Recruitment Privacy Policy

1. Introduction

As part of any recruitment process, the companies within Scandic Group (hereinafter “Scandic”, “we” or “us”) collects and processes personal information relating to job applicants. This privacy notice for processing of data for recruitment purposes (“Privacy notice for recruitment”) applies to all job applicants, whether they apply for a role directly or indirectly through an employment agency, apprenticeship provider, employee referral, etc.

This Recruitment Privacy Notice applies across the Scandic Group. However, the Scandic group company to which you apply for a position will be the controller of your personal data. Depending on the country where the position is located, the data controller will be one of the following companies: Scandic Hotels AB, Scandic Hotels AS, Scandic Hotel A/S, Scandic Hotels Oy, or Scandic Hotels Deutschland GmbH. Each company is responsible for the processing of personal data carried out in connection with its own recruitment activities.

Throughout this Privacy notice for personal data processing within the recruitment process, the term “processing” is used to cover all activities involving your personal data. This includes e.g. collecting, handling, storing, sharing, accessing, using, transferring and disposing of your personal data. The term “Personal Data” refers to any information relating to an identified or identifiable natural person.

2. How do we collect your Personal Data?

We collect your Personal Data from:

• You, which you provide to us when you apply for a position that we have advertised, e.g. your CV and cover letter and
• External recruitment agencies involved in the recruitment process and who has provided us with information about you.

3. Purposes for the processing of your Personal Data

3.1 Managing the recruitment process

Your Personal Data will be processed by us within the scope of the general management of the recruitment process. Processing activities included in this process are e.g. collection of your Personal Data, review of CVs and cover letters, conducting interviews, evaluating you as a candidate and communicating with you within the scope of the recruitment process.

Categories of Personal Data:

• Identity data, first- and last name

• Contact details, e-mail address, telephone number, address
• Recruitment data, CV, personal letter
• Information about the position and employment you have applied for
• Gender, citizenship, nationality
• Grades, certificates, previous work experience, education or other information that you voluntarily provide to us in your job application

Legal basis

Legitimate interest. The processing of your Personal Data is necessary in order to satisfy our legitimate interest in carrying out the recruitment process to ensure that we employ the most suitable candidates.

3.2 Job candidate evaluation process

Within the scope of recruitment, we carry out an evaluation process for potential employees.

Categories of Personal Data

• Identity data, first- and last name
• Contact details, e-mail address and telephone number
• Skills data
• Work permits
• References provided by the recruit

Legal Basis

Legitimate interest. The processing of your personal data is necessary to achieve our legitimate interest to ensure that we employ appropriate candidates.

4. Disclosure and transfer of Personal Data

Scandic will share your Personal Data with the Scandic hotel where you have applied for a job, other companies that operate Scandic hotels, but are not part of the Scandic Group and also maybe service provider for administration of personality tests.

Service providers will act as our data processors and may only process your Personal Data in accordance with our instructions and not for their own purposes. Scandic is the data controller for the processing of Personal Data that these external parties carry out on our behalf.

5. For how long will we process your Personal Data?

The application is saved throughout the recruitment process. If you are not offered a job at Scandic, we save the information we collected in the recruitment process for up to 6-36 months, depending on country, after the recruitment process has been completed since we need to be able to justify our choice of candidate in case of a dispute. Personal Data that is no longer necessary is deleted.

6. Your rights

7. How is your personal data protected?

8. Changes to the Privacy notice

We will update this Privacy notice as necessary to reflect any changes in how we handle Personal Data. When the policy is updated, the date in the top of the policy is updated.

9. Contact information

Scandic has appointed a Data Protection Officer to help Scandic ensure that your Personal Data is processed in the correct manner. If you have any questions, comments or complaints about our processing of your Personal Data, our compliance with this Privacy Policy or if you wish to have any of your rights met, you are welcome to contact our Data Protection Office (see contact details below). 

Contact:

Scandic Hotels Holding AB, Data Protection Office, Box 6197, 102 33 Stockholm, Sweden