Privacy Notice for Job Applicants

1. Introduction

This Privacy Notice for Job Applicants (hereinafter referred to as the "Notice") applies to the processing of personal data of job applicants as part of the recruitment process within 24SevenOffice. When 24SevenOffice processes personal data about job applicants, we will do so in accordance with applicable data protection regulations, including the General Data Protection Regulation (GDPR) and national laws implementing these instruments as and when applicable. 

As a general rule, the 24SevenOffice company you apply to is considered the Data Controller for the processing of personal data that takes place in connection with the recruitment process. When this Notice refers to "Company”, “we" or "us", it refers to the relevant company within 24SevenOffice responsible for the processing of your personal data.

2. Collection of personal data from different sources  

We collect your personal data through different means. Primarily, we collect and process personal data, which:  

• is provided by you or created in connection with the recruitment process e.g., when you provide your CV, fill out an application form, or provide information about yourself in an interview, and when our employees carry out the necessary assessment of the information provided etc.;  
  
  
• is obtained from publicly available sources or third parties, to the extent permitted by applicable laws e.g., from your referees, recruitment consultants, assessment companies or an external website that you have referred to, or use of which you have consented.  
  
  

We may combine the data collected from different sources, e.g. from publicly available sources and from your CV.  

 

3. Categories of personal data collected  

The personal data we collect and process includes the following categories of data: 

• basic information, such as name and contact details (email, address and phone), and date and place of birth;
  
  
• information contained in your job application and cv as well as documents presented in that context, e.g., information about your education, previous work experience, qualifications, language skills, and references;  
  
  
• information collected and processed during the recruitment process, e.g., information about the progress of the recruitment process, notes concerning your application and possible interviews, information concerning possible personality assessment or aptitude tests, and references; and  
  
  
• other data, which is based on your consent or statutory authority and defined in detail on a case-by-case basis, such as information on credit checks or security clearance in accordance with applicable laws. 
  
  

4. Purpose and legal basis for processing personal data  

We only collect and process personal data necessary for recruitment purposes and evaluating the suitability of applicants.  

Your personal data is processed for the following purposes:  

• For managing the recruitment process, such as to handle your job application, to inform you about the progress of recruitment, to arrange interviews, and to examine and test professional and personal capabilities. The legal basis for processing for this purpose is to take steps prior to entering into a possible employment contract at your request by submitting your application to us. 
  
  
• To assess your suitability for an open position by evaluating your working methods, personal characteristics, and professional competence. The legal basis for processing for this purpose is our legitimate interest to ensure successful recruitment and that necessary capabilities and competences required in the given position are fulfilled by an applicant. However, subject to applicable laws, information on credit checks, reliability assessment, or security clearance may only be processed based on your consent.  
  
  
• We may for a specified time period process your personal data for future open positions. The legal basis for processing for this purpose is your consent if you have given it to us, in which case it can be withdrawn at any time.   
  
  
• To improve our recruitment process, and for statistical and recordkeeping purposes. The legal basis for processing for this purpose is our legitimate interest to improve our processes and to ensure collection of necessary information for HR management purposes such as reporting.  
  
  
• To enforce our legal rights and compliance with the law, as well as to respond to requests from authorities. The legal basis for processing for this purpose is our legal obligations or our legitimate interest being able to demonstrate compliance of our operations and protect our rights in an appropriate manner. 

 

5. Disclosures and transfers of personal data 

Company may disclose personal data about job applicants to third parties:  

• When they are engaged for the provision of services to us, including applications, payroll, recruitment services, and other activities. In these cases, some of our service providers process personal data on our behalf as required for the provision of the services acting as data processors, while certain service providers could be acting as independent data controllers;
  
  
• When disclosure to parties such as our service providers or legal advisors is necessary to protect our rights, protect your safety or the safety of others, investigate fraud or misconduct, or when we respond to requests from authorities. 
  
  

To ensure that your personal data is processed in line with data protection laws, we always enter into the necessary Data Processing Agreements (DPA) with all companies that process personal data on our behalf. If a third party that processes personal data on our behalf uses your personal data for their own purposes, such as for aggregated statistics, the service provider in question becomes responsible for the lawfulness of the processing. If possible, the Company will strive to ensure that further processing of your personal data is not incompatible with the original purposes which it was collected for.  

The personal data we process is processed primarily in the EU/EEA. We may, however, transfer your personal data outside these areas if our service provider or partner, who processes personal data, is located fully or partly (e.g., for technical administration) in a third country.  

To the extent that your personal data is transferred to countries outside the EU/EEA, we will put in place appropriate safeguards to ensure that the personal data is subject to an equivalent level of protection as within the EU/EEA, including by entering into agreements based on the European Commission's standard data protection clauses or other approved transfer mechanisms. You may contact us for more information on such transfers, see contact information in section 9. 

 

6. Retention of personal data  

We will process personal data related to applicants that were not selected for as long as it is necessary to fulfil the purposes defined in this Notice. Such personal data will be deleted in accordance with applicable retention schedules in the Company related to the recruitment process.  

Personal data related to the person that receives the job, will be retained and processed for purposes related to the employment relationship as described in our Privacy Notice for Personnel.  

For more information regarding applicable retention periods you may contact us, see contact information in section 9. Personal data that needs to be retained for a longer period of time in accordance with legal requirements will be deleted after the expiry of the statutory retention periods. 

 

7. Your Rights as a Data Subject

When we process your personal data, you have the following rights as a data subject:  

• Right of access and information:
  You can request a copy of all information about you, information about the purpose of the processing, where we have obtained the information from, disclosures of the information, retention period, and information about your rights as a data subject. 
  
  
• Right to rectification:
  If you believe the data we have registered is inaccurate or incomplete, you can request that it be corrected or supplemented. 
  
  
• Right to erasure:
  In certain cases, you can request that information about you be deleted. 
  
  
• Right to restriction:
  In certain cases, you can request that we temporarily restrict the way we process your personal data. 
  
  
• Right to object:
  You can object to the processing of your data, if our processing of your personal data is based on our legitimate interest. 
  
  
• Right to data portability:
  You may request to receive data collected on the basis of consent or for the fulfilment of an agreement in a machine-readable and commonly used file format. 
  
  
• Right to withdraw consent:
  If our processing of your personal data is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of the processing that has already taken place. 
  
  

Please note that the rights above are not absolute, and certain rights are subject to exceptions and conditions as set out in applicable data protection laws.  

You also have the right to file a complaint with the national supervisory authority, if you believe your personal data has been processed in violation of applicable data protection laws.   

National supervisory authorities are:  

• In Norway:     Datatilsynet  
• In Sweden:     Integritetsskyddsmyndigheten 
• In Finland:     Tietosuojavaltuutettu 

 

8. Changes to this privacy notice  

We will update this Notice as and when required to reflect any changes to our processing of personal data and/or changes to data protection regulations. You are encouraged to revisit this Notice from time to time.  

9. Contact details

If you have any questions regarding this Notice, the personal data we process about you, or details of the data controller in your specific situation, please contact us at privacy@24SevenOffice.com. 

 

Last review

Reviews

08 May 2025

 

Change log

Published 08 May 2025
- Published the first version of the Privacy Notice for Job Applicants