This Privacy Policy concerns recruitment and the web-based recruitment system provided externally for the purpose of Administer Plc’s and its group companies’ (collectively referred to as “Administer”) recruitment activities. This Privacy Policy provides information on how Administer and its employees, partners and subsidiaries process personal data in the context of recruitment.

Administer is committed to processing personal data in accordance with this Privacy Policy and applicable data protection legislation. Please read this Privacy Policy carefully before submitting your data to our system. If you do not agree to the terms of this Privacy Policy, you will unfortunately not be able to enter your data into our database.

Controller

Administer Plc and its group companies act as joint data controllers for the personal data of job applicants. In this Privacy Policy, we describe how the personal data of job applicants is collected and processed. The right to process personal data of job applicants is always carefully restricted and it is based on the person’s duties and work role. 

Administer Plc is responsible for the technical administration of the personal data file and acts as a single point of contact with regard to data protection issues.

Administer Plc
Itämerenkatu 5
FI-00180 Helsinki
Business ID 0593027-4
Telephone: +358 (0)20 703 2000

All joint controllers of the register can be found on the Group’s website at https://administergroup.com/administer-konsernin-yhtiolistaus/.

Contact person for matters concerning the personal data file on job applicants:
Paula Niemi, acting CHRO, Administer Group.
Tel. +358 (0)50 392 8909, Paula.niemi@administer.fi

For questions pertaining to data protection, the contact person is:
Anja Hänninen, Group Data Protection Officer
Tel. +358 (0)40 5220 621
Anja.Hanninen@Silta.fi

Name of the data file

Administer’s Privacy Policy concerning recruitment

The processing of personal data is based on your consent

HThe processing of personal data is based on your consent. You may withdraw your consent at any time. As our recruitment process requires the processing of your personal data, withdrawing your consent may lead to a circumstance where we cannot continue the recruitment process with you.

Collection and processing of personal data

Administer collects your personal data for purposes related to the management of its resource allocation activities and for organisational planning and development. Consequently, Administer may use your personal data in matters pertaining to the assessment and selection of job applicants, such as arranging and conducting interviews and aptitude assessments, evaluating their results and for other purposes that are necessary in the recruitment process and in making the final selection. If you enter into an employment relationship with Administer, any personal data you provide may be associated with other data on you and may be used for other purposes related to the employment relationship or work.

Administer collects personal data directly from applicants and from the data sources that the applicants have provided to Administer. In accordance with national legislation, Administer may also collect personal data from public sources and conduct background checks and assessments and store such data during the recruitment process. Administer collects personal data on internal as well as external applicants for the purposes laid out in this Privacy Policy.

This Privacy Policy covers all personal data that you provide through our web-based recruitment system, by mail or by e-mail as part of a job application or recruitment process. Such personal data include, for example:

• name, address, phone number, e-mail address, other contact information and your preferred
• method of communication
• user ID and password as well as other information used to identify you in the system
• CV, cover letter, previous work experience, education, training, qualifications and skills
• the location where you primarily seek employment, your willingness to relocate, expected salary
• the channel through which you found out about the vacancy
• information concerning recommendations
• credit checks in accordance with the applicable legislation.

If you intend to provide us with detailed information about a reference or other third party as part of

your CV, you are responsible for obtaining the consent of the third party in question.

Please note that Administer shall not collect sensitive or particularly private information on applicants. In certain countries in the European Union, such data are referred to as sensitive personal data. These typically include information on the applicant’s health, racial or ethnic origin, religious or political beliefs or sexual orientation.

As an employer, Administer adheres to the principles of equal opportunities, i.e. we treat all applicants equally. Administer does not discriminate against applicants, directly or indirectly, in any area of recruitment, on the basis of gender, sexual orientation, transgender status, racial or ethnic origin, religion, disability, marital status, beliefs, nationality, skin colour, age or any other attribute protected by law

Storage of personal data

Administer shall retain personal data on applicants for the period for which the data is processed and for as long as required by law or until we receive a request for erasure. All data concerning job applications is stored in our data file for 24 months after the last action or contact.

