Privacy notice on processing of personal data related to recruitment (interview and selection stages)

This privacy notice contains the information to be provided to the data subject in accordance with Articles 13 and 14 of the General Data Protection Regulation of the European Parliament and of the Council (2016/679). The statement includes information on how personal data is collected, used, disclosed and stored in the Finnish Environment Institute (Syke).

Syke has the right to make technical alternations to this privacy notice without notifying the data subjects in advance.

Data controller and data protection officer

Finnish Environment Institute (Syke)
Latokartanonkaari 11
00790 Helsinki, Finland
Confidential e-mail:
Tel. +358 295 252 001

Controller’s contact persons

(Personnel manager) director of administration Terhi Wainio-Biese

Legal basis for data processing

When recruiting public servants, we process their personal data in order to comply with the following statutory obligations:

  • Article 6(1), point c, General Data Protection Regulation (EU 2016/679)
  • Public officials act (Virkamieslaki, 750/1994) and decree (971/1994)
  • Act on the Protection of Privacy in Working Life (759/2004)

When recruiting employees, we process their personal data for the performance of a task in the public interest (Article 6(1), point e, GDPR (EU 2016/679)).

Collected and processed personal data and the purposes for processing

We collect the following personal data related to applications: identifying information (name, date of birth, address, telephone, e-mail, gender, education, work experience, other information provided by the applicant to support the application, such as a personnel register/CV, degrees and certificates, testimonials, publication lists, references and their contact details, other necessary data related to the application, such as language skills, competencies, IT skills, special competencies, and other information provided by the applicant, also including possible data belonging to special categories of personal data.

We use the personal data for the interview and selection phase included in SYKE’s recruitment process. We also process personal data in connection with processing applications if the applicant submitted the application to SYKE by post or e-mail.

Personal data is not used for automated decision-making or profiling.

Sources of personal data

The personal data is collected from the applicants themselves.

With the applicant’s consent, information necessary for the recruitment process can also be obtained from other sources (e.g. Google, LinkedIn) or references.

Recipients of personal data

At Syke:

  • Main user of the system
  • Register office
  • Personnel taking part in the interview and selection phase of recruitment (director of the recruiting operational unit, head and assistant of recruiting operational unit, along with a person familiar with the position being filled)

The following processors process the personal data by virtue of service contracts:

  • The Finnish Security Intelligence Service, if a security clearance is ordered for the applicant
  • Aptitude assessment providers, if the selection process includes an aptitude assessment

As a rule, the personal data is not disclosed or transferred out of the EU or EEA. In the recruitment of professors, however, personal data can be transferred to experts outside the EU or EEA for purposes of expert review. Use of the expert procedure is indicated on the recruitment ad.

Protection of personal data

As the data controller, Finnish Environment Institute (Syke) has taken technical and organisational measures necessary and also requires these measures of any service providers used by it.

Storing of personal data

The personal data is stored for the duration of the recruitment process and for two years from its conclusion, at which time the personal data will be erased.

Aptitude assessment statements are erased in two years from the filling of the position, if no work discrimination charge or claim under the Act on Equality Between Women and Men or the Non-discrimination Act has been filed.

The Finnish Security Intelligence Service’s reply to the security clearance request is destroyed immediately after the subject of the clearance and respective supervisor have been informed of its contents.

If the Finnish Security Intelligence Service had something to report on the subject of the clearance, the written reply will be stored yet for six months.

Data subject’s rights

This notice aims to provide an extensive explanation about the processing of personal data in the interview and selection phases of recruitment. If you nevertheless have any questions about some aspect of our processing, please address your enquiries to our contact person.

You have the following rights in accordance to the GDPR

You have the right to know how your data is processed and for what purpose.

You have the right to receive a copy of your personal data that is being processed.

If any of your personal data is inaccurate, you may request us to rectify the inaccurate and faulty data. If we rectify your data on the basis of your request, we are obligated to notify all recipients of previously disclosed data of the changes if possible.

You also have the right to lodge a complaint with a supervisory authority.

In addition, you have the right to object to the processing of your personal data on grounds related to your specific personal situation when such processing is based on the public interest.

Published 2019-05-31 at 12:30, updated 2023-09-14 at 11:56

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