GDPR

Customers and business partners.
General Data Protection Regulation in accordance with GDPR (EU 2016/679).
ScanPeople ApS only processes and stores general personal data, and only if such data serves a purpose in connection with a transaction, an inquiry or advisory services.

ScanPeople ApS neither processes nor stores sensitive personal data in the special category.
ScanPeople ApS stores general personal data for 5 years, after which it is deleted. Personal data that is no longer in use is deleted. Personal data that is incorrect is corrected.

Everyone has the right to be informed about which personal data ScanPeople ApS has stored. Everyone also has the right to have their personal data corrected and even have their personal data deleted by ScanPeople ApS, unless this conflicts with ScanPeople ApS’ legitimate interest or legal obligation in accordance with EU 2016/679 Article 6.

Everyone has the right to file a complaint with the Danish Data Protection Agency at dt@datatilsynet.dk if ScanPeople ApS does not comply with its duty to provide information within 30 days.

The personal data we have registered is:

Company address.
Email.
Job title.
Name.
Mobile phone number.
Work phone number.

Job applicants and temporary workers.
We place great importance on processing your data in a secure and confidential manner. Our goal and intention is to provide you with the greatest possible insight into how we process your data.

When you apply for a job through ScanPeople ApS and register in our candidate pool and CV database, you must give us your permission. We refer to this as “Consent.” The consent declaration establishes that you have voluntarily given permission for us to process your data. You can read how we do this in the consent declaration.

If you experience any errors in our processing, you must contact us so we can correct them. If you are in doubt or have any questions, you are always welcome to contact us.

Definition of processing.
By processing data, we mean the following:

Register.
a. Data is created in our IT system.

Process.
a. We correct and add data in our IT system.
b. We search your data.
c. We send confirmations to customers which contain parts of your data.
d. We print parts of your data.
e. We transfer parts of your data to our payroll and financial systems.
f. We use parts of your data for statistics and other reports.

Store.
a. We store your data in our system and possibly on paper
b. We store your data in our backup systems

Purpose.
You own the rights to your data, and you must give us permission, and thereby the right, to process your data. You do this by approving the consent declaration.

The purpose of processing your data is that we can find jobs and temporary assignments that match your requirements, preferences and qualifications. In addition, we must be able to calculate and pay your salary when you are assigned to work for our clients.

Our processing of your data serves this purpose, and we only process data that is relevant and sufficient in relation to this purpose.

Types of data.
Depending on jobs and temporary assignments, we process the following types of data in our systems:

General data.
a. Name, address, phone number, email, etc.

Confidential data.
a. CPR number, salary and financial information, tax information, sick days, employment conditions, family circumstances, social circumstances, criminal matters such as criminal record and child protection certificates, etc.

Sensitive data.
a. Trade union membership, possible health conditions.

Etc.

How long do we store data?
As a general rule, we store your data for as long as you give us permission to do so.
This means that when you give us your consent, your data is stored until you choose to withdraw your consent.

Your data will therefore be continuously included in our searches for potential candidates for jobs and temporary assignments with our clients.

If we are unable to find and offer you various job opportunities, we will at some point contact you to determine whether you still wish for us to process your data in our system.

If we succeed in finding a temporary or permanent job that you accept, payroll entries will be created as part of your data, and we will therefore be required to store your data as documentation for a minimum of 5 years after your last job or shift.

When we no longer need to store your data, or if you actively request to be removed from the system, one of the following actions will be carried out:

If you have not had jobs or shifts with us, all your data will be deleted from the system, and you will be permanently removed from our system.

If you have had jobs or shifts, we will store your data for a minimum of 5 years. After this, if and when you request it, we will anonymise you in the system. This means that we delete all your data, and you are anonymised with a new random number. After this, you will be permanently removed from our system.

Your rights.
It is important that you are aware of your rights regarding your data in our system. Below you can read about your rights:

Right of access.
You always have the right to be informed about which data we register and process about you. You simply need to contact us. We will then give you access to view all the registrations we have created about you in our system.

Right to be forgotten.
You always have the right to withdraw your consent and thereby be deleted or anonymised in our system. You simply need to contact us, and we will assess whether you can be deleted or anonymised. We will then initiate the process of deleting or anonymising you in our system.

Right to rectification.
If it turns out that we have registered incorrect information about you, you always have the right to have this corrected or deleted. You can do this by contacting us, and we will ensure that the data is corrected.

Right to a copy of your data.
If you wish, you can receive a file with all your master data from our system for further use. You must contact us, and we will ensure that you can download a file with your data via our web interface.

Who processes your data?
Our employees and IT data processors have access to your data and are therefore subject to confidentiality clauses. As a general rule, our employees and IT data processors can view all your data in our system.

When you accept a job or a temporary assignment, we share some of your data with our clients. We do this so that the client can identify you when you arrive at the workplace. The data we share with a client in connection with a job or temporary assignment includes the following:

First name, gender and possibly a photo.
Possibly your last name.
Possibly your address.
Possibly your age.
Possibly your qualifications, CV and application.

When you have worked for us and are entitled to salary, we will of course transfer relevant data to our payroll system and thereby also send parts of your data to SKAT and other authorities. This is required by law and therefore does not require your consent.

Disclosure of your data.
We never disclose your data to other individuals, companies, authorities or systems beyond what is described in this consent declaration. Should a situation arise where it is necessary to disclose your data, you will always be informed.

Data.
Your data is stored in our IT system, which is hosted on servers located in Denmark. Your data will therefore always be located in Denmark, and the processing of your data will be subject to Danish law.

Backup.
We continuously back up all your data and store it. If our operating system fails, we always have a copy of your data that is no more than 24 hours old.

Consent declaration.
Changes to the consent declaration may occur.
If we change how we process your data, or if we otherwise update this consent declaration, you will always be required to provide new consent. You always have the right to refuse this and thereby be deleted or anonymised in our system. Our consent declaration is version-controlled, and you can always see which version you have approved and when.

Contact.
If you have questions regarding GDPR or our system, PeopleTrust, you are always welcome to contact us.
In that case, please contact Data Protection Coordinator Clara Sofie Hilstrøm by phone at 43 31 00 71 or by email: info@scanpeople.dk