This applicant information notice explains how we (hereafter referred to as “Finologee” and/or indifferently as “We”, “Us” or any other cognate terms such as “Our”) process personal data in accordance with applicable data protection laws and regulations, which include the General Data Protection Regulation 2016/679 (the “GDPR”).
As part of its recruitment process, Finologee collects and processes personal data (the “Data”) relating to job applicants (hereafter referred to as “You”). Finologee is committed to being transparent about how it collects and uses that Data and to meeting its data protection obligations with the GDPR.
Finologee has appointed an internal Data Protection Officer that may be contacted should You have any question or concern about our current policies and/or practices with regards to the processing of personal information. The Data Protection Officer’s name and contact information are as follows:
7, rue Jean Fishbach | L-3372, Leudelange
(+352) 27 75 08 – 1
What Data do We collect and how?
Please first note that we process only the Data that You provide to Us per Your application and all along the recruitment process. You are under no statutory or contractual obligation to provide Us with Data during the recruitment process. However, if You do not provide the Data, We shall not be able to process your application.
PLEASE DO NOT PROVIDE US WITH INFORMATION THAT MAY RELATE TO SENSITIVE PERSONAL DATA PER ARTICLES 09 AND 10 OF THE GDPR. SHOULD YOU FAIL TO COMPLY WITH SUCH REQUIREMENT, FINOLOGEE SHALL NOT BE HELD LIABLE WITH REGARDS TO SUCH PROCESSING.
Amongst that Data, Finologee may collect different categories of personal information, such as but not limited to:
- Your first name, last name, address(es), telephone number(s), email address(es);
- personal characteristics, such as Your age, gender, date of birth, place of birth, marital status, family status, nationality(ies);
- Your educational background and professional qualifications, diploma(s), language(s) spoken;
- Your professional experience(s) (whether previous or current), including Your employer(s), the title and job description, duration of the experience(s), place of work, specialisation;
- information about Your remuneration, benefit(s) if any ; and
- by way of exception, Data about Your disability status (where applicable) to consider whether We need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or an interview.
Occasionally, we may be compelled by laws or regulations to ask You to provide Us with an official document that contains information in relation to Your criminal record. Such request will be done on a case-by-case basis and solely for specific purposes, such as but not limited to good-standing evidence required for certain job offers. Where applicable, such document will be destroyed at least one (1) month after its transmission.
Data will be stored within our HR management systems and our email system.
While processing the Data, You will not be subject to decision that will have a significant impact on You based solely on automated decision-making.
For what purpose do We process the Data?
We have a legitimate interest in processing the Data during the recruitment process and in keeping records of such a process. Processing Data from job applicants, such as You, allows Us to manage the recruitment process, assessing and confirming (if any) the candidate’s suitability for employment.
We may also need to process Data to respond to and to defend Ourself against any legal claim that may arise.
The Data may be accessed within Finologee for the purpose of the recruitment process and the maintenance/hosting of this web site by Finologee’s HR team, interviewers involved in the recruitment process, relevant managers, top-level management, relevant staff members in charge of the web site maintenance.
Solely for the purpose of the IT processing of Your application made through Our Website http://jobs.finologee.com, Finologee has appointed sub-processors bound by confidentiality and professional secrecy obligations and/or located in countries not recognised by the European Commission as having an adequate level of protection for personal information. Further information about our data protection policies and procedures can be found here. Data will not be shared with, nor transferred to, a third-party for any other purpose.
If You provide(d) Us with Data through a third-party (e.g. a head-hunter, a dedicated website etc.), please note that such third-party might have published its own privacy notice (or any other information notice that described how such third-party processes personal information). We advise You, therefore, to rely on the applicable information notice should You need to gather information with regards to such separate and independent processing of personal data.
How long will the Data be retained?
The Data will be retained for different time duration depending on the success of Your application.
If Your application for employment is not successful, We will keep a record of Your application for a period of five (5) years after You have applied. After this period, your application and the related Data will be deleted.
If Your application for employment is successful, the period for which the Data is held will be provided to You in a separate information notice.
Without prejudice to the limitations provided by the GDPR or any other laws or regulations, You may:
- request for access and obtain a copy of the Data;
- require Us to change incorrect or incomplete Data;
- require Us to delete or to stop processing Data, for example where the relevant Data is no longer necessary for the purposes of the processing;
- object to the Data processing where We are relying on our legitimate interests as the legal ground for processing; or
- demand Us to transfer Your data to another organisation.
If You have a complaint about the use of the Data, we invite You to contact Us, and/or our DPO directly, so that Your complaint can be addressed.
You are also entitled to contact the CNPD via its Website at www.cnpd.lu.