Description of Bilot’s recruitment register

• Controller

Name: Bilot Oyj (“Bilot”)

Contact information:
Bilot Oyj, Porkkalankatu 22 A, 00180 Helsinki, Finland
Phone: +358 10 5484800

• Representative of the controller / contact person

Name: Mari Kuha

Contact information:
+358 40 844 4226
mari.kuha@bilot.fi

• Data protection officer

Name: Jens Krogell

Contact information:
+358 40 742 6062
jens.krogell@bilot.fi

• Name of the register

Recruitment database -register.

• The purpose of the processing of the personal data and the legal basis for the processing

The global recruitment database is used for managing the hiring as well as recruitment process and applicant information on internally
and externally advertised job openings. Human resources management and related processes for which personal information is used include recruitment and personnel planning. The legal basis for processing is the consent given by the data subject.

• Content of the register

Data stored in Bilot’s career site covers:
Personal data: name, address and contact details, preferred job area, location and employment type (full time / part time), application letter and resume (Curriculum vitae), in free format and other comparable information

• The period for which the personal data will be stored

The data will be stored for two years from the delivery. If the applicant gets selected for the position, his or her personal data will be erased from the recruitment register directly when the probationary period ends.

• Regular sources of information

Data is volunteered to Bilot by data subjects.

• Regular destinations of disclosed data

The data may be transferred within the Bilot group of companies. Third party service providers may be used to process personal data on behalf of Bilot group of companies.

• Whether data are transferred to countries outside the EU or the EEA

Transfers outside the EU or the EEA are possible in third party services but conducted in accordance with the Finnish Data Protection Act (523/1999) and the General Data Protection Regulation (2016/679).

• The principles how the data files are secured

Bilot ensures that adequate protection is in place to prevent unauthorized access to personal data in accordance with Bilot’s data security policy. Access to digitally stored data through software and hardware is restricted to dedicated personnel and protected by user rights, passwords and encryption where applicable. All personnel accessing the data is bound to confidentiality obligations.

• Rights of the data subject

1. The data subject’s right of access to the data
   
   The data subject has a right to obtain from Bilot whether or not personal data concerning him or her is being processed and information concerning such data. Bilot shall provide a copy of data subject’s personal data without any charge but for any further copies Bilot may charge a reasonable fee.
   
   
2. The data subject’s right to demand rectification
   
   The data subject has a right to obtain Bilot without undue delay the rectification of inaccurate personal data and taking into account the purposes of the processing a right to have incomplete personal data completed.
   
   
3. The data subject’s right to demand erasing of data or a restriction on processing the data
   
   The data subject has a right to obtain Bilot without undue delay the erasure of personal data concerning him or her for example in a case 1) where the personal data are no longer necessary in relation to the purposes for which they were collected or processed 2) the data subject withdraws consent on which the processing is based on and where there is no other legal ground for processing. The data subject may also obtain from Bilot restriction of processing, when for example Bilot is verifying the accuracy of the personal data said to be inaccurate.
   
   
4. The data subject’s right to data portability
   
   The data subject has a right to access the data and to transfer the data to another controller in case the data subject has provided the data to Bilot based on his or her consent and the processing is carried out by automated means.
   
   
5. The data subject’s right to make a complaint to the supervising authorities
   
   If the data subject considers that Bilot has not followed applicable data protection regulations, it can lodge a complaint to the supervising authorities.
   
   
6. Consent
   
   Where Bilot processes the personal data on the basis of data subject’s consent, the data subject can at any time withdraw its consent.
   

• Contact

If the data subject wants to review the accuracy related to his or her personal data or otherwise to use his or her above mentioned rights, the email address to contact is datasecurity@bilot.fi. The request should be sent from the email given to Bilot. The request can also be made in writing and be sent to Bilot to the address Porkkalankatu 22 A, 00180, Helsinki, Finland. The request must be personally signed or otherwise comparably verified and in the message there must be defined which right the request refers to.  Bilot can request the data subject to further define their request.