Hammer & Hanborg's Privacy Policy

This privacy policy applies to all companies affiliated with the Hammer & Hanborg Group (Hammer & Hanborg AB, Hammer & Hanborg Sverige AB, Hammer & Hanborg AS). Hammer & Hanborg (H&H) has been operating in recruitment and consultant leasing since 1994 and processes a range of personal data. We process personal data in connection with recruitment processes, consultant leasing, and other services. Below we describe how and for what purpose we process personal data.

1. Cookies

Cookies are small text files stored on your computer, phone, or tablet when you visit a website. Cookies enable the website to remember settings such as language, username, or text size for a certain period. Cookies are intended to make it easier for you to avoid repeating settings each time you visit a website or navigate between pages. We use functional and performance cookies, but no cookies that store your personal data. You can delete cookies at any time by going into your browser settings. You can change your settings at any time by clicking the small icon at the bottom left of the website. In this, you will find complete information about how and which cookies we collect.

If you want to know more about cookies in general, you can read more about what cookies are and how they work at cookielagen.se / nkom.no.

2. Google Analytics

We use Google Analytics to further develop and improve our services by understanding how they are used.

3. Contact Person at Potential Customer

To contact you as a potential customer regarding our services and marketing activities, H&H collects your personal data. These are collected either via internal networks or from third parties such as public registers or social media and stored in our business system with the aim of establishing a business relationship with you and inviting you to marketing activities.

Our interest in collecting this personal data is to maintain and sustain business relationships. It is our routine that every employee who contacts you via phone or digital channels - and where you have shown interest in creating a further relationship with us during the conversation - follows up with an email containing a link to this policy.

We also use the contact details to invite you to relevant events and for email marketing to keep you updated about H&H and our services. We always try to limit mailings to what is considered relevant for you in your professional role. For each mailing, you will have the opportunity to unsubscribe. Please read more below.

3.1 Personal Data that can be Subject to Processing

• First and last name
• Current employer
• Contact details such as email address, phone number, title, and workplace address
• Any information about previous employer (if you have been a customer before)
• Country
• IP address
• Correspondence and summaries of phone calls between you and H&H

3.2 Deletion

We process your personal data until they are no longer necessary to fulfill a specific purpose or until you no longer want to be registered with us. If you do not want to be registered with us, we will delete you immediately. Personal data that has become outdated, e.g., due to retirement or terminated business relationship, is deleted as soon as we receive information about this. Data will also be deleted without undue delay upon request.

H&H also routinely deletes contact information that no longer fulfills its purpose.

3.3 Your Rights

It is important to us that you know your rights. Read more below.

4. Contact Person at Existing Customer

To maintain business relationships with our customers and to deliver on assignments, H&H holds personal information. We have either collected your personal information in connection with an assignment or we are in negotiations about an assignment (according to the legal basis in the agreement). We also use the contact information to invite you to relevant events and for email marketing to keep you informed about H&H and our services. For each email sent, there will be an option to unsubscribe.

4.1 What Personal Data do we Collect?

• First and last name
• Current employer
• Contact details such as email address, phone number, title, and workplace address
• Order history
• Any information about previous employer (if you have been a customer before)
• Correspondence and summaries of phone calls between you and H&H
• Country
• IP address

4.2 Deletion

We process your personal data until they are no longer necessary to fulfill the above purposes or until you are no longer registered with us. In that case, we delete the information quickly. Personal data that is outdated, for example, due to retirement or completed assignment, is deleted as soon as we receive notice. If you want to be deleted, we will delete you immediately.

H&H also routinely deletes contact information that no longer fulfills its purpose.

4.3 Your Rights

It is important to us that you know your rights. Read more below.

5. References

Hammer & Hanborg is in contact with many reference persons each year in connection with recruitment processes and consultant assignments on behalf of our customers. Candidates in the final process will in most cases provide their reference persons to us. When this happens, the candidate is responsible for informing the reference person that their contact information has been provided to us at H&H. The processing of your personal data as a reference person is based on a balance of interests to help individuals advance in their careers. Reference checks are conducted in the tool Refapp. We summarize all reference conversations and send an extract in a report that is communicated to the customer verbally or in writing.

5.1 Personal Data that can be Subject to Processing

• First and last name
• Contact information such as email address, phone number, title, and workplace
• IP address

5.2 Deletion

We delete documentation continuously in our recruitment processes and the reference report is stored for up to three years. This is in case of discrimination disputes.

6. How does Hammer & Hanborg Work with Searches?

H&H is always on the lookout for talents even if they have not actively applied for a position through us. Our routine is that all H&H employees who contact a potential candidate via phone or a digital platform will refer them to our website for registration. When a candidate registers in our database, the candidate enters into a privacy agreement with us.

When we have collected personal data about a potential candidate, we always contact them within 30 days and give the candidate the opportunity to register their data via our website/candidate platform where we enter into a mutual agreement. If a candidate does not wish to have further contact with H&H when the process is completed, we delete all collected data immediately.

