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Privacy Policy for Recruiting

This privacy policy (“Privacy Policy”) informs you about how Retail Logistics Excellence – RELEX Oy (“RELEX Oy”) and its affiliated companies globally (jointly “RELEX”) process information it collects about you during RELEX’s recruitment activities, including when you apply for an open position at RELEX’s website, through recruitment agencies and other available channels and when RELEX on its own initiative sources candidates and contacts you as a potential candidate.

In this Privacy Policy, “You” refers to the job applicant whose personal data is processed. “Personal Data” refers to Your personal data that is processed under this Privacy Policy.

RELEX is committed to respecting Your privacy and to complying with applicable data protection and privacy laws and regulations. In this Privacy Policy, we explain what types of Personal Data we may come to process and for what purposes. We also explain the choices You have in relation to our processing of Your Personal Data and how You can learn more about our processing and exercise Your rights.

Data Controller

RELEX Oy maintains and uses RELEX’s website and other RELEX’s recruitment channels for its own recruitment purposes but also for purposes of the other RELEX affiliates globally. RELEX Oy and its affiliated companies are therefore considered and will act as joint data controllers for the Personal Data covered by this Privacy Policy.

Below You can find a list of the relevant RELEX affiliates:

  • In Finland: Retail Logistics Excellence – RELEX Oy (Business ID FI-1963444-1)
  • In Sweden: Retail Logistics Excellence AB (Registered number SE-556883-1480)
  • In Norway: RELEX Solutions AS (Registered number NO-914108640)
  • In Denmark: RELEX Solutions ApS (Registered number DK-37457825)
  • In Germany: RELEX Solutions GmbH (Registered number DE-288767410)
  • In France: RELEX Solutions SAS
  • In the UK:
    • London office: RELEX Limited (Registered number GB-137247217)
    • Stoke office: RELEX Solutions UK Limited (Registered number 03522094)
  • In Italy: RELEX Solutions S.R.L (Registered number IT-04342390277)
  • In Spain: RELEX IBERIA, S.L. (N.I.F. number B-65940884)
  • In the U.S: RELEX Solutions Inc. (Registered number 5790962)

Please see the contact details of the RELEX affiliates in different countries here:

RELEX Oy acts as the main data controller for Personal Data covered by this Privacy Policy:
Retail Logistics Excellence – RELEX Oy
Business ID FI 1963444-1
Address: Postintaival 7, FI-00230 Helsinki, Finland
Email: Info@relex.fi
Website: www.relex.fi

Contact Persons

RELEX Oy is the controller that is mainly responsible for the maintenance of RELEX website and will act as RELEX’s representative in all in matters relating to this Privacy Policy and processing of Your Personal Data. The contact person in matters relating to this Privacy Policy at RELEX is:

Legal Counsel Tuomo Sirkka, privacy@relexsolutions.com.

The contact person for the open position You have applied for can be found in the respective job advertisement.

Any questions relating to this Privacy Policy can be addressed either to the contact person nominated above or the contact person mentioned in the respective job advertisement.

Categories of Personal Data processed

What data is processed?

During the recruitment process RELEX collects Personal Data directly from You as well as from other available sources to the extent relevant and permitted by applicable local law. Your Personal Data that is processed under this Privacy Policy includes the following:

Information that You submit to RELEXWhen You submit an application to RELEX or otherwise apply for open position at RELEX (either directly or through an agency or other third party), You may be asked or You may choose to provide RELEX with Your Personal Data, such as:Your name, address, telephone number and email address and other contact details;Your nationality and date of birth;Your photo (if You choose to include one e.g. in Your application or resume)Your competences, skills, experience and education (e.g. Your CV or resume), previous employments, educational details and qualifications as well as possible third-party references;Possible records relating to Your previous employments and education and information contained in such records; andAdditional personal information that You may choose to provide, such as Your hobbies and other interests, languages You speak, Your social media profiles (such as LinkedIn profile) etc.
Information RELEX gets from other sourcesOther information, such as information provided by the references You have nominated as well as information related to credit or background checks may be processed, depending on the position You are applying for. Such information will be processed only when and to the extent permitted by applicable legislation.Sourcing passive candidates: RELEX obtains contact details from public sources (such as LinkedIn profile) for the purpose of contacting potential candidates.
Cookies and other Technical InformationWhen You access RELEX website, our web servers automatically create records of Your visit. We have explained in the Privacy Policy for RELEX website how we process Your Personal Data when You are using our website.

The purposes and legal basis for the processing

Why Your Personal Data is processed?

Your Personal Data is collected, used, stored and otherwise processed for the purposes of handling Your job application and for other RELEX’s recruitment activities. Your Personal Data is not used for profiling or other automated decision-making nor direct marketing purposes – RELEX may however notify You of open positions in case You choose to subscribe to such notifications.

RELEX will process Your Personal Data during recruitment process for the following purposes:

  • Communicating with You during the recruitment process, such as:
    • obtaining additional information from You;
    • informing You of possible available vacancies; and
    • providing You with information relating to Your application.
  • Setting up and conducting interviews and assessments;
  • Managing RELEX’s recruitment activities. In the course of such recruitment activities, RELEX may use Your Personal Data:
    • To evaluate, select and recruit applicants;
    • To conduct background and credit checks and assessments as required or permitted by applicable legislation; and
    • To contact third-party references You have nominated in order to evaluate Your previous performances.
  • Other purposes necessary in context of RELEX’s recruitment activities.

Sourcing passive candidates: We use publicly available contact details for the purpose of contacting You and inquiring Your interest to apply for a job at RELEX.

What is the legal ground for processing the data?

