Privacy Policy for job applicants

The purpose of this Privacy Policy is to explain why and how Syklo processes the personal data of job applicants in connection with the recruitment process. Please read the Privacy Policy carefully in advance.

Data controller

Syklo (hereinafter “Syklo,” “the data controller”) acts as the data controller in accordance with data protection legislation. Syklo is responsible for ensuring that the processing of personal data is carried out in accordance with this Privacy Policy and applicable data protection legislation.

Data controller contact information:

Syklo, Business ID (y-tunnus): 3275158-9, PL 116, 90101 Oulu

Data Protection Officer:

mira.juola@oulunenergia.fi

Collection of personal data

Syklo collects all personal data concerning a job applicant primarily from the applicant themself. In certain situations, Syklo may also collect data about a job applicant from sources other than the applicant, within the limits of the applicable legislation, mainly with the consent of the job applicant or as permitted by the legislation. During the recruitment process, Syklo may also use outsourced recruitment partners acting on behalf of and for Syklo and under the guidance of Syklo, for example, to carry out suitability assessments or in connection with outsourcing the recruitment process.

We collect the following data about job applicants necessary for the recruitment process, for example:

basic information, such as name, home address, email address, and telephone number;
information contained in the job application, such as information on education, previous work experience, qualifications and other competencies, language skills, and references; the availability of the job applicant during the possible employment relationship, and the requested start of the employment relationship; and
data relevant to the recruitment process, such as information on the progress of the recruitment process of the job applicant, notes prepared to support the recruitment of the job applicant, information on possible suitability assessments, and information on the selection for the job position applied for.

Legal basis and purpose of the processing

We process the personal data of job applicants for the purpose of managing the recruitment process, including processing job applications, updates about the recruitment process, and organising job interviews. The legal basis for the processing of personal data is the adoption of pre-employment measures at the request of the job applicant.

Transfer and disclosure of data

We may transfer and disclose the personal data of job applicants to third parties in the following cases:

to trusted third-party service providers (including outsourced suitability assessment providers) acting on our behalf who do not have independent right of access to the data we disclose to them;
within the Oulun Energia Group (e.g., for a centralised recruitment process);
if our company is involved in a corporate transaction; and
when we believe in good faith that the disclosure of information is necessary to safeguard our rights, to protect you and others, to investigate fraud, or to respond to requests from the authorities.

Transfer of data outside the EU or the EEA

We will not transfer your personal data outside the European Union or the European Economic Area.

Data retention

The data will be stored only for as long as it is necessary to fulfil the purposes specified in this Privacy Policy or in accordance with statutory retention periods. For example, equality and non-discrimination legislation requires us to retain your information for one year from the end of the recruitment process. When the retention period for personal data has expired and the grounds for processing them within the limits allowed by data protection legislation no longer applies, the personal data will be deleted.

Your rights

As a data subject, the following rights are guaranteed to you under applicable data protection legislation:

You have the right to request access to your personal data from us, as well as the right to request the rectification or erasure of such data, within the limits and in accordance with the applicable data protection legislation;
You have the right to request the restriction of processing or to object to the processing of the data within the limits and in accordance with applicable data protection legislation;
You have the right to transfer data from one system to another, that is, to receive personal data relating to you in a structured and commonly used format, and to transfer them to another data controller, within the limits and in accordance with applicable data protection laws.
You have the right to lodge a complaint with the national data protection authority (in Finland, the Data Protection Ombudsman) or another data protection authority of the European Union or the European Economic Area if you think that your statutory rights have been violated.

You can send the above requests to our data protection officer at: mira.juola@oulunenergia.fi.

Data protection

We have the necessary technical and organisational data security measures in place to protect personal data from elimination, destruction, misuse, and unauthorised access. For example, we restrict access to your data only to persons involved in the recruitment process who, for their work, need to process such data.

Amendments to the Privacy Policy

We reserve the right to change and update this Privacy Policy. If we make changes to the Privacy Policy, we will add this information to the vacancies section of Syklo’s website, where you can also find the latest version of the Privacy Policy.

Contact information

If you have any questions regarding the Privacy Policy or your personal data, please contact our data protection officer: mira.juola@oulunenergia.fi.

Last updated 17 May 2022.