Privacy statement for the Recruitment Register
Privacy statement in accordance with the EU General Data Protection Regulation
The Finnish Youth Research Society processes personal data responsibly, respecting the privacy of individuals. We process personal data in accordance with applicable laws and statutory guidelines and the principles of good governance.
Date of creation: 13 May 2020. Latest update: 24 August 2021.
Finnish Youth Research Society
Kumpulantie 3 A
00520 Helsinki, Finland
Tel. +358 44 416 5314
Contact person for the register
Sarianne Karikko (Data Protection Officer of the Finnish Youth Research Society)
Kumpulantie 3 A
00520 Helsinki, Finland
Tel. +358 44 416 5313
Name of the register
Recruitment Register of the Finnish Youth Research Society. The register contains applications for employment relationships and positions of responsibility.
The various registers of the Finnish Youth Research Society have their own privacy statements. The Finnish Youth Research Society maintains a list of all of its privacy statements in accordance with the law, in the controller’s statement on processing operations.
Purpose of personal data processing
Personal data are processed on the basis of the applicant's consent given to the Finnish Youth Research Society to process the personal data in order to carry out recruitment for an employment relationship or position of responsibility. Personal data are processed in order to receive and process applications, to evaluate and choose applicants and to fulfil the needs of the recruitment process.
Data content of the register and categories of individuals
The Finnish Youth Research Society shall process the personal data and contact information of the applicants, i.e. the data subjects, and any other information necessary for assessing the job applicant’s suitability for the position applied for. Such data may include the applicant’s name, date of birth, address, telephone number, email address, basic education and qualifications received, research activities and publications, special competence, language skills, current and former jobs and positions of responsibility (employer/organisation, job title and job description), referees and other data provided by the applicant to the Finnish Youth Research Society.
The Finnish Youth Research Society shall process the applicant's personal data for the period necessary to complete the recruitment process. Following the completion of the recruitment process, the personal data will be stored for as long as is necessary to fulfil the rights and obligations of the Finnish Youth Research Society and to respond to any claims, but not longer than six months from making the recruitment decision.
With the data subject's consent, personal data may also be stored for the period indicated when the consent was given, for the purpose of future recruitment processes, for example.
Regular sources of information
The data is collected primarily from the data subject through applications and interviews. With the data subject's consent, personal data may also be collected from other sources, such as a service provider conducting a suitability assessment. Personal data may also be collected from the referees provided by the data subject.
Regular disclosure of data
Only persons participating in the recruitment process at the Finnish Youth Research Society are able to access the register data.
The controller will not disclose the data subjects’ personal data to third parties. Due to the technical requirements of data processing, some of the data may be physically located on subcontractors’ servers and devices.
Transfer of data to non-EU or non-EEA countries
Personal data is not transferred to non-EU or non-EEA countries.
Principles of register protection
a) Manual data
Any manual data is stored in locked space in a locked cabinet. Manual data may only be processed by specifically designated persons involved in the recruitment process. Users are subject to a confidentiality obligation.
b) Electronic data
The stored data is protected by technical means. Access to the data is subject to sufficient rights and authentication. Only specifically designated persons participating in the recruitment process have the right to process electronic data. Users are subject to a confidentiality obligation.
Data subjects’ rights
Right of access
Data subjects have the right to review the membership register data concerning them and to be provided with a copy of this data if they so request. Requests to review personal data must be made in writing to the contact person for the data register.
Right to rectification
Data subjects have the right to request that the data concerning them in the register be rectified. If the data is inaccurate, requests to rectify data must be made in writing to the contact person for the register.
Right to erasure
Data subjects have the right to request that the data concerning them in the register be erased. Requests to erase personal data must be made in writing to the contact person for the data register.
It should be noted that a request to erase data may lead to a situation in which it is not possible to consider the applicant in the recruitment process.
Right to receive information on processors of personal data
Data subjects have the right to receive information on the personal data processors designated to manage each recruitment process.
Right to file a complaint with the supervisory authorities
Data subjects have the right to file a complaint with the supervisory authorities concerning the processing of their personal data.