At Varbi, personal privacy is highly valued – here you should feel safe with how your personal data is processed. In this data protection policy, we provide information about how we collect and use your personal data. We also describe your rights and how you can enforce them.
What is personal data and what is processing of personal data?
Personal data is information that can be directly or indirectly linked to a living person. Examples of personal information are social security number, name, address and photographs. Different types of electronic identities (e.g. IP numbers) are also personal data if they can be linked to living persons.
Processing of personal data is all measures that take place with the personal data in IT systems, regardless of whether it concerns mobile devices or computers. These include collection, registration, reading, structuring, storage, processing, transfer and deletion.
Personal data manager
When you apply for a job via Varbi, it is the employer to whom you submit your application who is responsible for the personal data in your application. Varbi acts as a personal data assistant for the employer. As a personal data assistant, Varbi ensures that the personal data is handled in accordance with the Data Protection Act and in accordance with instructions from the person responsible for personal data.
When you create an account in the Varbi recruitment system, Varbi is the Personal Data Manager for the personal data in your Varbi account.
What personal information do we collect about you and for what purpose?
In general, we process names, addresses, e-mail addresses, telephone numbers, CVs and personal letters. Candidate information about, for example, social security number, photo and country are sometimes processed, depending on what the employer has as a requirement in the recruitment process.
The purpose is for the employer to be able to secure your identity and be able to communicate and contact you in various situations within the recruitment process.
From what sources do we collect personal data?
Your personal information is collected when you as a candidate submit an application for a vacancy in Varbi, subscribe to vacancies, create an account in Varbi or when you contact our support.
Who can we share your personal information with?
A candidate’s personal information can be shared with their consent, if the employer wishes to supplement the application with, for example:
- Personality tests
- Video CV
Where do we process your personal data?
Our cloud-based services are available on servers within the EU / EEA and with companies based in the EU / EEA, which apply under EU / EEA laws. Today, the servers are located in Sweden.
How long do we store your personal information?
Your personal information is not stored longer than is necessary for each purpose, it is ensured through our data retention routines. The storage period can vary depending on what is needed for the specific purpose as well as other legislation, for example the Discrimination Act. When erasing, your information is deidentified so that it is no longer possible to link the information to you.
What are your rights as a user in Varbi?
As a user, you have a number of rights under current legislation. Here we list these rights.
Right to register extract (right of access)
You can request your personal data from the personal data controller. Regarding your Varbi account, Varbi is responsible for personal data and you can log in to your account at any time and see your personal data. You can also delete your account. When it comes to your application to an employer, it is the employer who is responsible for personal data. To obtain your personal information, you must contact the employer directly. Checks can be carried out to ensure that the information is provided to the right person.
Right to rectification
If you discover that something is wrong, you have the right to request that your personal information be corrected. You can also supplement any incomplete personal information. In some cases, you can make corrections yourself, which we will then inform you about.
Right to delete
In Varbi you can delete your account yourself. If you want to delete your application, you must contact the employer to whom you have submitted your application. If for some reason this does not work, you can get help from Varbi for dialogue with the employer regarding deletion of the personal data we process about you where:
- The data is no longer necessary for the purposes for which they are processed.
- You object to a balance of interests we have made based on our legitimate interest, where your reason for objection outweighs our legitimate interest.
- Personal data is processed illegally.
- The personal data has been collected about a child (under 13 years of age) for whom you have parental responsibility
- If the information has been obtained with the support of your consent and you want to revoke your consent
However, we may have the right to deny your request if there are legal obligations that prevent us from immediately deleting certain personal data. It may also be that the processing is necessary for us to be able to establish, assert or defend legal claims.
Right to restriction
You have the right to request that our processing of your personal data be restricted. For example, if you request correction because you believe that the personal data we process is incorrect, you can request a limited processing for the time we need to check whether the personal data is correct.
If, and when, we no longer need your personal data for the stated purposes, our routine is normal for the data to be deleted. If you need the personal data to be able to establish, assert or defend legal claims, you can request limited processing of the data from us. This means that you can request that we not clear and delete your information.
If you have objected to the processing of personal data we make on the basis of a balance of interests as a legal basis, you can request limited processing for the time we need to check whether our legitimate interests outweigh your interests in having the data deleted.
If the processing has been restricted according to any of the above situations, we may only, in addition to the actual storage, process the data to establish, assert or defend legal claims, to protect someone else’s rights or if you have given your consent.
The right to object to a certain type of treatment
You always have a right to object to any processing of personal data based on a balance of interests. You also always have the right to avoid direct marketing.
Right to data portability
You as a registrant have the right to data portability (transfer of personal data) if our right to process your personal data is based either on your consent or fulfillment of an agreement with you. A prerequisite for data portability is that the transfer is technically possible and can take place automatically.
Manage your rights
The application for an extract from the register or if you wish to invoke any of your other rights must be in writing and signed by the person to whom the extract relates. We will respond to your requests without undue delay and within 30 days at the latest. Email to email@example.com. The email should as far as possible be sent from the email address you are registered with in Varbi Recruitment System.
How do we handle social security numbers?
If the employer has a social security number as a requirement in the recruitment process, the social security numbers are stored within the EU / EEA and deleted according to an established routine for each employer.
How is your personal data protected?
Varbi works actively to ensure that personal data is handled in a secure manner. This applies to both technical and organizational protection measures. Varbi as an organization is also ISO-certified in information security (ISO 27001).
The Privacy Protection Authority is the authority responsible for monitoring the application of data protection legislation. If you believe that we are acting incorrectly, you can contact the Privacy Protection Authority, see www.imy.se.
Contact us with questions about how we process personal data
If you have questions about how we process personal data or have a request in accordance with the above rights, you are always welcome to contact us at: firstname.lastname@example.org, or by phone at: +46 520-580050.
Data Protection Officer for Varbi
461 30 Trollhättan