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