Privacy policy

PRIVACY STATEMENT OF JAKELUYHTIÖ SUOMI OY AND PKS JAKELU OY FOR EMPLOYEES AND JOB APPLICANTS

Last updated: September 11, 2018

Jakeluyhtiö Suomi Oy / PKS Jakelu Oy is committed to protecting the privacy of its employees in accordance with applicable data protection legislation. This privacy statement concerns the processing of personal data of employees and job applicants and describes in detail:

  • What information we collect

  • The purposes of processing and the legal basis for processing

  • How long the information is retained

  • To whom the information may be disclosed

  • Where the information may be transferred

  • How the information is protected

  • The rights of the data subjects

The contact person regarding the processing of employees’ or job applicants’ personal data is HR Manager Marianne Villa, email: marianne.villa@karkimedia.fi, phone: +358 50 5757 653.

CONTENT OF THE REGISTER

We process the following information about employees:

  • Basic employee information: Name, address, phone number, email addresses, personal identity number, next of kin contact information, nationality

  • Employment information: Employment duration and type, position, work location, employee number, applicable collective agreement, employment benefits, access rights

  • Competence information: Education, skills, work history

  • Working time information: Work hour records, vacation, sick leave

  • Payroll information: Bank account details

  • Facility and device usage monitoring information: Access control data and IT system logs

  • Other relevant information for managing employment: Evaluations, remarks and warnings, medical examination results, and other health certificates

We process the following information about job applicants:

  • Basic applicant information: Name, address, phone number, email address, personal identity number

  • Competence information: Education, job description, skills, work history

  • Other application information: Salary expectations and other information provided during the application or interview

  • Other relevant information for recruitment: Personal and suitability assessments

Personal data is collected during recruitment and employment or otherwise directly from the data subject or with their consent. Personal data may be updated during employment.

PURPOSE OF DATA PROCESSING AND LEGAL BASIS

  • Contractual necessity: Data is processed to manage, maintain, and develop the employment relationship between the controller and the employee. Job applicants’ data may be processed for negotiating a potential contract.

  • Legal obligations: Data is processed for purposes such as recording working hours, issuing work certificates, paying statutory contributions, submitting employer notifications, and retaining payslips. Processing is based on compliance with legal obligations.

  • Consent: Data may be collected with the employee’s consent, e.g., through personal and suitability assessments.

  • Legitimate interest: Data related to monitoring facilities and device use (e.g., access reports, corporate phone location data, IT system logs) may be processed to ensure information security.

DATA RETENTION PERIOD

Data is retained as long as necessary to fulfill the purposes described above:

  • Employee data: Retained at least for the duration of the employment contract and thereafter as necessary to fulfill contractual obligations, including potential disputes, and legal obligations.

  • Job applicant data: Retained during the recruitment process and thereafter as necessary to fulfill recruitment-related obligations, including potential disputes. Data may be retained with consent for use in future recruitment.

We comply with statutory data retention obligations.

DISCLOSURE OF DATA

We do not disclose data to third parties except in the following cases:

  • Authorities: Employee personal data may be disclosed to authorities as permitted or required by law.

  • Consent: We may disclose employee or job applicant data to third parties with the individual’s consent.

  • Corporate transactions: In the event of a sale, merger, or restructuring of the business, employee personal data may be disclosed to buyers and their advisors.

  • Debt collection and legal claims: Employee personal data may be disclosed to third parties as necessary to enforce contracts, collect receivables, investigate breaches, or pursue or defend legal claims.

DATA TRANSFERS

We use subcontractors for data processing and ensure by contract that data is handled in compliance with applicable legislation and this privacy statement.

We generally do not transfer data outside the EU/EEA. If data is transferred outside the EU/EEA, we ensure an adequate level of data protection through contractual measures, including European Commission-approved standard contractual clauses, and otherwise ensure processing complies with this privacy statement. Transfers outside the EU/EEA may also be based on the user’s consent.

DATA SECURITY

We use appropriate technical and organizational measures to protect personal data against unauthorized access, disclosure, destruction, or other unlawful processing. Measures include firewalls, encryption, secure storage facilities, proper access control, controlled granting and monitoring of access rights, staff training, and careful selection of subcontractors.

DATA SUBJECT RIGHTS

Data subjects may exercise the following rights:

  • Access, correction, and deletion: The data subject has the right to inspect personal data stored about them. Upon request, we correct, supplement, or delete inaccurate, incomplete, or outdated data relevant to the purpose of processing.

  • Data portability: The data subject may request transfer of personal data processed automatically based on consent or contract by contacting the HR contact.

  • Objection and restriction: The data subject may object to processing based on legitimate interest for reasons related to their personal situation. Processing may be restricted while the objection is assessed or when the accuracy of personal data is contested.

  • Withdrawal of consent: The data subject may withdraw consent at any time by contacting the HR contact.

  • Right to lodge a complaint: The data subject may lodge a complaint with the supervisory authority if they believe their data has been processed in violation of this privacy statement or applicable law.