1. About Benify and our recruitment process

When you apply for a job at Benify Group ("Benify”), the controller of your personal data will be the specific entity that your application is sent to. If you are applying based on a job ad, the company details and contact details will be published in the ad. If you are sending a spontaneous application, you will find the details and contact information on the website of the company you are applying to. And if you have been approached by a recruiter from a Benify company, you will be notified of the details of the company by the recruiter.

If you are in doubt regarding the controllership of your personal data, you are welcome to contact our main establishment:

Benify AB, org. nr. 556595-0317, phone number +468210200, email talent@benify.com.

Tests, background checks and reference checks might be conducted in the later parts of our recruitment processes via third-party controllers (Clevry, RefApp).

This privacy notice outlines how Benify processes your personal data in our recruitment processes, in our capacity as controller and in accordance with applicable data protection laws and regulations, including the GDPR.

2. Categories of personal data and purposes for the processing

The personal data we will process is exclusively for the purpose of managing the job application process. In the table below, we are specifying the types of personal data we will process the specific objective they serve in the recruitment process.

 Examples of data

• Name, phone number, email address, picture. 
• Employment history, education, other relevant assignments. 
• Preferences of work environment, required experience, competence. 
• Reference notes. 
• Result on logical test and psychometric test. 
• Identification card/passport, document showing the right to work in the specific country, criminal record, financial record. 
• Bank account, address, personal identification number, date of birth.

Purpose of processing

• To be able to initiate and maintain an ongoing relationship during the recruitment process.
• To be able to assess how well you meet the job requirements.
• To be able to retain relevant information from interviews and conversations.
• To be able to gain a broader picture of your work performance and personality.
• To be able to test your skills and abilities in relation to the job requirements.
• To be able to verify information and to ensure that there are no circumstances that would prevent an employment.
• Preparations for entering into an employment agreement with you if offered the position.

Categories of data 

• Contact and identification details.
• Description of merits though CV, cover letter and other application documents.
• Interview notes and comments.
• Reference interviews, including detailed descriptions of previous work.
• Test results.
• Background checks.
• Employee contract details.

Legal basis for processing for the above

• Legitimate interest (Article 6(1)(f) GDPR). Our legitimate interest in finding suitable candidates is aligned with your interest in applying for new employment.
• Necessary to order to enter into an agreement with you and to administer aspects of the employment relationship, e.g. salary payments.

3. How do we collect your data?

In most cases, we will receive most data directly from you when you apply for a job at Benify. Usually this includes your CV and cover letter in the initial phase, and this information is supplemented as you progress in the process with interview notes, notes from references and eventually test results and background checks etc, as outlined under Section 2.

If you are headhunted by our recruiters or an external recruitment partner, your profile and contact details have most likely been recognized in an open CV database such as LinkedIn, Indeed and PostJobFree. After the initial contact from the recruiter, subsequent personal data necessary for the recruitment process will be collected from you directly. 

4. For how long do we store your personal data?

We will only process personal data for as long as is necessary for the purposes outlined in this notice. In case you accept an offer of employment with Benify, any necessary personal data collected during the recruitment procedure will become part of your personal data records that are processed under your employment with Benify and as further described in notices applicable to our employees.

If you have given your consent to be considered for future employment opportunities, Benify will store your personal data up to two years for the purpose of being able to remain in contact with you when we believe a role would be relevant for you. Should you wish to withdraw your consent prior to this point in time, you may always reach out to the sender in a returning mail or send us a message about your withdrawal to talent@benify.com.

Pursuant to our legitimate interest, Benify will retain your personal data for the purposes of establishing, exercising, or defending any legal claims up to two years, depending on the markets for which your application has been considered. 

5. Who may access your personal data?

Primarily, your data will be handled within Benify by our personnel on a so-called need-to-know basis. This usually includes the HR department together with the responsible manager.

Recruitment firms
In certain cases, we may engage recruitment firms to assist in the recruitment process. When this occurs, you will be contacted by the relevant recruitment firm which inform you about the recruitment process as well as how they process your personal data. The recruitment firms act as separate controllers when processing your personal data.

Candidate database
To store your personal data, we use the trusted applicant tracking system Teamtailor.

Test providers
Your personal data will also be disclosed to the provider of the tests, in those cases you will also be informed about how your personal data is processed by the test provider.

Background checks
In the later stages of the hiring process, we conduct background checks for certain positions, which are performed by a third-party controller. We do also conduct a reference check and ID check. 

6. Where is your personal data processed?

Benify processes your personal data within the EU/EEA. However, in some cases, and when necessary, we may transfer it to a country outside the EU/EEA. Any such third country transfer will be carried out in accordance with Articles 44-49 in the GDPR. The transfer of your personal data to a third country will be based on Standard Contractual Clauses (SCCs) if the transfer cannot be based on an adequacy decision, together with supplementary measures.

A third country transfer may occur with the manager at the Benify entity that is hiring. The transfer occurs in order to assess the candidate together with the manager and occurs only within Benify Group.

If you have further questions concerning the transfer of your personal data outside the EU/EEA, you may contact us at talent@benify.com.  

7. Your rights as a data Subject

As a data subject, you are provided with a number of rights under the GDPR. As a controller, Benify ensures that the following rights are met when a request is made to us. Please note that we may request additional information if necessary, in order to identify you in relation to your personal data.

Your rights in to your personal data are the following:

Right to access your personal data
Your right to obtain confirmation from us if personal data concerning you are being processed and if so, the right to access a copy of such data.

Right to rectification of personal data
Your right to correct any inaccurate data we might process regarding you. In addition, you have the right to supplement any incomplete personal data considering the purpose for which we process your personal data

Right to erasure of personal data
You right to, under certain circumstances, have the personal data we process of you erased. This right is also referred to as a “right to be forgotten”.

Right to restriction of processing
Your right to, under certain circumstances, request that the processing of your data is to be restricted.

Right to object to processing and withdrawal of consent
Your right to, under certain circumstances, object to the processing of your personal data. If you object to processing, we may only continue to process the data if we demonstrate that there are legitimate grounds for us to process the data and where our interests outweigh your interests, for the establishment, exercise or defence of legal claims. Whenever we are processing personal data based on your previously given consent, you may also withdraw such given consent.

Right to data portability
When we process your personal data by automated means on the basis of your consent or for the performance of a contract with you, you have the right to obtain your personal data in a structured, commonly used and machine-readable format to transfer the data to another data controller.

Right to lodge a complaint with a supervisory authority
Your right to lodge a complaint to your competent data protection authority if you think that your personal data is being unlawfully processed by us.

Below follows a list of all data protection supervisory authorities per country where you can read more about your rights and how to lodge a complaint:

Country

Webpage

Sweden

https://www.imy.se/ ;

The United Kingdom

https://ico.org.uk/ ;

The Netherlands

https://autoriteitpersoonsgegevens.nl/en ;

Germany

https://www.lda.bayern.de/de/index.html ;

Denmark

https://www.datatilsynet.dk/ ;

Lithuania

https://vdai.lrv.lt/lt ;

8. Updates of this notice

Benify continuously works to improve our processes and services and we may therefore update this privacy notice accordingly.

The information was last updated on 26 06 2023.