Register keeper:
Frozenbyte Oy (Frozenbyte)
Business ID: 1736734-3
Krogiuksentie 17, 00340 Helsinki
Point of contact for register issues:
Frozenbyte Privacy Team
[email protected]
Name of register:
Frozenbyte recruitment
Purpose of processing personal data:
The purpose of the register is to maintain a file of Frozenbyte’s job applicants, for the use of recruiters, recruiting superiors and other internal assessors. Applications can be for particular jobs or they can be open applications.
Data content of the register:
The register contains data given by the applicant in the form of CV/resume, cover letter, portfolio and other work samples. Here is a list of information the register might contain, but it varies individually based on the material you have sent us.
- Name
- Year of birth
- Telephone number, email address and other contact information such as address
- Language and other skills
- Education and job experience
- Portfolio/Work samples
- Test assignments
- Contact information for referees
The register also contains notes made during the recruitment process, including interview notes.
Regular sources of information:
Information is given by the applicant. We can also gather information from referees if the applicant has provided their contact information.
Regular conveyance of data and transfer of data outside the EU or European Economic Area:
Primarily personal data will not be transferred outside of EU/EEA-countries and is only handled by employees of Frozenbyte and will be processed through internal systems and work email.
If data is transferred (for example because of Google products, such as Gmail) it’s transferred only to countries with guaranteed adequate level of protection as defined by the General Data Protection Regulation (GDPR) or to an organization, which adheres to the EU-US Privacy Shield.
Principles of register protection:
All materials are handled confidentially. Applications are handled digitally and the register requires a username and password. Applications are forwarded to personal work accounts of the recruiting superiors and other internal assessors.
Technical equipment is protected carefully and manual material is printed only when necessary. Paper printouts will be destroyed immediately after processing. Digital material is erased once it is no longer deemed necessary. Usually this means we erase all data within 24 months, but we might store the data longer in case the recruitment process requires it. For example, if we don’t have any openings available at the moment, but you show potential, we might store your application for a longer time in case new positions open up.
Rights of the data subject:
You have the right to request an overview of the personal data we process about you.
You also have the right to request correction of incorrect information if you have identified any errors in the data. You may require the controller to correct the data if the data is considered by you to be misleading, unnecessary, incomplete or outdated for the purpose of the processing.
You have a right to request deletion of personal data, and to restrict or object to our processing of your personal data.
You may also have a right to data portability.
To file a request, please contact [email protected]. Use the same email that the job application was sent from , if possible. All requests must be sufficiently identified, justified, clear and concern the requester themself.
In the request please specify:
– What data you want to erase, rectify or inspect.
– The justification for the erasure or the changes proposed by you
– Your name and contact details (such as your email address or telephone number)
Please note that we do not handle insufficient requests and we cannot erase accounts or data handled by external parties, for example Steam or Discord.
If the request is unfounded or unreasonable, we have the right to refuse the request. Please be aware that we may continue processing your data, if we have a lawful basis for doing so.
Please note that erasure of your data will lead to you not being considered for the role you applied for or any new open positions, unless you apply again.
In order to fulfill requests, we may need to verify your right to make the request, which may involve requesting additional information from you. We have an obligation to verify your identity, so we might ask you visit our office or ask you to verify your identity in other ways.
We will reply to requests within one month. Please note that we might have to extend the processing period by two months if necessary because of the complexity or number of requests. We will let you know of any delays within one month.
To find out more about data protection and your rights, please check the official site of The Office of the Data Protection Ombudsman.
Applying again:
While we store your application after processing it, we don’t necessarily go through all old applications when suitable positions open up. If you want to apply again you can do so by sending an application to [email protected]. However, we recommend sending a new application after 6-12 months at the earliest.
Last updated: 17th March 2021
