DATA TO BE PROVIDED DURING RECRUITMENT
1. PROCESSING OF PERSONAL DATA IN CONNECTION WITH RECRUITMENTLEO Pharma A/S is the data controller for the personal data processed about you during the recruitment process if you have applied for a position with LEO Pharma A/S. If you have applied for a position with a LEO affiliate, LEO Pharma A/S and the affiliate to which you have applied are joint controllers for the personal data processed about you during the recruitment process. You can find the relevant affiliate and details via the following link: http://www.leo-pharma.dk/Default.aspx?ID=31002&RegionID=1.
LEO Pharma A/S’ details are available here:
LEO Pharma A/S, company reg. (CVR) no. 56759514, Industriparken 55, 2750 Ballerup, firstname.lastname@example.org, +45 4494 5888.
During the recruitment process, we process general personal data about you, including your civil registration number and, if relevant, personal data relating to criminal convictions and offence. Generally, we ask you not to send us any special categories of personal data as part of your job application, such as data concerning your health and racial or ethnic origin. If you believe such special categories of data is 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 when assessing your application.
In this document, 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 email@example.com
3. WHY DO WE ASK FOR INFORMATION AND DO YOU HAVE TO PROVIDE IT?
We do not collect more information than needed to meet our stated purposes, and we will not keep your data longer than necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for, but please note that this may affect your chances of landing a position.
4. WHEN WE RECEIVE YOUR APPLICATION
During this stage of the recruitment process, it is the personal data provided in your application, CV and other enclosed documents that will be stored on your recruitment profile.
You will typically provide the following information directly or indirectly by submitting an application:
- Name, address, date of birth, gender, telephone number, email address, education(s), career history, picture, language skills & recommendations/references.
Our purpose for processing this information is to assess your suitability for the role that you have applied for.
The legal basis we rely on when processing your personal data 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.
You may at any time during the recruitment process log into the system and delete your information.
5. WE ASSESS THE APPLICATION
We specifically assess the qualifications of each individual applicant relative to the vacant position. When we have read the applications, we select candidates for interview(s). The candidates not invited for an interview will be notified to such effect.
6. WHEN WE HAVE SELECTED YOU FOR AN INTERVIEW
In connection with the interview process, we may receive additional data about you, which we register for purposes of the further recruitment process.
We process these personal data in accordance with article 6(1)(b) of the GDPR, as you provided the personal data to us to take steps at your request prior to entering into a contract.
7. DATA FROM SOCIAL MEDIA
In connection with recruitment for some positions, it may be relevant for us to perform searches on social media, e.g. LinkedIn.
We may collect personal data about you from social media in order to assess whether your professional profile matches the company and the specific position. Our legal basis for doing so is article 6(1)(f) of the GDPR (the “legitimate interest” basis).
8. DATA FROM PERSONALITY TEST & PROFICIENCY TEST
In connection with recruitment for some positions, we may ask you to complete a personality test and a proficiency test. The purpose of these tests is to assess your competencies and qualifications as a potential employee and to assess whether your profile matches the company, the team that you potentially will be a part of and the specific position you have applied for.
We register the data from the personality test and proficiency test in accordance with article 6(1)(f) of the GDPR on the balancing of interests, as the test is used to assess whether your professional profile matches the position.
9. 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 noted and deleted again when the hiring process ends.
You will be asked to give your consent before we contact one or more of your previous employers. Our processing in connection with contact to your previous employers will be based on article 6(1)(a) of the GDPR.
The following topics may be discussed:
- 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 at
firstname.lastname@example.org. Contact information is to be found in section 2. If you withdraw your consent, this will only apply from the time of such withdrawal. Consequently, it will not affect the lawfulness of our processing of the data up to the time of withdrawal
10. STORAGE AND ERASURE
If you are not offered the relevant position
If you are not offered the relevant position, we will erase the data we have registered about you within six months after the project is finalized in our recruitment system. If you apply for another position at LEO Pharma or if you log into our job database within said six months, your data will be accessible to LEO Pharma for an extended period of six months. However, the total storage period after the project is finalized in our recruitment system will not be longer than 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.
If you are offered the relevant position
If you are offered the relevant position, we will register the below mentioned data provided by you during the recruitment process in our HR Administration system to prepare an employment contract:
- Name address, email address and phone number,
- Date of birth and civil registration (CPR) 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.
11. OTHER RECIPIENTS WHO MAY PROCESS YOUR PERSONAL DATA
In connection with the recruitment process, other parties will gain access to your personal data. Such recipients may be public authorities or providers supplying systems and assisting with administrative functions, e.g.:
- Recruitment agency
- Provider of recruitment IT system
- Provider of personality and logics tests
- Public authorities in connection with the establishment of subsidised jobs or similar programmes
Depending on which position you have applied for, your personal data may also be shared with other LEO Pharma affiliates for the purpose of administering the recruitment process.
If you agreed to it during the application process, your data can also be shared with other LEO Pharma affiliates for the purpose of taking you into consideration for other positions.
12. YOUR RIGHTS
According to the GDPR, you have several rights depending on different situations and special circumstances. You can read more about your rights in the Danish Data Protection Agency’s guidance on the rights of data subjects, which is available at www.datatilsynet.dk. You can also find the websites of other EU/EEA data protection agencies at https://edpb.europa.eu/about-edpb/board/members_en
In the below section you will find a summary of the situations and circumstances where you have and can obtain the right to access the personal data that we store about you, rectification, erasure e.g.
Please contact us using the contact information in section 2 if you wish to exercise any of your rights.
Withdrawal of consent
Please note, however, that a withdrawal of your consent may affect your chances of getting an offer from us.
Right to access data (right of access), article 15
You have the right to obtain access to the personal data we process about you as well as a variety of other information.
Right to rectification, article 16
You have the right to have any inaccurate personal data about you rectified.
Right to erasure, article 17
In special circumstances, you have the right to have personal data about you erased before our usual time limit for erasure.
Right to restriction of processing, article 18
You have the right to ask us to restrict the processing of your information in certain circumstances. Where our processing of your personal data has been restricted under this rule, the same personal data shall, with the exception of storage, only be processed with your consent or for the establishment, exercise or defence of legal claims.
Right to object, article 21
You have the right to object to our processing of your personal data if the legal basis for our processing is the legitimate interests basis in article 6(1)(f).
Right to transmit data (data portability), article 20
In certain circumstances, you have the right to receive your personal data in a structured, commonly used and machine-readable format and to have those data transmitted from one data controller to another without hindrance.
Filing of complaints
You may 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 at https://edpb.europa.eu/about-edpb/board/members_da
You can find the contact details of the Danish Data Protection Agency at www.datatilsynet.dk.