Privacy Notice for Recruitment, Psychological Assessments and the Digital Coaching Platform

Privacy Notice

Updated: 8 August 2023

1 Controller

HRS Advisors Ltd acts as a joint controller together with its client in recruitment assignments (including advertised recruitment processes and executive search assignments). The parties have agreed on their respective responsibilities through an arrangement in accordance with Article 26 of the General Data Protection Regulation (GDPR). HRS Advisors Ltd acts as an independent controller in relation to psychological assessments and the digital coaching platform (hereinafter referred to as the “coaching platform”).

Keilaranta 1, FI-02150 Espoo, Finland
Registered office: Espoo
Business ID: 2421626-0

2 Contact Information Regarding the Register

For matters concerning the register, please contact kalle.metsovuori@hrsadvisors.fi

3 Names of the Registers

HRS Advisors Ltd Recruitment and Psychological Assessment Register

HRS Advisors Ltd Digital Coaching Platform Register

4 Purpose of Processing Personal Data and Data Retention

The purpose of processing personal data in the register is to carry out recruitment assignments (including executive search assignments), psychological assessments, and coaching services commissioned by the clients of HRS Advisors Ltd.

For recruitment processes, the legal basis for processing personal data is the performance of a contract. For psychological assessments, the legal basis is the consent of the assessment participant. During the initial stages of executive search assignments, candidate data is processed on the basis of legitimate interest. Executive search firms consider that, due to the nature of their business, they have a legitimate interest in processing personal data based on the relevant and appropriate relationship between candidates and executive search firms. For coaching services, the legal basis for processing personal data is the client’s assignment and the consent of the coaching participant.

HRS Advisors Ltd retains recruitment and psychological assessment data for two years. The retention period is based on statutory limitation periods for employment-related claims. Within the digital coaching platform, personal data is automatically deleted 90 days after the completion of the coaching program.

If an applicant wishes to make their information available for recruitment assignments carried out on behalf of other HRS Advisors Ltd clients, they must indicate this when submitting their application. Without such consent, personal data will not be used for any other purpose.

5 Categories of Personal Data Processed

The data subjects included in the register are individuals participating in recruitment processes, psychological assessments, and coaching services carried out on behalf of HRS Advisors Ltd clients. The personal data collected varies depending on the service provided. The register may contain the following categories of personal data:

– contact information (name, telephone number, email address, postal address)
– other basic personal information, such as date of birth and gender
– photograph
– information relating to employment and educational background
– information and preferences relating to employment and career development
– documents submitted or uploaded by the data subject, such as CVs and job applications
– information generated through personality assessments and other assessment methods, as well as psychological assessment reports
– recordings of responses to video interview questions

6 Sources of Personal Data

Personal data is primarily obtained directly from the data subject. In executive search assignments, candidates may also be identified through various publicly available sources. These may include publicly accessible websites as well as candidate, company, and industry databases and services that require user access rights.

7 Data Transfers and Disclosures

The parties to the register transfer personal data to one another as necessary for the purpose of carrying out recruitment assignments or psychological assessments in accordance with the client engagement agreement. Where necessary, HRS Advisors Ltd transfers contact information (name and email address) to providers of personality assessments and aptitude tests used in recruitment processes. These providers act as data processors on behalf of HRS Advisors Ltd.

Personal data will not be disclosed to third parties or used for other purposes without the consent of the individual providing the data, unless disclosure is required by applicable legislation or official authority requirements.

All service providers are committed to complying with the requirements of the EU General Data Protection Regulation (GDPR) or the equivalent UK data protection legislation.

8 Principles of Data Protection and Security

Personal data is processed and stored confidentially. Access to systems containing personal data is restricted to employees who require such access in order to perform their duties. Each user has an individual username and password. Personal data is stored in registers protected by firewalls, passwords, and other appropriate technical security measures.

9 Right of Access, Rectification and Erasure

In accordance with applicable legislation, data subjects have the right to access the personal data stored about them, request the correction or deletion of such data, and request the restriction of its processing. Personal data will be deleted upon request unless its retention is required by law.

Requests for access, rectification, restriction of processing, or erasure of personal data must be submitted in writing and signed by the data subject. Requests should be sent to the controller at the address provided above.

10 Other Rights of the Data Subject

Data subjects have the right to withdraw their consent at any time and to object to the processing of their personal data where processing is based on a contract or legitimate interest. Every data subject also has the right to lodge a complaint with the competent supervisory authority regarding the processing of personal data.

11 Automated Decision-Making and Profiling

No automated decision-making is used in the service.

12 Changes to This Privacy Notice

We continuously improve and develop our services and websites. As a result, this Privacy Notice may be updated from time to time. Any updated version will be published on our website, and the date of the latest update will be indicated in the notice. We encourage you to review this Privacy Notice periodically to stay informed about any changes.