Privacy Policy

Chalmers Studentkår Rekrytering

An entity for students

CSR stands for Chalmers Studentkår Rekrytering and it is a student-run company that is established with the aim of specifically finding students from Chalmers University of Technology that are suitable forclientswho needhelp with advertisement and finding new members.

The Coverage of the Policy

CSR is considerate of shared personal data. Hence, this policy:

1. sets out the types of personal data that we collect about you;
2. explains how and why we collect and use your personal data;
3. explains how long we keep your personal data for;
4. explains when, why and with who we will share your personal data;
5. sets out the legal basis we have for using your personal data;
6. explains the effect of refusing to provide the personal data requested;
7. explains the different rights and choices you have when it comes to your personal data; and
8. explains how we may contact you and how you can contact us.

The principles described in this Privacy Policy document are handled in accordance with the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27th April 2016 on the protection of natural persons with regard to the processing of Personal Data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation). The aim of these principles is to provide participants with basic information on the processing of Personal Data, their protection and methods of processing. When transmitting and processing your Personal Data, we strictly follow the applicable codes (the code of conduct) of the Association of Executive Search and Leadership Consultants (AESC). Please find the complete version of these documents at the following addresses:

https://www.aesc.org/profession/professional-code
https://www.aesc.org/profession/candidate-bill-rights

What collecting of data entails

CSR collect the information necessary to be able to carry out the work our clients ask us to deliver. This information may include, but not be limited to, CVs, identification documents, educational records, work history, employment, remuneration details and reference.

We may also collect sensitive personal data about you, in the form of bank details, work permit, driving license, criminal records, remuneration and compensation, identifications documents, education records. We only collect sensitive personal data from you, and further process this data, where you have given your explicit consent.

Sources of personal data

The following are the different sources we may collect personal data about you from:

1. Directly from you. This is information you provide while you are engaged with us as part of a search/recruitment process or via coaching.
2. Through publicly available sources. We use the following public sources, as well as others from time to time:
   1. LinkedIn
   2. Company website
   3. Company annual reports.
3. By reference or word of mouth. For example, you may be recommended by a friend, a former employer, a former colleague, telephone referencing or even a present employer.

Managing of the data collected

We use your personal data to help us deliver our services on behalf our clients and to assist you in the development of your career. We use your personal data to match your skills, experience and education with a potential employer. We will initially collect basic information on you such as contact details, job role and experience as part of our search activities for a particular recruitment project. If you are chosen by us to be assessed more deeply,you will go through to the next (interview) stage and onwards in that manner. At some point,we will share information about you with our client. If we undertake a reference/due diligence exercise the data supplied will be passed to our client. Sources may at times be anonymized.

The length of time the data is stored

We only retain your information for as long as is necessary for us to use your information as described above or to comply with our legal obligations. However, please be advised that we may retain some of your information after you cease to use our services, for instance if this is necessary to meet our legal obligations, such as retaining the information for tax and accounting purposes.

When determining the relevant retention periods, we will considerfactors including:

1. our contractual obligations and rights in relation to the information involved;
2. legal obligation(s) under applicable law to retain data for a certain period of time;
3. statute of limitations under applicable law(s);
4. (potential) disputes;
5. if you have made a request to have your information deleted; and
6. guidelines issued by relevant data protection authorities. Otherwise, we securely erase your information once this is no longer needed.

The extent of data sharing and the involvedprofessionals

We share your personal data with the client we are working with and on whose behalfwe will have approached you or the client who has a position to fill, in order to determine with the client whether you are a good fit for the available position. With your prior permission, we may share your personal datawith selected external contacts where we think there may be interesting career development opportunities available to you. We may also conduct checks on you to verify the information you have provided and where we do this we may share this information with our clients and staff.

Legalities for sharing of personal data

For prospective candidates, interim managers, referees and clients, our processing is necessary for our legitimate interests in that we need the information in order to be able to assess suitability for potential roles, to find potential candidates and to contact clients and referees. If you are shortlisted as a candidate or we are working closely with you in an assessment of development process, then this may involve the processing of more detailed personal data including sensitive data such as health information that you or others provide about you. In that case, we always ask for your consent before undertaking such processing. For clients, we may also rely on our processing being necessary to perform a contract for you, for example in contacting you.

Consequences for inability to both share and use of personal data or if processing of information is requested to be halted

If you do not provide the personal data necessary, orwithdraw your consent for the processing of your personal data, we may not be able to work with you on potential assignments.

Information about automated decision regarding a person of concern

Automated decisions about you are not generally made but as part of our determination of suitability for a specific role, we at times and with a candidate ́s prior explicit permission, include assessment/psychometric profiling, which may be completed online. Results will always be assessed and analysed by trained and certified consultants. Feedback is always given to candidates before presenting the result of the assessment to our client and so no solely automated decisions will be made.

The use of cookies at CSR

No, we do not use cookies to collect personal data.

Information regarding the sharing of data outside the EU

To better help you we may transfer your personal data to clients and partners in countries outside the EU. These countries privacy laws may be different from those in your home country. Where we transfer data to a country which has not been deemed to provide adequate data protection standards we always have security measures and approved model clauses in place to protect your personal data. To find out more about how we safeguard your information as related to transfers contact us directly.

A person of concern’s right with the data that are stored at CSR

By law, you have a number ofrights when it comes to your personal data. Further information and advice about your rights can be obtained from the data protection regulator in your country.

Rights	Entailment of the right
1. The right to be informed	You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why weare providing you with the information in this Policy.
2. The right of access	You have the right to obtain access to your information (if weareprocessing it), and certain other information (similar to that provided in this Privacy Policy). This is so youareaware and can check that weare using your information in accordance with data protection law.
3. The right of rectification	You are entitled to have your information corrected if it is inaccurate or incomplete.
4. The right to erasure	This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where thereisno compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions..
5. The right to restrict processing	You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
6. The right to data portability	You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
7. The right to object to processing	You have the right to object to certain types of processing, including processing for direct marketing (i.e. if you no longer want to be contacted with potential opportunities)..
8. The right to lodge a complaint	You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator
9. The right to withdraw consent	If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.

We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:

1. baseless or excessive/repeated requests, or
2. further copies of the same information.

Alternatively, we may be entitled to refuse to act on the request. Please consider your request responsibly before submitting it. Wewillrespond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, wewill come back to you and let you know.

How will we contact you?

We may contact you by phone, email or social media. If you prefer a particular contact means over another please just let us know.

How can you contact us?

If you are unhappy with how wehavehandled your information, or have further questions on the processing of your personal data, contact us directly at info@chalmersrekrytering.se