GDPR - Hammer & Hanborg

Hammer & Hanborg Integrity Policy

This Integrity Policy applies to all companies within the Hammer & Hanborg Group (Hammer & Hanborg AB, Hammer & Hanborg Sverige AB, and Hammer & Hanborg AS).

Hammer & Hanborg (H&H) has conducted business operations within recruiting and staffing since 1994 and handles a range of personal data. We process personal data in connection with recruitment processes, consultant services, and other related services. In the following, we describe how and for what purposes we process personal data.

1. Cookies

Cookies are small text files stored on your computer, smartphone, or tablet when you visit a website. These cookies help you, for a certain period, remember settings such as language, username, and font size. Cookies allow you not need to enter your settings every time you visit a website or scroll between pages. We use functionality and analysis cookies, none of which save personal data. You can delete cookies whenever you want by accessing the settings on your device. A website we recommend for additional information about cookies or how you delete them is found at cookielagen.se.

2. Google Analytics

We utilize Google Analytics to adapt and develop our website.

3. As a contact person for a potential customer

With the objective of contacting you as a potential customer when marketing our services, H&H collects your personal data. This is collected either via internal networks or from third parties such as public databases or social media. This personal data is stored in our administrative business systems with the objective to establish a business relationship with you and invite you to market activities.

Our collection of personal data is based on our interest to establish and maintain business relationships. It is our standard routine that every employee who contacted you via telephone or any digital channel, and where you during the conversation have showed an interest in establishing a broader business relationship with us, will follow up this contact with an e-mail including a link to this Integrity Policy.

We support our collection of this personal data based on our interest in being able to establish and maintain business relationships. It is our routine that every employee who has initiated contact with you via phone or digital channels, and where you have shown an interest in establishing a further relationship with us during the conversation, follows up with an email containing a link to this policy.

We also use the contact information to invite you to relevant events and for marketing communications to keep you updated about H&H and our services. We always strive to limit communications to what is deemed relevant to your professional role. For each communication, you will be provided with an option to unsubscribe. Please read more below.

3.1 Personal data that can be subject to processing

First name and surname
Current employer
Contact details such as, email address, phone number, business title and employer address
Information regarding previous employers (if you previously have been a customer)
Country
IP-address
Correspondence and summaries of telephone calls between you and H&H

3.2 Saving your personal data for the future

H&H will process your personal data as long as required in order to fulfill the above-mentioned purposes or until you require to no longer be registered with us. In these cases, your personal data is deleted promptly. Personal data that has become obsolete due to for example retirement or terminated business relationship will promptly be deleted as soon as we receive information regarding this. All personal data will be deleted without delay at your explicit request.

On a regular basis H&H also update our databases in order to maintain their relevance and accuracy.

3.3 Your rights

It is important for us that you are aware of your rights as an individual, more information is available below.

4. As a contact person at an existing customer

With the objective to maintain our business relationships with our customers and deliver upon our service commitment, H&H collects your personal data. This is collected either in conjunction with our marketing activities or after that we have mutually agreed to establish a business relationship. This personal data is also processed for market communication purposes in order to keep you updated regarding H&H and our services as well as invite you to events. In all digital communication you will offered the opportunity to unsubscribe.

4.1 Personal data that can be subject to processing

First name and surname
Current employer
Contact details such as, email address, phone number, business title and employer address
Order history
Information regarding previous employers (if you previously have been a customer)
Country
IP-address
Correspondence and summaries of telephone calls between you and H&H

4.2 Saving your personal data for the future

On a regular basis H&H also update our databases in order to maintain their relevance and accuracy.

4.3 Your rights

It is important for us that you are aware of your rights as an individual, more information is available below.

5. References

Hammer & Hanborg talks with many personal references every year in connection with recruitment and consultant assignments. Candidates who are in the final stages of these processes supply us with personal references themselves. When this occurs, it is the candidate’s responsibility to inform you as a personal reference that your contact information will be forwarded to H&H.

As a personal reference, the processing of your personal data is supported by the balance of interests that exists in order to assist individuals in their careers. We summarize all personal references and send statements in a report that is provided to our customer either orally or in writing. Alternatively, we use a digital tool for references, Refapp.

5.1 Personal data that can be subject to processing

First name and surname
Contact details such as, email address, phone number, business title and employer address
Your IP address when we use our digital tool Refapp

5.2 Saving your personal data for the future

On a regular basis H&H updates and maintains the information processed in conjunction with recruitment processes. The personal reference statement is saved for up to three (3) years after a completed recruitment process. The reason for this is to enable us to execute our legal rights in the case of a discrimination dispute.

6. Searching for candidates

H&H is continuously searching for talented individuals, even those who themselves have not contacted us. It is our standard routine that every employee at Hammer & Hanborg (H&H) who contacts a potential candidate via telephone or digital channel, always will refer to our web-based candidate database. When a candidate registers his or her information in the database a mutual contract is entered between us and the registered candidate regarding offering potential career paths.

