Accountor has been notified in advance of the possibility of such damages. Accountor has the right to discontinue the service entirely or in part or to make any changes it wishes to the service. Accountor also has the right to terminate the applicant’s right to use the service immediately if the applicant has violated these terms of use.

6. The application has been successfully submitted when the system notifies the applicant that the application has been received.

7. When the applicant updates their basic information (e.g., contact information) stored in the service, the updated information is available to all employers to whom the applicant has submitted a job application.

8. The service and its content are the property of Accountor or its co-partners, protected by copyright laws and international copyright agreements, and other intellectual property laws. Accountor does not grant the applicant any immaterial rights to any information or content in the service.

9. The use of the service and these terms and conditions are governed by Finnish law, excluding its choice of law provisions. The parties will seek to resolve any disputes primarily through negotiations. If a settlement cannot be reached, disputes related to the use of the service will be resolved in the Helsinki District Court.

PRIVACY NOTICE FOR APPLICANTS OF ACCOUNTOR RECRUITMENT SERVICES

This Privacy Notices (hereinafter “Notice”) explains how Accountor Services Oy collects, processes, and discloses personal data in connection with job applications and the recruitment process.

1.DATA CONTROLLER

The data controller under applicable data protection law is Accountor Services Oy (hereinafter “Accountor,” “we,” “us,” or “our”). Accountor is responsible for ensuring that your personal data is processed in accordance with this Notice and applicable data protection laws.

Contact details of the data controller: 
Accountor Services Oy
Business ID: 0932167-9
Address: Keilaniementie 1, 02150 Espoo, Finland
Phone number: +358 207442400

We are part of the Accountor Group. Contact details of the group’s data protection officer:
Päivi Konttila-Lokio, Data Protection Officer
Address: Keilaniementie 1, 02150 Espoo, Finland
Email: privacy@accountor.com

2. COLLECTION OF PERSONAL DATA

Personal data may be collected in various ways. We primarily collect personal data directly from you. To the extent permitted by applicable laws, we may also collect personal data from other sources, such as public databases.

We collect personal data in various ways. We primarily collect and process personal data that:

  • you provide to us during the recruitment process, such as in your resume, application form, or interview;
  • is generated in connection with the recruitment process, such as in aptitude assessments; and
  • is obtained from public sources or third parties in accordance with applicable law, such as from referees you have named or from a website to which you have referred or to which you have given your consent to use.

We may combine personal data obtained from different sources, such as public sources and information in your resume. You can decide not to provide us with your personal data, but we may not be able to continue the recruitment process with you.

3. CATEGORIES OF PERSONAL DATA

We collect and process personal data related to job applicants that are necessary for processing job applications and the recruitment process, such as:

  • basic information, such as name and contact details (e.g., name, email, phone number)
  • information included in your job application and related documents, such as educational background, previous work experience, degrees, language skills, and references; and
  • information collected and processed during the recruitment process, such as information about the progress of the recruitment process, notes on the application, and possible interviews, information on suitability assessments if necessary, and references.

 

4. PURPOSE AND LEGAL BASIS FOR PROCESSING PERSONAL DATA

We process job applicants’ personal data in the recruitment process, such as for processing job applications, informing job applicants about the progress of the recruitment process, arranging interviews, and testing professional or personal capabilities. The legal basis for processing personal data is the implementation of measures prior to a possible employment contract based on your request in the application. Based on your consent, we can process your personal data for a defined period for future open positions.

5. DISCLOSURES OF PERSONAL DATA

We may disclose personal data to third parties, such as the recruitment commissioning company:

  • to the extent permitted or required by law;
  • when our trusted partners process personal data on our behalf and in accordance with our instructions (e.g., aptitude assessments). We always ensure the proper handling of your personal data;
  • in the event of a merger, corporate reorganization, or sale of business or part thereof;
  • when we believe that disclosure is necessary to enforce our rights, protect your or others’ safety, investigate abuse, or respond to requests from authorities; and
  • with your consent to parties to whom the consent applies, such as referees.
     

6. TRANSFERS OF PERSONAL DATA OUTSIDE THE EU OR EEA

We do not transfer personal data processed in the recruitment process outside the EU or the European Economic Area.

7. RETENTION OF PERSONAL DATA

Personal data is retained for 24 months to fulfill the purposes defined in this Privacy Notice. The retention period is based on the statute of limitations.

8. YOUR RIGHTS

You have the right to access your personal data. You can also request correction, updating, or deletion of your personal data at any time. However, please note that personal data that is necessary to fulfill the purposes defined in this Privacy Notice or that is required by law cannot be deleted.

You have the right to object to or restrict the processing of your personal data to the extent required by applicable law. You can also delete your electronic job application at any time.

In certain cases, you have the right to transfer the personal data you have provided to us from one system to another, i.e., the right to receive your personal data in a structured, commonly used, machine-readable format and to transfer your personal data to another controller, in accordance with applicable law.

You can exercise your rights by sending a request to us at privacy@accountor.com.

If you feel that the processing of your personal data is not appropriate, you have the right to complain to the Data Protection Ombudsman. You can find the contact details of the Data Protection Ombudsman here: https://www.tietosuoja.fi/en/home

9. DATA SECURITY

We implement measures (including physical, digital, and administrative measures) that are appropriate to protect personal data from loss, destruction, misuse, unauthorized access, or disclosure. For example, the servers required for maintaining the register are located in locked and access-protected premises. Access to the system requires a password-protected and task-related right granted by Accountor. The right to use the system ends if the person moves away from the tasks for which the right has been granted to him/her. The service is kept on a computer network that is isolated from the public telecommunications network by firewall solutions. Confidential information transmitted over the public telecommunications network is encrypted by technical means.

Please note that even appropriate measures cannot prevent all possible security breaches. In the event of a personal data security breach, we will notify you in accordance with applicable laws.

10. CHANGES TO THE NOTICE

We may update the Job Applicant Privacy Notice as needed to describe changes in our processing of personal data. This privacy notice was last updated in January 2024.