Job applicant register

Data controller

Rainmaker Group Oy (“Rainmaker”)

Contact person responsible for register matters

Rainmaker Group Oy
Vattuniemenkatu 21
00210 Helsinki

Rainmaker Recruitment / Sami Lehtola
hr (@) rainmaker.fi

 

Legal basis and purpose of the processing of personal data

The processing of personal data shall be based on:  

  • Respect for the obligations and special rights of the data controller and the data subject in the field of employment law; and / or
  • The explicit consent of the data subject to the processing of their personal data.

The purpose of processing personal data is to facilitate the recruitment performed by Rainmaker Group, and to make communication and relations between job applicant and Rainmaker simple and secure. Call records can also be used for training staff internally to improve the service quality and develop our services. The records will not be used for any other purpose and will not be released outside of Rainmaker. 

Registered information

Basic information of job applicant (name, date of birth, address, telephone number, email address, CV, job application), any job previously applied for by the job applicant through Rainmaker and his/her potential employment relationship requirements (e.g. salary request), job applicant information, information regarding the progress of the job application process, essential entries regarding the assessment of his/her suitability for the job, prepared by the recruiter of Rainmaker. Communications history with content, including call records. 

Regular sources of registry information

As a rule, personal data are collected from the employee himself / herself based on the information and consent given by the employee. When applying for a job, the employee enters their first and last name, email address, address, date of birth, telephone number, gender into an electronic system, and if they wish, they write a brief description of themselves and attach their CV, picture and job application. After a job interview conducted by a Rainmaker recruiter, the recruiter records the transcripts of the interview conducted and adds them to the information of the person interviewed. In addition, the register is compiled from publicly available internet sources as well as from other public sources.

By submitting a job application, the job applicant gives permission to collect information from a profile published for his or her professional purpose, to the extent necessary and relevant to the performance of the job, taking into account the job vacancy.

Regular disclosures

In a situation where a job applicant has applied for a job placed by Rainmaker to a Rainmaker customer, the information may be passed on to the recruiting supervisor working with the customer, which he or she may need for the interview and recruitment decision he or she may undertake. Once the information has been transferred to the customer company, the customer company will become the data controller for this information.

Personal data will not be disclosed to third parties without the person’s consent.

Data transfer outside the EU / EEA

Personal data will not be transferred outside the EU / EEA.

Principles of the registry protection and data retention

The personal data of the recruitment system recruitment register shall be accessible to designated persons to the extent required for the recruitment. Users of the recruitment register information have been given separate IDs by the system administrator, as well as training in data processing. In addition, they are subject to confidentiality obligations.

Material in electronic data processing is protected by usernames and passwords. Personal information is collected in a computer system protected by firewalls to prevent unauthorised access. The server with the personal data in question is stored in locked premises, accessible only to a limited number of maintenance personnel. The computers used to access the database are located in locked and monitored spaces. Manual material is stored in a locked location.

Personal data are retained in the register for a period of two years, at the end of which the person is asked to give consent for one year.

Call records are retained for 180 days. 

Rights of the data subject

The data subject has the right to inspect the personal data stored in the personal data file and to request correction or deletion of incorrect data. The data subject also has the right to withdraw his or her consent. According to the Data Protection Regulation (as of May 25, 2018), the data subject has the right to object or request a restriction on the processing of his data and to complain to the supervisory authority about the processing of personal data. For specific personal reasons, the data subject also has the right to object to processing of his or her data when the data processing is based on the legitimate interest of Rainmaker. In the case of a claim, the data subject must identify the specific situation on the basis of which he or she objects to the processing. Rainmaker may refuse a request for objection only on the grounds provided by law. The data subject shall also have the right to object to processing free of charge in so far as it relates to direct marketing.

The data subject may submit any request or demand under this section to the contact person mentioned in the privacy policy.

Amendments to this privacy policy

When we make changes to this privacy policy, we will update them on our website and indicate the date of the update.

Updated Nov 22, 2019.