Privacy policy - Recruitment - Etraveli Group
Etraveli Group AB, reg. no. 556584-4684 (“we”, “us” or “our”) takes data security and adherence to data protection legislation very seriously. This privacy policy explains how we collect, store, use and disclose any personal data in connection with our recruitment processes. Your privacy matters to us so please take the time to get to know our practices when you apply for a job opening posted by us - and contact us if you have any questions.
We are the so-called “data controller” of your personal data (for the purpose of the General Data Protection Regulation (“GDPR”) and other applicable data protection laws and regulations), and thus, we are responsible for the lawfulness of what we do with your personal data.
We use Teamtailor, an applicant tracking system and employer branding platform provided by Teamtailor AB, , to assist with our employer branding and recruitment process through our career site (the “Career Site”). Teamtailor is only entitled to process your personal data in accordance with our instructions and applicable data protection laws and regulations.
In this privacy policy, we explain how we process your personal data if:
- You visit our Career Site (you being a “Visitor”)
- You connect with us via our Career Site, to create a profile with us and receive information about current or future vacancies with us (you being a “Connecting Candidate”)
- You apply for a position with us, via our Career Site or a third party service (you being an ”Applying Candidate”)
- We collect information about you from other parties, sites and services, since we believe your profile is of interest for our current or future vacancies (you being a “Sourced Candidate”)
- We receive information about you from our employees or partners, since they believe your profile is of interest for our current or future vacancies (you being a “Referred Candidate”)
- We receive information about you from a Candidate, who lists you as their reference (you being a “Reference”).
When we use the term “Candidate” in this privacy policy, we are referring to each of Connecting Candidates; Applying Candidates; Sourced Candidates; and Referred Candidates, unless it’s stated otherwise.
Your Personal Information
Information we collect from you
We collect and process some or all of the following types of information provided by you:
i) All individuals
- Device information - If you visit our Career Site, we will collect information about your device, such as IP address, browser type and version, session behaviour, traffic source, screen resolution, preferred language, geographic location, operating system and device settings/usage.
- Technical and statistical data - If you visit our Career Site, we will collect technical and statistical data about your use of the site, such as information about which URLs you visit, and your activity on the site.
- Communications data - We will collect and store your communication with us, including the information you provided in the communication. This may include the content of emails, video recordings, messages on social media, the information you add to your account with us, surveys, etc.
- Contact details - Such as your name, email address, telephone number and physical address when you apply for a job, connect or register your interest, act as a reference or if you are an employee.
ii) Candidates
- Data from interviews, assessments and other information collected through the recruitment process such as notes from interviews with you, assessments and tests made and salary requirements.
- Information included in your application such as your CV, cover letter, work samples, references, letters of recommendation and education.
We may also process so-called special categories of personal data about you, which can be considered sensitive, if you have chosen to provide us with such information.
Information we collect from other sources
- Information in your public profile meaning the information we collect about you from public sources related to your professional experience, such as LinkedIn or the website of your current employer.
- Information provided by references meaning the information we receive from our employees or partners who refer you to us, or by the persons you have listed as your references.
The resources we collect your data from
i) All individuals
- From the Career Site: If you visit our Career Site, we collect technical and statistical information about how you use the Career Site, and information from your device.
- Directly from you: Most of the information we process about you, we receive directly from you, for example when you apply for a position with us or connect with us. You can always choose not to provide us with certain information. However, some personal data is necessary in order for us to process your application or provide you the information you request to get from us.
ii) References
- From the person for whom you are a reference: If a Candidate lists you as their reference, we will collect your contact details from the candidate to be able to contact you.
iii) Candidates
- From public sources: We may collect personal data about you from public sources, such as LinkedIn or the website of your current employer.
- From our references: We may receive information about you from our employees or partners (such as recruitment service providers), when they believe your profile is of interest for our current or future vacancies.
- From your references: If you provide us with references, we may collect information about you from them.
- Data we create ourselves or in cooperation with you: Information about your application and profile is usually created by us, or by us in cooperation with you, during the recruitment process. This may for example include notes from interviews with you, assessments and tests made.
Our use of your information
Lawful basis for processing
We rely on legitimate interest as the lawful basis for the processing set forth in this Privacy Policy. Our legitimate interest is the recruitment of staff for our business.
There may be specific circumstances when the processing is only performed if and when you provide your consent to the processing. This is for example the case if we propose to record an interview with you.
For more information about your privacy rights, please see our Data & Privacy section available at our Career Site. You can manage your privacy settings in our Career Site, or by contacting us directly (refer to section “Contact”).
Purposes of processing
- We use information about you in the following ways:
- To consider your application in respect of a job opening for which you have applied.
- To consider your application in respect of other job openings;
- To communicate with you in respect of the recruitment process;
- To enhance any information that we receive from you with information: obtained from other sources;
- To find appropriate candidates to fill our job openings; and
- To help Teamtailor improve their service.