Your Personal Data is processed because processing is necessary for the performance of a contract (more specifically, in order to take certain steps during the recruitment process prior to entering into a potential employment relationship).

Sourcing passive candidates: Processing is carried out based on legitimate interest. RELEX has the legitimate interest to search and contact potential candidates and inquire their interest to apply for a job at RELEX. For this purpose we will only process Personal Data that You have made publicly available.

  • Should You not be interested in applying for a job, we will discontinue processing Your Personal Data for this purpose, unless You state that You wish us to contact You again in the future.
  • Should You be interested in applying for a job, we will continue the process by requesting You to provide us with the needed information (such as described under section “Categories of Personal Data processed” of this Privacy Policy). The Personal Data, which You then provide to us is processed because it is necessary for the performance of a contract as described above.

If You have subscribed to notifications of open positions at RELEX, the processing is carried out based on legitimate interest to provide You with information on open positions at RELEX. The notifications are sent via e-mail if You have given Your consent to receive messages via such channel.

Why are You required to provide the data?

Providing the Personal Data is a requirement necessary to enter into a potential employment contract (in case You are selected) and therefore You will need to provide the Personal Data requested. In case You choose not to provide all the Personal Data requested by RELEX during the recruitment process, RELEX will not be able to process Your application or continue the recruitment process with You any further and may need to reject You as a candidate.

Access to Personal Data

Who will be able to access Your Personal Data?

Your Personal Data will be made available to those employees working at RELEX that are responsible for recruiting activities. When You apply for a position in a RELEX affiliate, Your Personal Data will be shared with RELEX Oy and other RELEX affiliates only to the extent necessary for carrying out the recruitment activities.

In addition, Your Personal Data may be made accessible to RELEX’s service providers or other vendors RELEX uses in the recruitment activities (such as recruiting agencies, providers of the web/software services used by RELEX in recruiting and hosting providers) for the purpose of providing such services to RELEX and assisting RELEX in the recruitment activities.

M&A activities: Where RELEX takes steps to sell, buy, merge or otherwise reorganize its businesses in certain countries, this may involve disclosing Personal Data to prospective or actual purchasers, sellers or partners and their advisers. In such circumstances, RELEX will take all reasonable steps to ensure that appropriate measures to protect Personal Data are taken by such prospective or actual purchasers, sellers or partners and their advisors.

Transfer of Personal Data

Will Your Personal Data be transferred to other countries?

For job applicants in EU/EEA countries:

Your Personal Data will be transferred to countries outside European Union/EEA (including United States). RELEX may use service providers that are located outside European Union/EEA and provide services relating to recruitment activities to RELEX. Also, some of the RELEX affiliates are located outside European Union/EEA, and the employees of such affiliates may process Your Personal Data for the purposes specified in this Privacy Policy. This means that Your Personal Data may be transferred to other RELEX legal entities and to other countries than the one where You are applying to as an applicant.

When transferring Your Personal Data outside European Union/EEA, we will ensure that the transfer is legal and safe by concluding an agreement based on EU Commission’s standard contractual clauses or taking other measures permissible under applicable legislation. You can ask for additional details relating to the transfer and the appropriate safeguards put in place and obtain a copy of the related documents from the contact person nominated above in this Privacy Policy.

Storing the Data

How long will Your Personal Data be stored and processed?

Your Personal Data will be processed as long as it is necessary for the purpose of processing Your application and carrying out the recruitment activities relating to it and as long as there is a legitimate need for RELEX to keep the data.

The applicable law sets certain limitation periods for recruiting-related claims. In addition, the applicable law may set specific time limits for keeping job applicants’ data. RELEX will keep and process the relevant Personal Data until the statutory limitation periods have lapsed or until there is a legal obligation to keep the Personal Data, whichever is longer.

In case You have submitted an open application, we will keep Your application and the Personal Data relating to it up to 12 months from the date of submission.

Sourcing passive candidates: In case You choose not to apply for a job at RELEX based on our initial contact with You, we will discontinue processing Your Personal Data for this purpose, unless You state that You wish us to contact You again in the future, in which case we retain Your Personal Data for maximum 12 months.

The Exercise of Your Rights

What rights do You have and how can You Exercise those rights?

For job applicants in EU/EEA countries:

You have the right to access Your Personal Data processed under this Privacy Policy. You have the right to request correction and removal of Your Personal Data. In case You want to exercise these rights, please contact the contact person nominated above in this Privacy Policy.

In addition, You have the right to request restriction of processing of Your Personal Data and to object the processing on grounds provided by the applicable legislation. You also have the right to receive the Personal Data You have provided to RELEX and transmit it to another controller. Please contact the contact person nominated above in this Privacy Policy for additional instructions.

You can also withdraw consent at any time in relation to receiving e-mail notifications. In case you want to exercise this right, please withdraw Your consent by clicking the unsubscribe link in the bottom of a notification sent to you by email.

You also have the right to lodge a complaint with a supervisory authority in case You think that Your rights have been violated. You may choose to lodge a complaint with a supervisory authority in the EU Member State of Your habitual residence, place of work or place of the alleged infringement.

Data Security

We are committed to keeping Your Personal Data safe. RELEX will implement appropriate technical and organizational measures in order to ensure sufficient data security. Sufficient security measures are put in place in order to prevent unauthorized access to and manipulation of Your Personal Data. This includes restricting access to Your Personal Data to the persons described in this Privacy Policy (see section “Access to Personal Data” above) and hosting Your Personal Data with a service provider that is able to demonstrate adequate level of data security.

We take appropriate steps to address online security, physical security, risk of data loss and other such risks taking into consideration the risk represented by the processing and the nature of the data being protected. Also, we limit access to our databases containing Personal Data to authorized persons having a justified need to access such information.