Updated 1 April 2022.
1. Data controller
Ambientia Group Ltd (business ID FI16474489), which acts as the data controller on behalf of other companies belonging to the same Group.
Address: Vankanlähde 7, 13100 Hämeenlinna
Tel. +358 29 001 0500.
2. Contacts in matters concerning the data file
Questions about the data file should be sent to the address firstname.lastname@example.org.
3. Name of data file
Ambientia Group Ltd’s recruitment data file
4. Purpose of data file
The purpose of the data file is to process and retain job applications received by the Ambientia Group. The applicant can address their job application to a specific position or submit an open application. Persons involved in recruitment at Ambientia can connect the application with some other suitable position. The information in the register can be used for Ambientia's recruitment marketing.
The data submitted by the job applicant is retained in the data file for a maximum of one (1) years from the submission of the application and can be returned to in connection with subsequent applications. Before the end of the year, an automatic message will be sent to the applicant to update the application. Applications can be removed and changed upon the job applicant’s request. The data submitted by the job applicant can be retained until further notice upon the applicant’s consent.
The applicant’s data is retained confidentially and it is only available to persons involved in the recruitment process. We also collect anonymous statistical data about the applicants in connection with recruitment, such as the number of applicants, replies to feedback inquiries and the number of replies.
5. Content of data file
The data file contains personal data needed for applications and selections, which is retained and processed during the recruitment process and after the deadline indicated in Section 4.
• Position applied for
• Applicant’s basic information (name, contact information)
• Applicant’s education and work experience data
• Applicant’s wishes about the future position
• Data describing the applicant’s experience and competence profile
• Free-form additional information written by the applicant
• References to other competence validating materials provided by the applicant, such as LinkedIn and GitHub profiles, as well as certificates
6. The data file’s regular sources of data
7. Regular disclosure of data
The data is not disclosed outside of Ambientia Group Ltd. The data can be disclosed to the authorities for the fulfillment of their statutory obligations, for example.
The anonymous statistical data we collect in connection with recruitment is stored in cloud services outside of the EU, and employees of the service provider outside of the EU may view the data. If data is transferred outside of the EU, we make sure that the country has arranged for sufficient data protection, as required by the EU Commission, or that the party is Privacy Shield certified (parties located in the United States).
8. Removal of data from the data file
Data can be removed and edited upon the data subject’s request. Requests must be sent to the e-mail address indicated in Section 2.
9. Principles of data file protection
9.1 Manual material
Possible manual material is disposed of immediately in accordance with data privacy material disposal instructions.
9.2 Electronic material
Electronic material is retained in Teamtailor system, especially set aside for the recruitment process. Only some of Ambientia Group’s personnel involved in the recruitment process are authorised to access the system.
10. Right to inspect the data
The data subject has the right to know whether or not their personal data is processed and what types of personal data about them has been saved.
Based on the data subject’s request, Ambientia will submit the data as soon as possible without undue delay. The deadline for submitting the data or providing additional information related to the data request is one month from receiving the request. If the data request is exceptionally complex and large, the deadline can be extended by two months.
As a rule, the data subject’s data is submitted free of charge. If several copies are requested, Ambientia can charge a reasonable fee for them based on administrative costs. If the data request is apparently unfounded and unreasonable, and especially if data requests are presented frequently, Ambientia can charge administrative costs for submitting the data or refuse to submit the data altogether. In such a case, Ambientia must indicate in writing that the request is unfounded or unreasonable.
If Ambientia does not submit the data or part thereof, a written certificate must be issued of the matter. This concerns situations, for example, where the data cannot be submitted due to contractual relations between Ambientia and third parties and the terms of such agreements, such as confidentiality undertakings.
11. Right to correct data
The data subject has the right to insist that any incorrect, inaccurate or inadequate personal data is corrected or complemented without undue delay. In addition, the data subject has the right to insist that unnecessary personal data is deleted. Whether the data is unnecessary or incorrect is assessed according to the time when the data was saved.
If Ambientia does not accept the correction request, a written certificate will be issued of the matter, stating the grounds on which the requirement was not accepted.
12. Right to be forgotten
The data subject has the right to have their personal data completely deleted from Ambientia’s data files (right to be forgotten). However, this right does not exist in cases where the processing of personal data is necessary for the fulfilment of a statutory obligation or for safeguarding Ambientia’s justified interest (such as the ability to defend itself in disputes). If the processing is based on safeguarding Ambientia’s justified interest, the data processed is kept to the minimum in order to protect the data subject’s interests and freedoms.
Statutory data retention periods are followed in retaining the data.
13. Right to restrict processing
The data subject has the right to request the restriction of the processing of their personal data until the data has been properly checked and corrected or supplemented.
14. Right to transfer data from one system to another
The data subject has the right to request their personal data in such an electronic form that it can be transferred from one system to another. The disclosure of such data is subject to the same restrictions as the right to inspect data according to Article 15.
15. Right to oppose
The data subject has to oppose the processing of their personal data at any time, based on a specific personal situation. In such a case, data can only be processed only if there is a very important, justified, demonstrable reason for the processing.
16. Right to lodge an appeal to an authority
The data subject has the right to lodge an appeal to the supervisory authority of the location of their permanent place of residence or employment if they consider that the EU’s General Data Protection Regulation 2016/679 has been violated in the processing of their personal data. Furthermore, the data subject has to right to use other administrative appeals and legal remedies.
The data subject also has the right to initiate proceedings against the controller or an organisation processing the personal data if they feel that their rights have been violated due to failure to follow the GDPR in the processing of their personal data.
17. Exercising rights and submitting requests to Ambientia
All request for exercising the data subject’s rights must be submitted in writing to Ambientia’s Service Desk (email@example.com). Ambientia’s Service Desk checks the identity of the person making the request before processing the request.