Transfer of personal data

Administer cooperates with third-party service providers. We disclose your data to third parties, such as service providers, as part of Administer’s recruitment process, website hosting services or IT consulting services, website administration services, data analysis services, legal services, accounting services and other administrative services, assurance services and security services. Administer takes appropriate technical, organisational and legal measures to protect your personal data.

Your personal data may be disclosed or accessed as required by mandatory legislation. In such circumstances, your personal data may be disclosed to or accessed by, for example, law enforcement authorities in the countries where Administer or its subcontractors or representatives operate and in the countries to which your personal data has been transferred in accordance with this Privacy Policy.

Your rights

As a person whose personal data are processed by Administer, you have the right, in an appropriate manner and taking into account any restrictions and other provisions arising from the applicable national legislation, to:

• obtain confirmation of whether Administer’s recruitment system contains data on you, and
• obtain such personal data in an understandable form. Pursuant to the applicable national legislation, Administer may have the right to collect a fee for providing such data, in which case the fee shall correspond to the actual costs incurred
• have erroneous, incomplete or otherwise inaccurate personal data erased or rectified, or have the use of such data prevented or, if necessary, to have the personal data integrated
• object to the processing of personal data in part or in full on legal grounds. However, in some cases, this may lead to the termination of the processing of your application or other relationship with Administer.

Administer would like to remind you that you can exercise most of your rights by managing your applicant profile. If managing your applicant profile is not sufficient for exercising your rights pursuant to this Privacy Policy, you may exercise your rights by contacting us using the contact information provided earlier in this Privacy Policy.

We reserve the right to erase your personal data (such as your CV) at any time without a particular reason. For this reason, you should retain a copy of the personal data you have provided to us.

Not an offer of employment

The vacancies published on our websites should not be considered as an offer of employment or a promise of a job. Administer may, without separate notice, delete, amend or modify the described work duties and related compensation and benefits. Our website describes potential job duties at Administer Plc and its group companies. These are not binding offers of jobs or terms of employment. A job offer that a user may receive after having observed a job opportunity or having provided information to Administer shall be in accordance with the terms of that offer.

Cookies

Administer may, from time to time, transfer files to your computer for the purpose of identifying you. Such files are called cookies. Cookies provide Administer with information on how and when you have used our web-based recruitment system and website. They also help Administer develop the website to provide better services. The use of cookies in online services is very common. If you do not wish to receive cookies, or if you wish to receive notification of their transfer, most web browsers allow you to modify your cookie settings as required. 

Data security

Administer shall take appropriate measures (taking into account the nature of the personal data concerned) to prevent and minimise the data security risks associated with the use of our systems and services. Such measures include, where appropriate, the use of firewalls, secure servers and encryption, the establishment of appropriate access management systems and processes, the careful selection of data processors and other technically and commercially reasonable measures to adequately prevent the unauthorised use and disclosure of your personal data. Administer may also make necessary backups and use other similar means to prevent accidental loss or destruction of your personal data and to ensure the undisrupted functioning of our services.

The right to lodge a complaint with a supervisory authority

According to the General Data Protection Regulation (GDPR), you have the right to lodge a complaint with a supervisory authority if you are of the opinion that the processing of your personal data violates the GDPR. For example, you can lodge a complaint if Administer does not appropriately implement the data subject’s rights as laid out in the GDPR.

A notification of a fault in the processing of personal data can be submitted on the Office of the Data Protection Ombudsman website: https://tietosuoja.fi/en/report-of-fault-in-personal-data-processing.

You can find more information about your rights as a data subject here: 

• https://tietosuoja.fi/en/rights-of-the-data-subject
• https://tietosuoja.fi/en/what-rights-do-data-subjects-have-in-different-situations

Amendments

Administer aims to continuously improve its recruitment process. Consequently, this Privacy Policy may also be updated as necessary. Administer reserves the right to amend this Privacy Policy.

Administer shall communicate amendments to the Privacy Policy on its website by publishing the updated Privacy Policy and specifying the date of the amendment. In the event that Administer makes significant amendments to the Privacy Policy, Administer shall also announce such amendments in other ways, such as by sending an e-mail message or publishing a release on the website and/or social media pages before the amendments take effect.

This Privacy Policy was last updated on 7 December 2021.