Privacy
Policy
Last modified: [18-09-2020]
1.
Why do we have a privacy policy?
When you (the “Candidate” or “you”) create a
profile in our recruitment tool on https://www.smartrecruiters.com/
(the “Website”), and when you apply for a specific position, you provide personal
data to Inter IKEA Holding B.V. (“we” or “us”), as well as to other entities
within the Inter Ikea Group (“Inter IKEA”). In this privacy policy (hereinafter
the “Policy”) we will inform you about our processing of your personal data. We
greatly respect our Candidates’ privacy and are committed to protecting it
through compliance with this Policy. We also commit ourselves to being
transparent with our Candidates by providing clear information about what
personal data we process; the purpose of processing; the retention period of
the personal data; as well as the legal basis for the processing and other
information that we are required to provide pursuant to applicable legislation.
Your personal data will be processed in the
recruitment system both on our Website and in a smartphone application used by
the recruiting staff of Inter IKEA. For purposes of this Policy, any reference
to the Website includes the smartphone application (when this is relevant).
2.
What personal data do we process?
When a Candidate creates a profile and applies for a
specific position through our Website, the Candidate will provide several types
of personal data that we will process. We may also collect personal data about
the Candidate from other sources which we will process on our Website. The
types of personal data that we may process about you are:
1.
Name
2.
Gender
3.
Nationality
4.
Telephone number
5.
Email address
6.
Location
7.
Languages spoken
8.
User name
9.
Résumé (the résumé
may include photos and videos)
10.
Education
11.
Experience
12.
Salary
expectations and/or current salary (where allowable by law)
13.
Notes from the
interview process (such notes may, among other things,
include preferences and information about your motivations and interests in
applying and our assessment of you as a candidate)
14.
Attachments to the
application
15.
Online assessment
results
16.
URL link to social
media content
17.
Background checks
(only if permitted by local law)
3.
Why do we process your personal data?
We will process your personal data for purposes of
administering the recruitment process, which among other things includes
following up on your application, creating a candidate profile and communicating
with you in the appropriate manner (e.g. inviting you to an interview).
We will also process the personal data in order to evaluate
the application which includes determining if the Candidate is eligible for a
certain position, if the Candidate’s education, experience and language skills
meet the requirements for the open position, whether the salary level is in
line with the Candidate’s expectations and any collective bargaining agreements
and compensation framework. When evaluating a Candidate’s application we will
process the personal data provided in the résumé and cover letter, which may
contain (on an optional basis) photos and/or videos of the Candidate.
During the recruitment process, the recruiting team
may take notes from interviews which may contain personal data. Such data are
processed in order to evaluate the Candidate for the employment in question. During
the application process you may also be asked to perform an online assessment.
The results from the online assessment will be processed in order to evaluate
the Candidate for the employment in question.
The Website will provide the opportunity for the Candidate
to upload attachments for the recruiting team to evaluate. Any such attachment
is provided on a voluntary basis and will be processed for the purpose of
getting an overall picture of the Candidate and to evaluate the Candidate for
the employment in question.
At Inter IKEA we believe in people and respect each
other regardless of position, gender and background. Diversity, equality and
inclusion increase our understanding of our customers and each other. In order
for us to achieve this understanding, we reach, recruit for and embrace
diversity, gender equality and inclusion. We process information about our
Candidates’ gender and nationality (the
provision of such personal data is optional) for statistical purposes and in an
anonymous way.
Through the Website you have the possibility to connect
your application to your social media accounts (such as LinkedIn, Facebook and
Twitter). If you choose to provide a link to your social media accounts, we will
process such personal data and review the information in your social media
accounts for the purposes of getting an overall picture of you as a Candidate
and to evaluate your eligibility for employment with us.
Background checks will only process such personal
data as needed and required by law where the employing Inter IKEA entity is
based.
If we intend to process your personal data for
other purposes than the purpose for which the data was originally collected, we
will notify you of such processing before we initiate it and if necessary,
request your consent. For example, if your personal data is processed in
relation to the recruitment for a specific position, we may ask for your
consent to process your personal data in the future in relation to another position
if we think that you would be a suitable candidate for another role within
Inter IKEA. If you consent to this, we will process your data for the purpose
of future recruitments and you will be a part of our “talent bank”. We may also
at a later date ask for additional consent to use your personal data for purposes
of another company within Inter IKEA that did not receive your personal data in
the first instance.
4.
Transfer/disclosure of personal data
Within Inter
IKEA
The personal data provided by a Candidate will be processed by Inter
IKEA Holding B.V. and may also be transferred to the company within Inter IKEA
that is offering the specific position for which the Candidate has applied.