If a candidate does not want to register their personal data through our website but still wishes to be included in the selection for the current position, we only keep the data for the current process. The data is then processed according to our routines for other candidates, i.e., with reference to our candidate platform. When we contact the candidate for the first time, we always send a link to our privacy policy. The processing is supported by H&H's legitimate interest in collecting and processing data about potential candidates. H&H has assessed that the benefits of processing outweigh your interest in not using the information in connection with the recruitment.

During search work, we mainly use LinkedIn Recruiter Professional. No profiles are stored locally but everything is collected in a project on LinkedIn's platform. We have assessed that there is also a legitimate interest in the processing for H&H to collect information about potential candidates that outweighs your interest in not using the information in the recruitment.

Other details about potential candidates are stored for a maximum of 30 days if the person has not given permission to store the data longer.

7. How do we Handle Images at Events and Activities?

We invite you to many events/workshops and want to present and market/inform about the events we have. Workshops are a big part of our work to provide inspiration for the future of work. We are aware that images as well as video/audio are personal data and therefore inform that people may be photographed or recorded. This information is found in the invitation and in all marketing in social channels. H&H has assessed that there is a legitimate interest in processing for H&H to publish mingle pictures from events that outweighs your interest in not using the information for this purpose.

If this information is missing or you wish to be excluded from the processing, you have the right to opt-out and we are responsible for removing the picture/video/audio recording. If you wish to have something deleted, send an email to: info@hammerhanborg.com / infonorge@hammerhanborg.com.

8. Direct Marketing

You have the right to object to the use of your personal data for direct marketing based on the legal basis of the balancing of interests. Direct marketing refers to digital mailings, emails, and text messages. You do this by opting out. You will then be deleted from our address lists. We have updated the information in our mailings, e.g., job emails, to clarify how to opt-out.

9. Candidates who Register in our System

Our routine is that every H&H employee 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 information via our website/candidate platform, we enter into a mutual agreement between us and the registered to offer you potential career opportunities.

When you register, you become searchable for us at H&H for both advertised and unadvertised positions. You can either apply for advertised positions yourself via our website or you can be contacted by us to approve that you want to participate in processes for both advertised and unadvertised positions.

9.1 What Personal Data is Processed?

You as a candidate register your personal data via our candidate platform. We have a short form where you fill in contact information and desired workplace. You can supplement your registration with a CV and/or an application.

Beyond your preferences (such as invitations to events, etc.), H&H will not collect or process sensitive personal data (such as union membership, political opinion, sexual orientation, or religious affiliation) or information that is not relevant for recruitment and/or consultant leasing. It is therefore important that you as a candidate do not provide sensitive personal data or information that is not relevant to the positions you are applying for.

9.2 Processing of Personal Identification Numbers

Processing of personal identification numbers will only take place in the event of a background check. As a candidate, you should never provide your personal identification number in your CV, application, or other parts of your profile with us. If a background check is to be conducted in a recruitment process, you will be informed and you will consent to the processing of your personal identification number.

9.3 What Personal Data can be Processed as a Candidate?

• First and last name
• Contact information such as email address, phone number, and home address
• Previous work experience and education/courses
• Interview notes
  • Video recordings of any interview with H&H's recruitment consultant and transcription of the interview used only for internal purposes
• Test results from test tools used in selection work
• Information about how you have interacted with us
• Feedback from reference persons
• IP addresses
• URLs such as your LinkedIn profile
• Documents that you have uploaded to our platform via our website

9.4 Purpose

The purpose of collecting your personal data is for Hammer & Hanborg to maintain a relationship with you as a candidate to offer you potential relevant career opportunities through recruitment and/or consultant assignments. We may also use your contact information to invite you to events and seminars and to participate in surveys. For each mailing, you will have the opportunity to unsubscribe.

9.5 Sharing of Personal Data with Customers

Personal data that Hammer & Hanborg processes about you as a candidate can be shared with the customer in a recruitment process. To protect your privacy, we never send your profile to the customer without having had a dialogue with you first and you have shown interest in the current position. Test results from the test provider can be shared with the customer for the assignments you are relevant for.

9.6 Transfer to External Provider

In some processes, you as a candidate may, for example, conduct personality and/or ability tests provided by an external provider. Your personal data may be transferred and processed by the provider so that you can complete such tests. This processing has been approved by you by registering your information via our candidate platform and by participating in the current recruitment process.

9.7 Your References

In the recruitment process, we may ask you to provide references to us. You are responsible for informing the references that their personal data has been provided to us. We never take references from other reference persons than those you have provided to us yourself.

9.8 Deletion

H&H stores your personal data for future career opportunities. Information that is relevant to individual recruitment and/or consultant leasing processes such as interview notes and information from references is stored only as long as they are necessary for the process and then for up to three years after the completion of the recruitment and/or consultant leasing process. This is to protect our rights in the event of any discrimination dispute. We also regularly clean our candidate database to keep it updated and relevant.

