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
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.