HR policy

HR policy for the Insero Group - processing of your information as a job applicant and employee

 

1. Introduction

This privacy policy applies to the following companies in the Insero Horsens Group: Insero Horsens, Insero A/S, Insero Air Traffic Solutions A/S, Best Green A/S and TADAA! A/S (hereinafter referred to as the "INSERO Group" and, separately, an "INSERO Company" / the "INSERO Company").

 

When applying for a job at an INSERO company, during your employment with an INSERO company, and after termination of employment, it is necessary for the INSERO Group to process important personal information about you.

 

Here, it is important for the INSERO Group that your personal information is stored and processed securely and legally. Therefore, the INSERO Group has prepared this Privacy Policy ("HR Privacy Policy"), which describes how the INSERO Group collects and processes your personal data.

 

You are encouraged to read the HR Privacy Policy thoroughly, and you will be asked to confirm that you have read the HR Privacy Policy when applying for an available position via
hr@insero.com.

 

If you enter into an employment agreement with an INSERO company, you will once again be asked to confirm that you have read the HR Privacy Policy.

 

"You" is the person who contacts the HR responsible of the INSERO Group regarding a position, whether you do it by telephone or via email, as well as the person who chooses to enter into an employment agreement with an INSERO company.

 

If you choose to enter into an employment agreement with an INSERO company, your agreement will be handed out and signed physically. You will receive a copy of the employment contract, and the INSERO Group HR responsible will also keep a copy.

 

The HR Privacy Policy is valid from May 15th, 2018. You will be informed about changes to the HR Privacy Policy via your email and/or other selected digital contact points, and you will be prompted to read the changed terms. The collection and processing of personal information is in accordance with the current laws governing the processing of personal information.

 

2. Contact information for the data responsible in the INSERO Group

Insero Horsens

  • VAT-number. 31 10 38 43
  • Chr. M. Østergaards Vej 4A
  • 8700 Horsens
  • E-mail: GDPR@insero.com

Insero A/S

  • VAT-number. 32 65 45 33
  • Chr. M. Østergaards Vej 4A
  • 8700 Horsens
  • E-mail: GDPR@insero.com

Best Green A/S

  • VAT-number. 36 55 63 58
  • Chr. M. Østergaards Vej 4A
  • 8700 Horsens
  • GDPR@bestgreen.dk

Insero Air Traffic Solutions A/S

  • VAT-number. 66 84 97 16
  • Chr. M. Østergaards Vej 4A
  • 8700 Horsens
  • E-mail: GDPR@insero.com

TADAA! A/S

  • VAT-number. 37 14 80 32
  • Chr. M. Østergaards Vej 4A
  • 8700 Horsens
  • E-mail: GDPR@tadaacar.dk

3. Registration of information

 

3.1. job application

When you apply for a job at an INSERO company, the following basic information is registered about you: 

  • Name
  • Address
  • E-mailaddress
  • Telephone number

When you contact the INSERO Group by telephone, the same information is registered about you.

 

When you apply for a job at the INSERO Group, all the information that you provide to the INSERO Group for processing and evaluation of your application is recorded and stored, typically:

  • Motivated application and all that you choose to inform the INSERO Group of in the application
  • CV
  • References/statements
  • Diplomas and information about ongoing education
  • Etc.

You decide which information you share with the INSERO Group for evaluating of your application. Before submitting your application to the INSERO Group, we encourage you to carefully consider if the information you provide to the INSERO Group is relevant to the processing of your application, as this information is stored in the INSERO Group system while the recruitment process is taking place, and in the time after if you want the INSERO Group to keep you saved in the INSERO Group database so that you may also come into consideration for a future position that fits your profile.

 

The information that you choose to communicate to the INSERO Group for evaluation of you as a candidate for a position will be included in the evaluation.

