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Processing of (personal) data by the entity in charge of the online application process

Privacy Noticefor Job Applicants 

Personal data is any information relating to you. The company responsible for processing your Personal data is Globus AI AS (hereinafter referred to as ‘we’, ‘us’, ‘our’), Address: Rådhusgata 6, 4306 Sandnes, Norway 
E-mail: privacy@globus.ai  

How we use your Personal data?  

The purpose of the processing is to conduct a recruitment process. 

For example, to evaluate suitability for the position, create a sufficient offer letter/contract for employment and to keep a record of personal data for documentation purposes after the recruitment process has ended.  

  • No processing activities include automated decision-making.  

  • The provision of Personal data is not a statutory or contractual requirement (unless specified otherwise). It is also not necessary to enter into a contract with us.  

  • You are not obliged to provide Personal data, however, without the data we will not be able to achieve our purpose. 

 Legal basis for the use of your Personal data  

The use of your personal data is necessary for us topursue our legitimate interest in assessing job applicants, filling the position with an appropriate candidate and storing the personal data for subseaquent recruitment processes.  

We may also use special categories of Personal data that you manifestly made public, e.g., on our social media sites (see Article 9(2)(e) of the General Data Protection Regulation 2016/679).  

 Type of Personal data being used  

  •   Contact information (e.g. name, email, mobile phone number, location);   

  • Information about the source where the job ad was found; 

  • Other documents shared by the data subject at his/her own initiative to support job application, Cover letter, Questions raised by the data subject as to the job ad, Answer to vacancy-specific questions; 

  • Professional background, education and other CV information (e.g. references to education, degrees, grades); 

  • Other ID information (gender and date of birth); 

  • Links to the data subject's social media profiles (if shared by the data subject); 

  • Salary / remuneration expectations; 

  • Correspondence with data subject (e.g. any feedback, complaints, requests, inquiries and comments from the data subject); 

  • Referees' contact information (e.g., name, job title, place of work, email, phone number); 

  • Overall status of the recruitment process in respect of the data subject; 

  • Social media profile in case of applying through social media website. 

For the purpose of preparing a contract, we would need additional documentation required under immigration laws:  citizenship, passport data, details of residency or work permit, or work visa and additional talent management information such as previous employment background. 

 Source  

You (data subject) / your social media accounts/ work maketplace vendors  

 How long do we store your Personal data?  

Your data will be stored after the application process has been concluded for 6 months from the end of recruitment process (unless you allow us to keep it in our talent pool), or until you request its deletion.  

If you are successful with your application some of the personal data collected as part of this recruitment process may be transferred to your personnel file and store and for at least the duration of your employment or other assignment with Globus AI. Full details of the personal data we will hold about you as employee will be provided as part of your on-boarding process.  A separate Privacy notice is applicable in this regard. 

Furthermore, we reserve the right to store your data after the application process has been concluded for the purpose of adding it to our Talent pool in order to identify any other vacancies that may be of interest to you. You acknowledge accepting this data privacy notice, and therefore consent to any further storage of your data as well as its inclusion in our Talent Pool. 

In social media Personal Data are stored until user account is deleted by you or by the social media provider. Please read privacy statements of respective social media providers to get more detailed information as to the storage periods applied by the specific social media provider.  

 Sharing of your Personal Data with third parties and its transfer to a third country  

Only authorized HR staff and/or staff involved in the application process have access to your data. 
The personal data is stored, as a rule, exclusively for the purpose of filling the vacancy for which you have applied. 

When you visit our social media sites or marketplace vendors sites your Personal Data are shared with them.  

We may share your Personal Data with third parties such as General business management vendors (Microsoft 0365), a human resource and applicant management software solution (https://www.personio.com/legal-notice/), Job applications management vendors (Personio), our Staff, Career vendors (Upwork).  

Sharing your Personal Data with the social media providers or marketplace vendors may imply their transfer to a third party located outside the EU and the European Economic Area - USA. We may transfer your Personal Data to third parties located outside the EU and the European Economic Area - USA, UK, Montenegro, Turkey, and Russia. To effect this, we have entered into EU Commission-approved standard contractual clauses, copy of which may be provided to you upon request to privacy@globus.ai  

   Your rights  

Where we use your Personal Data, you may:  

  •  request further details about how we use your Personal Data, including receiving a copy of your Personal Data (‘Right of access’)  

  • request that we correct, update or erase your Personal Data (‘Right to rectification’)  

  • request that we restrict the use of your Personal Data (‘Right to restriction’)  

  • object to us using it, or that we use it for direct marketing (‘Right to object’)   

 Where we use your Personal Data specifically based on your consent, you also have the right to request that we transfer your Personal Data to you or a third party (‘Right to data portability’).  

