Privacy policy for the Copenhagen Optimization employer branding and recruitment
At Copenhagen Optimization ApS (“Copenhagen Optimization”, “we”,
“us”), we believe in respecting your privacy. This privacy policy lays
out our specific commitments and your rights when we process your
personal data.
Data controller
The data controller for the processing of your personal data is:
Copenhagen Optimization ApS
Esplanaden 8A, 2.
Company reg. no.: 36414103
DK-1263 Copenhagen
pc@copopt.com
General
As
Copenhagen Optimization (“we”, “us”, “our”) collects your personal data
when we receive and process job applications, we are the Data
Controller responsible for the processing of personal data pursuant to
the General Data Protection Regulation (“GDPR”). This privacy notice
serves to inform you of the processing as well as your rights pursuant
to the GDPR.
Our processing of your personal data
Purpose
We
process your personal data to evaluate your job application and
suitability in order to find the most qualified candidate for the
relevant position, or to later contact you concerning a vacant job
position if you have applied unsolicited.
If you have consented to
our continued processing of your personal data, we may also process
your personal data for the purpose of contacting you about a later
vacant position that we believe suits your profile.
Categories of personal data
We
process the personal data included in your application and your CV
etc., including name, address, contact information, educational
background, exam diplomas and/or certificates, work experience, picture,
video (if you submit a video CV), correspondence with you, and other
personal data you have otherwise included in your application or CV.
Please
refrain from including personal identification number(s), i.e. CPR-no.,
and sensitive data, such as race or ethnical background, religion,
trade union membership, sexuality, health data etc.
We may ask you
to participate in a personality test or the like. If you complete such
testing, we will process the result of the test.
Provided employment is offered to an applicant, we will ask you to hand in a cope of your criminal record.
As
a rule, we only collect personal data directly from you. However, if
you have informed us of any references in your application material, we
collect personal data about you from previous employers concerning your
work history and previous work and tasks related thereto.
Legal bases
The
legal basis for processing your personal data in relation to solicited
applications for positions which we have opened on our Career Page is
the GDPR’s article 6(1)(f), as we have a legitimate interest in
processing your personal data for the purposes of finding the most
qualified candidate for the job opening as well as potentially offering
you employment. Our legal basis for processing your personal data in
relation to unsolicited applications is also GDPR article 6(1)(f).
The
legal basis for processing your criminal record – provided we have
deemed it necessary to process it -is GDPR article 6(1)(f) is the
criminal record contains no records of criminal activities, and Section
8(3) of the Danish Data Protection Act, if the criminal record contains
criminal activities. The legitimate interest in processing your criminal
record with no recorded criminal activities is to ensure you are fit
and qualified for the position.
The legal basis for collecting
references about you from previous employers is GDPR article 6(1)(f), as
we have a legitimate interest in checking relevant information in your
application, that will be necessary to assess your qualities for the job
opening. We only collect information about you from references which
you yourself have informed us of in your application material.
The
continued processing of your personal data for the purpose of
contacting you regarding a later vacant position is your consent
pursuant to Article 6(1)(a) of the GDPR. You may withdraw your consent
at any time.
Retention periods
If
you are offered and accept employment at Copenhagen Optimization, your
application as well as other personal data you have included in your
application material and your submitted criminal record will become a
part of your HR-profile for as long as the employment relation lasts.
If
you are not offered employment, we will retain your application as well
as other personal data for 6 months after which it will be deleted,
unless you consent to our processing of personal data for the purpose of
contacting you regarding a later vacant position.
Recipients of personal data
Copenhagen
Optimization entrusts the processing of your personal data to the
provider of our recruiting portal and other IT suppliers that we have
engaged to process personal data on our behalf.
We may also disclose your personal data to providers of personality tests.
Third country transfers
We
will not transfer your personal data to third countries outside the
EU/EEA, unless we have established a legal basis for such transfer
pursuant to Chapter V of the GDPR.
Transfers to other suppliers or
sub-processors of our suppliers in Andorra, Argentina, Canada, the
Faroe Islands, Guernsey, Israel, Isle of Man, Japan, New Zealand,
Switzerland, South Korea and Uruguay will be based on an adequacy
decision pursuant to Article 45(1) of the GDPR, as the European
Commission has deemed that the country or sector provides an adequate
level of data protection.
Transfers to suppliers or sub-processors of
our suppliers based in the United States, who have self-certified under
the EU-U.S. Data Privacy Framework, will be based on Article 45 of the
GDPR, as the European Commission have deemed that this framework
provides an adequate level of data protection.
Where you have been
hired to work at hour Group entity in the United States, we will
transfer your personal data to our Group entity based in Article
49(1)(b) of the GDPR (necessary to perform a contract).
Where the
transfer to a supplier or sub-processor of our suppliers is not subject
to an adequacy decision pursuant to Article 45 of the GDPR, we will
conclude standard contractual clauses with the supplier pursuant to
Article 46(2)(c) of the GDPR.
You may obtain a copy of the standard contractual clauses by contacting us via pc@copopt.com.
Your rights
The right to access data
You
are at any time entitled to request us to inform you which information
we have registered about you, what the purpose of these data is, which
categories of personal data and recipients of data may be registered, as
well as information on the origin of the registered data.
You
have the right to have a copy of the personal data registered about you
provided, as you may be required to provide proof of your identity.
The right to rectification
You
have the right to have incorrect data about yourself rectified by us.
If you become aware that data registered about you is incorrect, we
encourage you to contact us in writing, in order to correct the data.
The right to deletion
Under
certain conditions, you are entitled to have all, or part of, your
personal data deleted by us, e.g. by retraction of your consent, and we
do not have any other legal basis for continuation of the processing of
your data. In the event that further processing of your data is
necessary, e.g. in order for us to meet our legal commitments, or in the
interest of establishing, maintaining or defending legal demands, we
are not required to delete your personal data.
The right to restriction of processing
In
certain cases, you are entitled restrict our processing of your
personal data. We are, however, still entitled to store your personal
data. We may under certain circumstances, despite the processing being
restricted, still process your personal data.
The right to object
You
are, due to reasons pertaining your personal situation, entitled to
object to the processing of your personal data, which we perform on the
basis of our legitimate interest pursuant to Article 6(1)(f) of the
GDPR.
Right to withdraw consent
You may at any time withdraw your consent. You may withdraw your consent by contacting us at pc@copopt.com.
We note that the withdrawal of your consent will not influence the
legality of our processing prior to your withdrawal of consent.
The right to file a complaint
You
are at any time entitled to file a complaint with the Danish Data
Authority, Carl Jacobsens Vej 35, 2500 Valby concerning the processing
of your personal data by us. Complaints may be filed by e-mail to
dt@datatilsynet.dk or by telephone +45 33 19 32 00.
Updates to privacy notice
We reserve the right to update this privacy notice from time to time.