When we have collected a potential candidates personal data we always contact the candidate within 30 days and offer the opportunity the candidate to register their information in our candidate database. If a candidate after this contact has no further interest in having any further interaction with H&H, we will promptly delete all collected personal data.

If a candidate does not want to register their information in our candidate database but still wishes to be included in the recruitment selection process, we only retain the personal data for the specific recruitment process in question. Thereafter the personal data is treated in accordance with our procedures for other candidates. Upon initial contact with the candidate, we will always send a link to this Integrity Policy.

During the work with search, we mainly work with LinkedIn Recruiter Professional. No profiles are saved locally, but everything is collected the project at LinkedIn's platform.

Other possible compilations of potential candidates are saved for a maximum of 30 days if the person has not given permission to save the data any longer than that.

7. Photographs taken at events and mingle occassions

We conduct many events and workshops annually and want to showcase and market our company and our business activities and offerings. Workshops are an integral part of our work where we seek to inspire and provide insights in tomorrow’s professional work.

We are aware that photographs as well as video and audio recordings are to be considered as personal data. Therefore, we want to be clear on informing that people may be included in photographs or on video or audio recordings. This information is included in our invitations and in all social media marketing. If a person in the unlikely event misses this information, they have the right to object to this and subsequently it is our responsibility to delete the photograph, video or audio file.

If you want to execute this right, send us an email to info@hammerhanborg.com.

8. Direct Marketing

You have the right to object that your personal data is used in direct marketing activities. These activities include electronic mailings, emails and text messages. This right can be executed by opting-out in which case you are removed from our distribution lists. We have updated the information in our mailings such as our opportunity newsletters, to clarify how this opting-out is performed.

9. Candidates registered in our candidate network

Our routine is that every employee at Hammer & Hanborg (H&H) who contacts a potential candidate via phone or digital channel always refers to our web-based candidate platform. When you, as a candidate, register your details through our web/candidate platform, you consent to the processing of your personal data so that Hammer & Hanborg can offer you potential career paths.

By registering, you will be available for H&H when searching both publicly and non-publicly announced assignments that H&H believes fit your profile. You can search publicly available assignments yourself via our web. Alternatively, you will be contacted by us to confirm that you approve being part of our candidate processes regarding both public and non-public assignments.

9.1 Personal Identification Number

You should not provide your personal identity number in your resume, application or candidate profile. If a background check is to be conducted in connection with a recruitment process, you will be informed in advance in order for you to provide your consent that your personal identification number is processed.

10. Your rights as a registered candidate in our candidate database

It is important to us that you are aware of your rights regarding your personal data.

10.1 Right to Access

You have the right to access all your personal data in our candidate database in which case you can send us a request via email to info@hammerhanborg.com. We will provide you access to your personal data electronically.

10.2 Right to Rectification

You have the right to have incorrect personal data rectified without delay. You can rectify all personal data that you have registered in our candidate database by logging into our candidate portal. You can also delete previously uploaded documents such as resumes and personal letters.

You also have the right to have incomplete or incorrect personal data updated by sending us your input via email to info@hammerhanborg.com.

10.3 Right to Erasure

You have the right to request the deletion of all your personal data. In cases where there are legal obligations that prevent H&H from immediately deleting certain personal information, we may deny your request for deletion. This is for instance the case regarding accounting legislation. Continued processing of your personal information may also be necessary in order for us to claim, defend or determine legal claims. If you want to execute your right to have your personal data deleted send us an email to info@hammerhanborg.com.

If no legal obligations prevent us from deleting your personal data, they will be deleted promptly and no later than 30 days upon your request. You will receive a confirmation when your personal data is deleted.

10.4 Right to Lodge a Complaint

If you believe that H&H is processing your personal information incorrectly, you may, in addition to contacting us via email at info@hammerhanborg.com, file a complaint with the Swedish Data Protection Authority.

11. Security & Privacy

It is the ambition of H&H to always process your personal data within the EU/EEA where our IT systems are located. H&H has taken security measures to ensure that the processing of personal data is conducted in a safe way to safeguard personal data against unauthorized access, unauthorized use and abuse.

Access to the IT systems where personal data is stored is restricted to the employees and service providers who need the data to perform their duties. In addition, all employees are informed about the importance of maintaining personal data security through internal routines that regulate the use of passwords and work outside the office and abroad.

H&H continuously monitors our IT systems to detect vulnerabilities and to protect your personal data.

12. Additional questions

If you have any further questions regarding this Integrity Policy, please contact Annika Lasmarias, our Data Protection Officer. Annika Lasmarias is COO at Hammer & Hanborg's Stockholm office. You can reach her at annika.lasmarias@hammerhanborg.com r by telephone at + 46-8 459 03 50.

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