 

When you apply for a position at an INSERO company, you do so via hr@insero.com. All the information that you provide in the application is received by the INSERO Group HR responsible. You will be registered in the INSERO Group's system as a candidate for the position, and the INSERO Group HR responsible as well as the INSERO Group Recruitment Officer will have access to your information while the recruitment process is taking place.

 

As a rule, the recruitment process takes place in several steps, with an initial interview and a second interview. If you are chosen for a second interview, you will be asked to take a personality test from the corporate psychologists that the INSERO Group cooperates with for the evaluation of candidates. Usually, a personality test takes by you receiving a link to the personality which is conducted online. Once the personality test is completed, a profiling of you will be generated from different personality types. The purpose of the personality test is to get a closer look at you as a person. The personality test is stored on your profile in the INSERO Group's access restricted system, so only relevant people have access to the personality test.

 

The INSERO Group is aware that job applications can contain sensitive personal information. Consequently, the INSERO Group is extremely careful about who gets access to your information, and access is only granted if necessary. Job applications are treated with 100% confidentiality, and this confidentiality includes the information that you have communicated to the INSERO Group about yourself.

 

Your information, including your application, CV, diploma, etc., will be stored in a cloud service used by the INSERO Group HR responsible. The INSERO Group has a data processing agreement with the cloud service, and corporate psychologists with which the INSERO Group cooperates.

 

3.2. Employment

When the recruitment process is over and if the INSERO Group offers you the job, you will enter into an employment agreement with the relevant INSERO company. The employment agreement is stored on your profile in the INSERO Group system, where the INSERO Group HR responsible, your manager, and the INSERO Group Legal Department have access to it.

 

As an employee in an INSERO company, you will gain access to an employee profile on the INSERO Group's Intranet, where you can communicate with the HR responsible and your manager, e.g. about your career/follow-up on employee development interview etc., and / MUS follow-up, etc., course of disease, maternity leave, and other conditions that affect your employment. On your profile, the INSERO Group also stores medical certificates/ declarations of eligibility if it becomes relevant during your employment.

 

The INSERO Group uses portraits of employees on the intranet to support day-to-day task handling across the INSERO Group. For certain employees, there are also pictures on the INSERO Group's websites as part of the general operation and communication with the IN

 

3.3. Termination of your employment

When your employment at an INSERO company comes to an end, the INSERO Group also processes personal information about you.

 

If you resign from your position or if your employment is terminated, there will be a dialogue with you about it and a written termination. The INSERO Group will save your termination in the INSERO Group system for legal reasons.

 

3.4. Control your information

You are encouraged to check that all registered basic information is correct, and you are advised to inform the responsible INSERO company, if the information is to be corrected. If the INSERO Group becomes aware that information about you is incorrect or misleading, the relevant INSERO company is allowed and obliged to correct or delete the information so that the processing is conducted on a correct basis.

 

4. Use of information

 

4.1. General

In connection with your employment at an INSERO company, your information will be registered and processed by the INSERO company concerned, and your information will be shared with some of the INSERO Group's collaborators.

 

Without this information and the possibility to process and exchange the information, you will not be able to be hired at an INSERO company, and the INSERO company would not be able to manage your employment in accordance with the legal obligations that befalls the INSERO company as an employer under Danish law.

 

4.2. Use of information

In connection with your job search and employment at an INSERO company, the INSERO Group will register various information about you, cf. section 3.1-3.3. This information is primarily used for getting in touch with you and for recruitment purposes. It is necessary to process your information in order for the INSERO Group to decide whether an INSERO company should enter into an employment agreement with you. If an INSERO company enters into an employment agreement with you, it is necessary to process your information in order to fulfill the employment agreement with you and the INSERO company's legal obligations as an employer.

 

At your request, the INSERO Group will store your unsolicited application for recruitment to a future position that may fit your profile.

 

5. Disclosing of information

The INSERO Group is collaborating with other companies on the handling of your HR data.

