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Recruitment privacy policy for candidates to current or future job openings

KA Group AG with its registered address Europaallee 39, CH8004, Zürich, Switzerland (“Kongsberg Automotive”, “we”, “our” and “us”), is controller for the processing of your personal data[1] as described below. 

In this privacy policy, we want to inform you as a candidate to one of our current or future job openings about how we process your personal data when you apply for a job at Kongsberg Automotive. We also want to inform you about what rights you have in relation to our processing of your personal data. 

Should you have any questions regarding our processing of your personal data, or if you wish to exercise any of your rights as further described below, please contact us via recruiting@ka-group.com or your local Kongsberg Automotive HR contact. 

What personal data do we collect and process?

When applying for a job through our web site, you need to provide us information about yourself, such as your name, date of birth, and contact details. You also need to provide us with other information about yourself, such as personal data found in your CV, cover letter and credentials, including your personal identification number, if you have included that in your job application. 

If you proceed in the recruitment process, we also collect and process personal data from interviews with you as well as any additional documents that you submit to us. If we contact your references, we process information that your references provide to us, such as information about your personal characteristics and qualifications. 

In the chart below, we give you more detailed information about our processing of your personal data.

If you contact us before applying for a job

Why do we process your personal data?

What personal data do we process?

What is the lawful basis for the processing?

How long do we store your personal data?

To communicate with you if you have contacted us via e-mail or mail.

Name, contact details, and any other personal data that you have provided to us in your correspondence.

Our legitimate interest to communicate with you upon your request in relation to a possible job opening.

We will store your personal data for as long as we have ongoing correspondence with you, thereafter we will store your personal data according to the information below.

 

If you send us an open job application

Why do we process your personal data?

What personal data do we process?

What is the lawful basis for the processing?

How long do we store your personal data?

  • To administer and evaluate your job application – to be able to make sure that we find the person most suitable for the possible job openings.
  • To contact and communicate with you.

The information that you include in your job application, such as your name and contact details and personal data found in your CV, cover letter, and credentials, including your personal identification number, if you have included that in your job application.

Our legitimate interest to administer and evaluate your job application and to communicate with you

We only process your personal identification number when it is clearly motivated in consideration of the purposes of the processing.

We will process your personal data for six months.

If you withdraw your job application, we will delete your personal data and stop our processing.

In some instances, we will continue to process your personal data for a longer period of time (for example if you proceed in the recruitment process), please see below.

 

If you register a profile on our career website, if you apply for a job with us or if you in any way proceed in one of our recruitment processes

Why do we process your personal data?

What personal data do we process?

What is the lawful basis for the processing?

How long do we store your personal data?

  • To administer and evaluate your candidate profile and job application – to be able to make sure that we find the person most suitable for the job opening.
  • To contact and communicate with you.

The information that you include in your job application, such as your name and contact details and personal data found in your CV, cover letter, and credentials, including your personal identification number, if you have included that in your job application.

Our legitimate interest to administer and evaluate your job application and to communicate with you.

We only process your personal identification number when it is clearly motivated in consideration of the purposes of the processing.

Personal data that we process for the purpose to administer your job application for a specific position and to contact you, is stored during the recruitment process.

If you withdraw your job application, we will delete your personal data and stop our processing.

In some instances, we will continue to process your personal data for a longer time, please see below.

  • To be able to defend ourselves against discrimination claims, i.e. in order to be able to carry evidence in the matter.

The information that you include in your job application, such as your name and contact details and personal data found in your CV, cover letter, and credentials, including your personal identification number, if you have included that in your job application.

Our legitimate interest to be able to defend ourselves against future discrimination claims.

We only process your personal identification number when it is clearly motivated in consideration of the purposes of the processing.

We process your personal data for two years and two months after the recruitment process is completed.

In the event of an unsettled dispute with you, we process your personal data until the dispute is settled.

 

Future job opportunities

Why do we process your personal data?

What personal data do we process?

What is the lawful basis for the processing?

How long do we store your personal data?

  • To match your profile with future job positions
  • To contact and communicate with you

The information that you include in your job application, such as your name and contact details and personal data found in your CV, cover letter, and credentials, including your personal identification number, if you have included that in your job application

Your consent (you have the right to withdraw all or part of your consent at any time by sending us an e-mail or giving us a call at the contact details)

We only process your personal identification number when it is clearly motivated in consideration of the purposes of the processing

We will process your personal data for a period of two years, from the time that you have given your consent to our processing

If you withdraw all or part of a given consent, we will stop the processing

 

Legitimate interests and consent

We process your personal data to be able to administer and evaluate your job application. The lawful basis for this processing is that the processing is necessary for the purposes of our legitimate interests. However, our legitimate interests will never provide a legal basis for our processing if your interests or fundamental rights and freedoms outweigh our legitimate interests. We carry out a balancing test to find out if our legitimate interests outweigh your interests. Please contact us, if you want to find out more about our balancing tests. 