9.9 Newsletter with Job Openings

Our newsletters with current recruitment assignments are not linked to your profile or your personal data in our candidate platform. You can unsubscribe from our newsletters at any time. If you unsubscribe from newsletters, you will not automatically be removed from our candidate database. If you wish to delete your personal data from our candidate database, please refer to the "Right to be deleted."

9.10 Your Rights as a Registered

It is important to us that you are aware of the rights you have as an individual.

9.11 Right of Access

You have the right to access the information we have registered about you in our candidate database. If you wish to know what information we have registered, you can go to Data & Privacy. There you will have access to your personal data in electronic format.

9.12 Right to Rectification

You have the right to correct or delete information about you when it is incorrect, incomplete, or unnecessary. The information you have provided via our website/candidate platform can be changed by logging into the platform. There you also have the opportunity to delete previously uploaded documents such as CV and application. You also have the right to supplement incomplete information. Send what you want to change to info@hammerhanborg.com / infonorge@hammerhanborg.com.

9.13 Right to be Deleted

You have the right to request the deletion of personal data that we process about you. In cases where there are legal obligations that prevent H&H from immediately deleting certain personal data, we may refuse your request for deletion. Such legal obligations exist, for example, in accounting laws. It is also possible that future processing is necessary to establish, exercise, or defend against legal claims. If you want your data to be deleted, go to Data & Privacy.

If there are no legal obligations preventing us from deleting your data, they will be deleted as soon as possible and at the latest within 30 days. You will be informed that the deletion has been carried out.

9.14 Right to Data Portability

In cases where H&H's processing of personal data is contractual, you have the right to request that the data concerning you and that you have provided to Hammer & Hanborg be transferred to another data controller. A prerequisite for this is that the transfer is technically possible and can be done automatically. Data & Privacy.

9.15 Right to Complain

If you believe that H&H processes your personal data in violation of the regulations, in addition to contacting us at DPO@jurek.se, you can file a complaint with the Data Protection Authority.

9.16 Security

H&H aims to only process your personal data within the EU/EEA where our IT systems are located. H&H has implemented security measures to ensure that the processing of personal data is done securely and to protect personal data from unlawful access, unauthorized processing, and misuse. Access to the systems where personal data is stored is limited to employees and suppliers who need access to the data to perform their tasks. All employees are also informed about the importance of maintaining security through internal routines that regulate the use of passwords and work conducted outside the office and abroad.

H&H also continuously monitors the systems to detect any weaknesses and to protect your personal data.

10. Your Rights as a Registered

It is important to us that you are aware of your rights. Read more below and under point 9.

10.1 Right to Access

You have the right to view and change the information we have registered about you in our candidate database. If you want to know what information we have registered about you, you can send us an email at info@hammerhanborg.com / infonorge@hammerhanborg.com to access and view the information registered on your profile in electronic form.

10.2 Right to Rectification

You have the right to correct incorrect personal data. The information you have provided via our website and candidate platform can be rectified or changed by logging into our candidate platform. There you also have the opportunity to delete previously uploaded documents such as CV and personal applications. You can also complete incomplete information by sending us additional information. Send your changes to: info@hammerhanborg.com / infonorge@hammerhanborg.com.

10.3 Right to be Deleted

You have the right to request the deletion of personal data that we process about you. In cases where there are legal obligations that prevent H&H from immediately deleting certain personal data, we may refuse your request for deletion. These obligations exist, for example, in accounting laws. If you want your data to be deleted, send an email to info@hammerhanborg.com / infonorge@hammerhanborg.com. If there are no legal obligations preventing us from deleting the information, they will be deleted immediately and at the latest within 30 days, and we will inform you accordingly.

10.4 Right to Complain

If you believe that H&H processes your personal data incorrectly, in addition to contacting us via DPO@jurek.se, you can file a complaint with the Data Protection Authority.

11. Security

H&H has implemented security measures to ensure that the processing of personal data is done securely and to protect personal data from unauthorized access, unauthorized use, and misuse. Access to the systems where personal data is stored is limited to employees and service providers who need access to the data to perform their tasks. All employees are also informed about the importance of security for personal data through internal routines that regulate the use of passwords and work performed outside the office and abroad.

We strive to ensure that your personal data is not stored or handled outside the EU/EEA. However, sometimes your data may need to be transferred or handled by our suppliers/partners in countries such as Norway or the USA. In such cases, we apply either decisions on an adequate level of protection according to Article 45 of the Data Protection Act or appropriate protective measures according to Article 46 of the Data Protection Act, such as the EU Commission's standard contractual clauses.

When your data is transferred or processed outside the EU/EEA, we implement sufficient security measures, including Standard Contractual Clauses (SCC), contractual, organizational, and/or technical security measures. This ensures that your data is processed in a manner that meets applicable legal requirements for protection levels.

If you want more information about the measures we take to protect your data or about where your data is available, please contact us at info@hammerhanborg.com / infonorge@hammerhanborg.com.

In addition, H&H continuously monitors our systems to detect vulnerabilities and to protect your personal data.

12. Questions about the Privacy Policy

If you have any further questions, you are welcome to contact our Data Protection Officer at the email address DPO@jurek.se.