  
If you wish to exercise your rights, you can contact us by sending an e-mail to privacy@globus.ai   

How to file a complaint  

 If you have any queries that cannot be clarified as a result of internal dialogue with us or you wish to file a complaint, you can contact the Norwegian Data Protection Authority at https://www.datatilsynet.no  

Concluding provisions 

 We reserve the right to adjust this data privacy notice at any point in time to ensure that it is always in line with the current legal requirements, or to accommodate changes in the application process or other processes. In this case, the new data privacy notice applies. 
 In addition to this data privacy notice, please view our general Privacy notice at globus.ai/privacy-notice 

Effective Date: October, 1st 2021

Processing of (personal) data by the operator of the recruitment website

General information

This recruitment website is operated by Personio SE & Co. KG, which offers a human resource and candidate management software solution (https://www.personio.com/legal-notice/). Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. The sole controller of this data within the meaning of article 24 of the GDPR is the enterprise carrying out this online application process. Personio’s role is limited to operating the software and this recruitment website and, in this context, being a processor under article 28 of the GDPR. In this case, the processing by Personio is based on an agreement for the processing of orders between the controller and Personio. In addition, Personio SE & Co. KG processes further data, some of which may be personal data, to provide its services, in particular for operating this recruitment website. We will refer to this in more detail below.

The controller

The controller under data protection law is:
Personio SE & Co. KG
Seidlstraße 3
80335 München
Tel.: +49 (89) 1250 1004
Entry in the commercial register
Commercial register entry number: HRA 115934
Registration Court: Amtsgericht München
Data Protection Officer contact: privacy@personio.com

Access logs (“server logs”)

Each access to this recruitment website automatically causes general protocol data, so-called server logs, to be collected. As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. Without this data, it would, in some cases, be technically impossible to deliver or display the contents of the software. In addition, processing this data is absolutely necessary under security aspects, in particular for access, input, transfer, and storage control. Furthermore, this anonymous information can be used for statistical purposes and for optimizing services and technology. In addition, the log files can be checked and analyzed retrospectively when unlawful use of the software is suspected. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. Generally, data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp of the access to the software is collected. The scope of this log process does not exceed the common log scope of any other site on the web. These access logs are stored for a period of up to 7 days. There is no right to object to this.

Error logs

So-called error logs are generated for the purpose of identifying and fixing bugs. This is absolutely necessary to ensure we can react as quickly as possible to possible problems with displaying and implementing content (legitimate interest). As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. When an error message occurs, general data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp upon occurrence of the respective error message and/or specification is collected. These error logs are stored for a period of up to 7 days. There is no right to object to this.

Use of cookies

So-called cookies are used on parts of this recruitment website. They are small text files which are stored on the device with which you access this recruitment website. As a general rule, cookies serve the purpose of ensuring secure access to a website (“absolutely necessary”), implementing certain functionalities such as standard-language settings (“functional”), improving the user experience or the performance of the website (“performance”), or placing targeted advertisements (“marketing”). On this recruitment website, we generally use only cookies that are absolutely necessary, functional or performance-related, in particular for implementing certain default settings such as language, for identifying the job advertising channel, or for analyzing the performance of a job advert via which a user accessed this recruitment website. The use of cookies is absolutely necessary for providing our services and thus for the performance of the contract (article 6 (1) b) of the GDPR). Period of storage: up to 1 month or until the end of the browser session Right to object: You can determine via your browser settings whether you allow or object to the use of cookies. Please note that deactivating cookies may result in limited or completely blocked functionalities of this recruitment website.

Rights of data subjects

If Personio SE & Co. KG as the controller processes personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (article 15 of the GDPR) and the rights to rectification (article 16 of the GDPR), erasure (article 17 of the GDPR), restriction of processing (article 18 of the GDPR), and data portability (article 20 of the GDPR), as well as the right to object (article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under article 7 III of the GDPR. To assert your rights as a data subject in relation to the data processed for the purpose of operating this recruitment website, please refer to Personio SE & Co. KG’s Data Protection Officer (see item B).

Concluding provisions

Personio reserves the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the services offered, for example when new services are introduced. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.