 

The individual INSERO company does not disclose personal information to companies, organizations and individuals outside of the INSERO company, except for the following cases:

 

  • For data processing within the INSERO Group
    • The INSERO Group uses administrative shared services, including Group HR.
    • Your HR-related personal information is disclosed to these shared services as required. The processing is based on the responsible INSERO company's instructions and is in accordance with the INSERO Group's Privacy Policy and other applicable privacy and security measures.
  • For external data processing
    • The INSERO Group discloses your HR-related personal information to the INSERO Group's collaborators or other trusted companies or persons that are processing them for the INSERO Group. Their processing is based on the INSERO Group's instructions and is in accordance with the INSERO Group's Privacy Policy and other applicable privacy and security measures, such as the INSERO Group's data processing agreement.
  • For legal purposes
    • Your HR-related personal information is disclosed to companies, organizations or individuals outside the INSERO Group, if access, use, preservation or publication of the information - according to the responsible INSERO company's objective assessment - is necessary to:
      • Comply with applicable laws, including employment law, labor law and tax law, regulation, lawsuits or enforceable requests from public authorities.
      • Enforce the terms of agreement applicable at any time, including investigation of potential violations of contractual terms or legal offenses.
      • Register, prevent or otherwise protect against problems with fraud, security or technical issues.

The INSERO Group exchanges certain personal information with the INSERO Group's permanent partners: e.g. Hogrefe Psykologisk Forlag A/S, who carries out the personality tests of applicants/employees, as well as Mercer Pensionsrådgivning A/S, who provides contact between the INSERO Group employees and the pension company with which the INSERO Group cooperates.

 

6. Insight and rectification

You may at any time contact the responsible INSERO company to gain insight into which HR-related personal information is being processed with respect to you, just as you have the right to access the information in question. You also have the right to have incorrect information about yourself corrected by the responsible INSERO company without unnecessary delay.

 

7. Deletion of information

The responsible INSERO company is required to delete (or anonymize) HR-related personal information as soon as it is no longer necessary to process it. However, to the extent necessary, the responsible INSERO company always keeps HR-related personal information for up to 6 years after termination of your employment for the purposes of the accounting law and for subsequent handling and administration of a previous employment. We also store rejections for job applications for up to 6 months for legal reasons.

 

8. Your rights under the Personal Data Regulation

In connection with an INSERO company's processing of your HR-related personal information, you have the following rights:

  • The right to receive information about how your personal information is processed.
  • The right to gain access to your personal information.
  • The right to have incorrect personal information corrected.
  • The right to have your personal information deleted.
  • The right to object to your personal information being used for direct marketing.
  • The right to object to automatic, individual decisions, including profiling.
  • The right to move your personal data (data portability).

All of the above rights are handled manually by contacting the INSERO company that is responsible for the INSERO Group's personal information.

 

The responsible INSERO company or the INSERO Group's data processors may reject requests that are considered junk or harassing by nature and reject requests if the responsible INSERO company is allowed or obliged to do so for legal reasons.

 

9. Safety

The cloud services used by the INSERO Group and the INSERO Group's data processors are designed to have a high level of security with a focus on data protection. The INSERO Group ensures that the necessary technical and organizational safeguards are established to prevent accidental or illegal destruction, loss, or deterioration of personal information and prevent unauthorized disclosure, misuse, or otherwise treating information in violation of the Personal Data Processing Act. This means that access to your employee data is only given to those employees who need access. This applies both to the INSERO Group and to its partners and the INSERO Group's data processors. Thus, processing of your HR-related personal information is based on a necessity principle where the INSERO Group's HR department, your manager and the legal department in the INSERO Group has access to the information. The most private information and special categories of information about you, can only be accessed by the HR responsible.

 

10. Complaints

You have the opportunity to have a complaint processed regarding the collection and processing of personal data by contacting the responsible INSERO company. Contact information can be found above in section 2. You also have the opportunity to complain to the Danish Data Protection Agency, Borgergade 28, 5., 1300 København K.