Use of Artificial Intelligent (AI) Tools and Automated decision making/profiling
We may use Teamtailor’s technology to find appropriate candidates, based on criteria we have decided. The process of finding suitable candidates is in such a case automatic, however, any decision as to who is appropriate for the job opening will be made by our staff.
We may use AI technology to facilitate our recruiting and candidate matching process, specifically to assist in screening and matching candidates to job requirements. While these tools support us in evaluating applications and prioritizing candidates for human review, we are committed to the responsible and ethical use of AI. All decisions involve meaningful human intervention. We ensure that your data is protected and have appropriate security measures in place to comply with AI and data protection laws and regulations (including AI Act). This includes implementing internal governance policies for complying with AI principles, and ensuring our partners (third parties) protect your data.
Any data used to improve our AI systems is fully anonymized; we do not use your personal information for AI training or machine learning purposes.
How we store your personal data
Security
We take appropriate measures to ensure that all your personal data is processed securely by implementing security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorized way. We limit access to your personal data to those who have a genuine business need to view it. Those processing your information will do so only in an authorized manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Sharing your personal data
We will only share your personal data where necessary for the purposes listed in this privacy policy. This may be to other companies within the Etraveli Group, government authorities and public actors, as well as our trusted suppliers (service providers acting as our data processors, like for example Teamtailor). In connection with a potential merger, sale of company assets, financing, or acquisition of all or part of our business to another company, we may share your personal data to other parties involved in the process.
The data that we collect from you and process using our Career Site may be transferred to, and stored at, a destination outside the EU, European Economic Area ("EEA"), UK or Switzerland. It may also be processed by staff operating outside the EU, EEA, UK or Switzerland who work for us or for one of our suppliers.
Any sharing of personal data outside the EU/EEA, UK or Switzerland is conducted in accordance with applicable data protection legislation. When we transfer your data to a country that does not provide an "adequate level of protection" (as determined by the European Commission), we ensure your data remains protected by:
- Implementing Standard Contractual Clauses (SCCs) approved by the European Commission.
- Utilizing the UK International Data Transfer Agreement (IDTA) or the UK Addendum for transfers from the UK, as well as the Swiss Addendum where applicable.
- Verifying that our partners (such as Teamtailor) have robust security measures and legal safeguards in place.
How long we keep your personal data
i) All individuals
If we process your personal data for the purpose of being able to protect and enforce our rights, we will keep your personal data until the relevant legal issue has been fully and finally resolved.
ii) Visitors
We keep your personal data for one (1) year for security purposes. The retention periods for cookies are set out in our Cookie Policy. We keep your personal data to analyse the performance of the Career Site for as long as we keep personal data about you for other purposes.
iii) Candidates
If you are a Connecting Candidate (only), we keep your personal data for as long as you remain connected with us.
For other types of candidates, we keep your personal data to decide if you are a suitable candidate for the relevant vacancy(ies) with us.
Please note that we generally retain such information for a maximum of one (1) year.
However, for the following cases, if you are still in an active recruitment process, you remain connected with us, or have explicitly opted-in to be considered for future vacancies, we will retain your data up to two (2) years from your last point of interaction.
If you are hired, we will keep your personal data during your employment in accordance with the employees Privacy Notice.
iv) References
We keep your personal data for as long as we keep the personal data of the Candidate for whom you acted as a reference.
Your rights
According to the applicable data protection legislation, you have certain rights as a so-called “data subject”. Your rights include the following:
- Right to access– You are entitled to access the personal data that we handle. You are also entitled to receive certain information about what we do with the personal data. Such information is provided in this document.
- Right to rectification– Under certain circumstances, you are entitled to correct inaccurate personal data concerning you and to have incomplete personal data completed.
- Right to erasure– Under certain circumstances, you are entitled to have your personal data erased. This is the so-called “right to be forgotten”.
- Right to restriction of processing– Under certain circumstances, you are entitled to restrict how we use your personal data.
- Right to data portability– You are entitled to receive your personal data (or have your personal data directly transmitted to another data controller) in a structured, commonly used and machine-readable format from us.
- Right to object– You are entitled to object to certain types of handling of personal data that we carry out. This applies to all our activities that are based on our “legitimate interest”.
Finally, you also have the right to lodge a complaint with the applicable data protection supervisory authority.
If you want to exercise any of the rights listed here, we suggest that you:
- Visit theData & Privacy page on our Career Site, where we offer features to let you exercise your rights;
- Log in to your account with us, where you can use the settings in the account to exercise your rights; or
If you encounter any issue with the above means or you have further questions about your personal data please contact us directly at privacy@etraveligroup.com
Contact
For questions or further information about our handling of personal data, or for contact with us in other privacy matters, please contact the Privacy team and DPO by using the following email address: privacy@etraveligroup.com
Changes
We may make changes or additions to this Privacy Policy. The latest version of the Privacy Policy will always be available through the Career Site.