When you register a profile and job application on our web site, we will ask for your consent to keep processing your personal data after the recruitment process is over to be able to match your profile with eventual future job openings and to contact and communicate with you. You have the right to withdraw all or part of a given consent. 

Who can gain access to your personal data?

Your personal data is processed by us at Kongsberg Automotive. We share your personal data with other companies within the Kongsberg Automotive group of companies. We also share your personal data with the supplier of our recruitment system, our selected internal and external IT suppliers and any other supplier that is part of the recruitment process. We only share your personal data with external suppliers to the extent it is necessary in order for them to fulfil their obligations in relation to us in relation to the recruitment process. 

Where is your personal data processed?

Your personal data is mainly processed within the EU/EEA. In certain instances, we process your personal data outside of the EU/EEA. 

When we share your personal data with companies within the Kongsberg Automotive group of companies your personal data is stored where the companies are located, which can be outside of EU/EEA. In order to protect your personal data during this transfer we have entered into an agreement for the sharing of personal data and have as well entered into a set of standard contractual clauses. The latter is model clauses adopted by the European Commission to provide sufficient safeguards on data protection for the personal data to be transferred internationally. 

If your personal data, in other situations than described above, is transferred to a country outside of EU/EEA, Kongsberg Automotive always takes suitable and appropriate safeguards to protect the personal data being processed. This means that we only transfer your personal data outside the EU/EEA where there is an adequate safeguard for doing this, either if the transfer of your personal data is done to a country that the European Commission has approved as providing an adequate level of protection for personal data, that the transfer is based on standard contractual clauses adopted by the European Commission or that the transfer is made to an organization which is Privacy Shield-certified. 

If you want to know more about who we share your personal data with, please feel free to contact us. Our contact details can be found in the beginning of this privacy policy. 

Your rights in relation to our processing of your personal data

According to applicable data protection legislation you have certain rights in relation to our processing of your personal data. 

If you have any questions regarding these rights or if you want to exercise any of your rights, you are welcome to contact us. Our contact details can be found in the beginning of this privacy policy. 

Right to information and access

You have the right to obtain a confirmation on whether or not we process your personal data. If we process your personal data, you also have a right to receive information about how we process the personal data and to receive a copy of your personal data. 

Right to withdraw consent

At any given time, you have the right to withdraw all or part of a given consent to our processing of your personal data when the lawful basis for our processing is your consent. 

Right to object

You have a right to object to our processing of your personal data when the processing is based on the legal basis “legitimate interest”. The situations when we base our processing on our legitimate interest are stated in the charts above. In some instances, we continue to process your personal data even after you have objected to our processing. This can be the case if we can show compelling legitimate reasons for the processing that outweigh your interests or if our processing is necessary for the purpose of establishing, exercising or defending against legal claims. 

Right to rectification

You have a right to have inaccurate personal data corrected and to have incomplete personal data completed. 

Right to erasure (“right to be forgotten”) and restriction of processing

You have the right to have your personal data erased in certain instances. This is the case e.g. (i) when the personal data is no longer necessary for the purposes for which it was collected or otherwise processed, (ii) if you withdraw your consent on which the processing is based, or (iii) where we process your personal data on the basis of our legitimate interest and we find, following your objection (see above under Right to object), that we do not have an overriding interest in continuing to process it. 

You also have a right to request that we restrict our processing of your personal data. For example (i) when you question the accuracy of the personal data, (ii) when you have objected to our processing of your personal data based upon our legitimate interest, or (iii) where the processing is unlawful, and you oppose to the erasure of your personal data and instead want us to restrict our processing. 

Right to data portability

In certain instances, you have a right to receive your personal data, that you have provided to us, in a structured, commonly used and machine-readable format. You also have a right, in certain instances, to have such personal data transferred to another controller, where technically feasible. 

Right to lodge a complaint to a supervisory authority

You have the right to lodge a complaint to a supervisory authority concerning our processing of your personal data. 

Such a complaint can be filed to the authority in the EU/EEA member state where you live, work or where the alleged infringement of applicable data protection legislation has occurred. 

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Kongsberg Automotive adopted this privacy policy on July 26, 2019.


[1] Personal data is any information that can be used directly or indirectly to identify you, such as your name and telephone number.