Personal data will also be processed by Inter IKEA Digital Business, which is a
business unit within Inter IKEA that supports the group in digital matters.
To other
companies
The personal data will be disclosed to SmartRecruiters Inc., which is the
supplier of the Website, that will access the personal data within the system
to provide its services to Inter IKEA, as well as to SmartRecruiter’s suppliers
of email and digital functions for the Website. SmartRecruiters is required to
adequately safeguard your personal data and not use them for any unauthorized
purposes and to ensure that its suppliers do the same.
5.
What is the legal basis for the
processing?
Unless otherwise stated in this Policy, the legal
basis for our processing of personal data is consent from the Candidate.
However, if we retain your personal data in order to protect our legal rights,
e.g. if a discrimination process is initiated by a candidate in relation to our
recruitment for a specific position, such processing of personal data is lawful
based on the principle of legitimate interest, with the legitimate interest being
to protect our rights in the discrimination case. The transfer of personal data
to our service providers as described under Section 4 above is based on the
principle of legitimate interest, with the legitimate interest being the efficient
administration of a joint recruitment tool for Inter IKEA. If we process
background checks the legal basis for such processing will be to fulfil a legal
obligation.
6.
How long do we keep your personal
data?
We will process your personal data only for as long
as necessary in relation to the purposes described under section 3 above. Our general
policy is that we erase your personal data one (1) year after you have been rejected
as a job applicant. The reason we keep your personal data after the termination
of the recruitment process, is to ensure that we have all necessary data to
protect our rights should a candidate take legal action in a discrimination process
in the country where you applied for the job. If you consent to further
processing of the personal data for the purposes of being a part of our talent bank,
we will retain your personal data as long as you wish to remain in our talent bank.
In some cases we may also process your data for a longer period of time than
stated above. This may be the case if we need to protect our legal rights, for
example in a legal dispute or if necessary to fulfil a legal obligation.
7.
Protection of personal data
We take the following precautions in relation to
the personal data you provide us:
Security
We use a variety of technical and organizational security measures,
including encryption and authentication tools to protect your personal data.
Your personal data is stored on systems behind secure networks and is only
accessible to a limited number of persons with special access rights to such
systems.
For example, the companies within Inter IKEA that
have access to your personal data are required to treat your personal data as
confidential and to seek to maintain its security. Only recruiters and relevant
managers and co-workers of the Inter IKEA entity or entities to which you
directed your application and/or who are otherwise involved in the recruitment
process will have access to your personal data.
International
transfers
The personal data processed on our Website are stored in the European Union or within European Economic Area (EEA). If we need to transfer data within the EEA we will only do so if this is possible from a legal and regulatory standpoint, for example:
- We rely on adequacy decisions from the EU on which countries provide an adequate level of data protection. This means that the EU believes a country’s own laws or agreements provide adequate protection for your personal data.
- If there is no adequacy decision from the EU for a country, we then rely on the EU Model Contract Clauses, which are European Commission approved standard contractual clauses relating to data privacy. This ensures that the external party will guarantee an adequate level of protection of your personal data.”
8.
Your rights regarding the processing
of personal data
You are entitled to request that Inter IKEA Holding
B.V. provides you with information about its processing of your personal data and
to request correction and/or deletion of such personal data or to object to the
processing of your personal data. Any such request should be sent by regular
mail to the address set out in section 10 below. Inter IKEA would also like to
inform you of your right to data portability.
You may withdraw your consent to the processing of
your personal data at any time, but must be aware that this means that Inter
IKEA can no longer process your application and that you may no longer keep
your profile on our Website. Even though you delete personal data and/or
withdraw your consent, Inter IKEA may retain certain of your personal data if
processing is lawful based on another legal principle such as fulfilling a
legal obligation or if Inter IKEA has a legitimate interest to do so.
You also have the right to make a complaint to the U.S.
Federal Trade Commission or your State Attorney General if you believe that the
processing of personal data by Inter IKEA does not comply with applicable
legislation.
9.
Changes to this Policy
If we make any changes to this Policy you will be
notified thereof and requested to consent to the updated processing of personal
data as set out in the Policy as soon as you log into your account on the
Website and before you can continue using the site.
10.
Contact Information
If you have questions about the processing of your
personal data, requests for correction and/or deletion of personal data or if
you would like to give us feedback on our Policy and/or our privacy practices,
please contact us by sending a letter to:
Inter IKEA Holding B.V.
Olof Palmstraat 1
2616 LN Delft
The Netherlands