Recruitment Privacy Notice

Recruitment Privacy Notice Template for Denmark

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Document background

This Recruitment Privacy Notice is designed for use by organizations conducting hiring activities in Denmark or processing Danish job applicants' personal data. It fulfills the transparency obligations under both the EU GDPR and Danish Data Protection Act, providing job applicants with clear information about how their personal data will be processed during the recruitment process. The document should be provided to candidates at the point of application and covers essential aspects such as data collection methods, processing purposes, sharing practices, retention periods, and data subject rights. It's particularly important in the Danish context where specific local requirements regarding employment-related data processing must be addressed alongside general GDPR compliance.

Suggested Sections

1. Introduction: Overview of the notice's purpose and scope, identifying the data controller and commitment to data protection

2. Types of Personal Data We Collect: Detailed list of personal data categories collected during recruitment, including standard application data, assessment data, and background check information

3. How We Collect Your Personal Data: Sources of personal data, including direct submission, recruitment agencies, references, and public sources

4. How We Use Your Personal Data: Purposes of processing and legal bases under GDPR, specific to recruitment activities

5. Who We Share Your Personal Data With: Categories of recipients, including internal staff, service providers, and potential data transfers

6. How Long We Keep Your Data: Retention periods for successful and unsuccessful applications, and criteria used to determine retention

7. Your Rights: Explanation of data subject rights under GDPR and how to exercise them

8. Security Measures: Overview of technical and organizational measures to protect personal data

9. How to Contact Us: Contact details for the data controller and Data Protection Officer (if applicable)

10. Updates to This Notice: Information about how changes to the notice will be communicated

Optional Sections

1. Automated Decision Making: Required if using automated processing or AI in recruitment, explaining logic and consequences

2. International Transfers: Required if transferring data outside the EU/EEA, detailing transfer mechanisms and safeguards

3. Special Categories of Personal Data: Required if collecting sensitive data like health information or diversity monitoring data

4. Criminal Record Checks: Required if performing background checks or requesting criminal records

5. Video Surveillance: Required if using video recording during interviews or assessments

6. Cookie Policy for Online Applications: Required if using an online application system that uses cookies or similar technologies

Suggested Schedules

1. Data Categories List: Detailed breakdown of all personal data categories collected and processed

2. Retention Schedule: Specific retention periods for different types of recruitment data

3. Third-Party Processors: List of main service providers and processors involved in recruitment

4. Technical and Organizational Measures: Detailed description of security measures protecting recruitment data

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