Personal data policy for applicants and recruitment

This personal data policy (hereinafter referred to as “the Policy”) describes how BetterBoard ApS (hereinafter referred to as “us ”, “we” or “our”) as data controller collects and processes personal data about you in connection with handling job applications and recruiting employees. The policy has been formulated and made available to comply with the data protection regulation (2016/679 of 27 April 2016) (hereinafter referred to as “GDPR”) and the rules therein on the duty to provide information.

You will find our contact information here:

BetterBoard ApS
CVR no.: 38406140
Kolding Åpark 1
6000 Kolding
DK
info@betterboard.dk
Tel. +45 53 54 01 48

We process personal data about you when it is relevant and in accordance with applicable legislation. Depending on the specific circumstances, the processed personal data may include the following: name, address, telephone number, e-mail address, date of birth, CV, application, profile picture, educational documents, references from previous employers, information from social media that is publicly available and relevant.

We do not process sensitive personal data, i.e. the special category of personal data defined in GDPR, Article 9, paragraph 1.

We may process your criminal record in connection with the recruitment process. In that case, this takes place on the basis of your express consent in accordance with section 8, subsection of the Data Protection Act. 3, including if you obtain and give us the certificate yourself.

We collect your personal data from you and, where relevant, from external sources. These external sources can be publicly available registers and social media.

If we need to collect and process personal data additional to that specified above, we will inform you of this at the time of collection. Such information can also be provided when updating this Policy.

We only process your personal data for legitimate purposes in accordance with the GDPR. Depending on the circumstances, the personal data may be processed for the following purposes:

• To be able to process applications and recruit relevant people.

We only process your personal data when we have a legal basis for processing in accordance with the GDPR. The processing of personal data takes place according to the specific circumstances on the basis of the following processing authorisation:

• If we have asked for your consent to process some specific personal data, the processing basis for the specific personal data is your consent, cf. GDPR, Article 6, subsection 1, letter a, in that the consent can always be withdrawn by contacting us via the contact information specified under section 9 of this Policy, and if the consent is withdrawn, the personal data processed on the basis of the consent will be deleted, unless they can or must processed, for example, to comply with a legal obligation.
• The processing is necessary to comply with applicable legislation, cf. GDPR, Article 6, subsection 1, letter c, and/or to comply with labour law obligations in legislation or collective agreement, cf. the Data Protection Act § 12, subsection 1.
• The processing is necessary to pursue a legitimate interest, where the data subject’s interests or fundamental rights and freedoms that require the protection of personal data do not precede this, cf. GDPR, Article 6, paragraph 1, letter f, respectively section 12, subsection of the Data Protection Act. 2.

We only pass on personal data to others when the law allows or requires it.

We ensure that personal data is deleted when it is no longer relevant for our processing purposes as described under the section “Legal basis for the processing of your personal data”. We always store personal data for the period of time that applicable legislation obliges us to do, including for the purpose of documenting compliance with, among other things, the provisions of the Accounting Act.

If you get employment with us, your personal data will be transferred to normal personnel administration in connection with the application. If you do not get employment, the starting point is that your personal data is deleted in accordance with Danish law after 6 months at the latest. If there are specific employment law reasons, personal data may continue to be processed for such specific purposes despite the above. This means, among other things, that we can store the applications for a longer period in order to be able to later prove that, for example, no illegal discrimination has taken place in connection with the selection, if we deem this necessary.

For questions regarding the storage and processing of personal data, you are welcome to contact us at the e-mail address you will find under our contact information at the top of this page.

If, on the other hand, you give consent to a longer storage period, the deadline in the consent is followed, for example if we store your application for such a limited period in order to be able to contact you again if a similar relevant position becomes vacant during the period, or an applicant backs out.

As a registered person, you have a number of rights that we can help you with. If you want to exercise your rights, please contact us. Your rights include the following:

• Right to see information (right of access): You have the right to gain insight into the information that we process about you, as well as a range of additional information.
• Right to rectification (correction): You have the right to have incorrect information about yourself corrected.
• Right to erasure: In special cases, you have the right to have information about you deleted before the time of our normal general deletion period occurs.
• Right to restriction of processing: In certain cases, you have the right to have the processing of your personal data restricted. If you have the right to have the processing restricted, we may in future only process the information – apart from storage – with your consent, or for the purpose of establishing, asserting or defending legal claims, or to protect a person or important public interests.
• Right to object: In certain cases, you have the right to object to our otherwise lawful processing of your personal data. You can also object to the processing of your information for direct marketing.
• Right to transmit information (data portability): In certain cases, you have the right to receive your personal data in a structured, commonly used and machine-readable format and to have this personal data transferred from one data controller to another without hindrance.

You can read more about your rights in the Data Protection Authority’s guidance on the rights of data subjects, which you can find at www.datatilsynet.dk.

If you wish to exercise your rights as described above, please use the contact details provided at the top of this page.

We endeavour to do everything possible to meet your wishes regarding our processing of personal data and your rights as a registered person. If, despite our efforts, you wish to lodge a complaint, you can do so by contacting the Data Protection Authority.

We reserve the right to update and change this Policy. In the event of significant changes, we will notify you in the form of a visible notice on our website, e-mail or using other means of communication.