Privacy notice for job applicants
Our privacy notice for job applicants explains how we collect and use the personal data of our internal and external job applicants.
At DHI, we respect the privacy of our applicants, current and former employees. This privacy notice concerns personal data collected and processed during the recruitment process.
PRIVACY NOTICE FOR JOB APPLICANTS
Thank you for applying for a job within the DHI Group.
The DHI Group comprises several legal entities, details of which can be found at the end of this privacy notice. When applying to one of these entities, this privacy notice applies. The privacy notice is issued on behalf of the DHI Group so when we mention 'DHI', 'we', 'us' or 'our', we are referring to the relevant entity in the DHI Group responsible for processing your data, such entity being data controller.
The DHI Group incorporates and complies with the requirements of the General Data Protection Regulation (EU 2016/679) ('GDPR'). The UK has implemented the UK GDPR, and consequently this applies to our UK entity. The key principles, rights and obligations remain the same. Accordingly, DHI as data controller is required to notify you of the information contained in this privacy notice.
The DHI entity you have applied to will transfer your personal data to DHI A/S, Hørsholm, Denmark and to DHI a.s., Prague, the Czech Republic, as certain group administration tasks regarding job applicants are being carried out by these offices. DHI has a legitimate interest in transmitting job applicant personal data within the DHI Group for internal administrative purposes. The legal basis for such processing is the GDPR article 6(1)(f).
Accordingly, as part of our recruitment process, the DHI entity, you have applied to, DHI A/S and DHI a.s. will process your personal data, as set out in this privacy notice. Data controller for the processing of your personal data is the DHI entity, you have applied to (see list below), DHI A/S (Company Reg. No.: 36466871, Agern Allé 5, 2970 Hørsholm, Denmark, tel. +45 4516 9200) and DHI a.s. (Company Reg. No.: 64948200, Tax No.: CZ64948200, Na Vrších 1490/5, 100 00 Praha 10, the Czech Republic, tel. +420 267 227 111). Each entity is data controller with respect to the personal data collected and processed as part of the recruitment process. This implies that we are responsible for determining how we hold and use personal information about you. We do not share your personal data with other companies in the DHI Group, unless you have given your separate permission to such sharing. If you are interested in a job within the DHI Group regardless of location, we encourage you to consent to sharing in the Group, in which case your application including personal data may be disclosed to other entities in the DHI Group in connection with a recruitment process for another position which we may find relevant for you.
We may share your personal data with suppliers and business partners, providing services related to the recruitment process, e.g. test providers and suppliers of IT solutions.
We will generally not transfer your personal data to countries outside the EU/EEA/UK. However, such transfers may take place if you have given your separate permission to such sharing as described above. In such event, transfer of your personal data to countries outside the EU/EEA/UK will be based on the European Commission’s adequacy decisions or standard contractual clauses.
In order to evaluate your application, we will process the information, including the personal data, which you have disclosed in your job application and CV. We will also evaluate your performance and competencies during potential interviews. The legal basis for our processing of your personal data is your request for our evaluation of your application and CV prior to the potential execution of an employment contract in accordance with the GDPR article 6(1)(b) and our legitimate interest in processing the information you have given us in accordance with the GDPR article 6(1)(f).
Furthermore, we might search the Internet for relevant and available information, including content from social media, which will typically include information regarding your previous jobs, activities, competencies, performance, as well as your general appearance.
If the job position requires you to complete personality tests or similar you will be informed hereof when we have processed your application. The results of such tests will be treated confidentially but will be included in our evaluation of your application. Our legal basis for such processing of personal data is the GDPR article 6(1)(b).
We may also request that you provide us with a copy of your criminal record depending on the position for which you are applying. Such information will also be treated confidentially. In such case we will ask for your consent, whereas our legal basis for such processing of personal data is the GDPR article 10 and relevant local legislation.
As part of our evaluation of you and your application, we may wish to take references from your previous and/or current employers. We will only take up references from persons you have explicitly stated in accordance with the GDPR article 6(1)(f) or if you have consented hereto in accordance with the GDPR article 6(1)(a).
If the position in question involves financial responsibilities (e.g. bookkeeping or accounting), we might – after a concrete assessment – collect information about your credit information and rating. Our legal basis for such processing of personal data is the GDPR article 6(1)(f).
We recommend that you do not disclose sensitive personal data, such as information revealing racial or ethnic origin, religion, trade union membership, sexual orientation, health, etc. in your application. In the unlikely event that a certain health condition is required for the ability to perform the duties related to the position in question, we might – after a concrete assessment – request health information from you. In such case we will ask for your consent, whereas our legal basis for such processing of personal data is the GDPR article 9(2)(a).
If you are offered a position with DHI, your application and additional relevant personal data obtained during the recruitment process will become part of your employee file.
If you are not offered a position, we will store your application and any additional personal data obtained during the recruitment process for a period of 6 months following our rejection, unless you have provided your consent to the storage hereof for a longer period.
Any consent that you may have provided during the application and/or recruitment process may be withdrawn at any time by contacting us.
You have a right of access to the personal data processed about you, subject to certain statutory exceptions. Furthermore, you can object to the collection and further processing of your personal data. In addition, you have the right to request that any processing is limited, that your personal data is corrected, if necessary, or under certain circumstances deleted.
In certain situations, you may also request that we provide you with an overview of your personal data in a structured, commonly used and machine-readable format and request us to transmit such data to another data controller.
If you want to exercise any of your rights, if you have any questions regarding this privacy notice or the processing of your personal data, you may contact the HR department of the DHI entity you are applying to or DHI Group Legal at GDPRemail@example.com. DHI’s German entity, DHI WASY GmbH, has appointed a data protection officer (DPO). If the recruitment process relates to the German entity, you can contact the DPO at dataprotectionDE@dhigroup.com.
You can also file a complaint with your local data protection authorities, a list of which can be found here: https://edpb.europa.eu/about-edpb/board/members_en.
This privacy notice is applicable if you have applied to an entity within the DHI Group. You can find a list of the entities here.