This Policy is applicable to all the employees, contractors, temporary staff, and partners.
Collection of Personal Data
- Your name, contact details, telephone number, email address, birthday, and national identifiers, (e.g., Social Security number etc.), picture and candidate status.
- Information included in your CV or application letter, such as job history, academic background and results, skills and competencies, personal interests, languages spoken.
- Job preferences and type of employment sought
- Names and contact details of your referees/references.
Columbus may collect data directly from you or from third parties, for example when doing a background check or requesting/receiving an employment reference or recruitment agencies. Columbus will only contact third parties if you consent hereto. The information that Columbus will request from such third parties includes the fact that you are applying for a job, periods of former employment, position, working tasks, social and professional skills.
Legal Basis for Processing
Columbus may process your personal data based on the following legal basis according to GDPR Art. 6:
- Your freely given, specific, informed, and unambiguous consent to the processing of the personal data regarding you.
- To comply with a legal obligation.
- To fulfil or protect our legitimate interest in recruitment of new employees, unless your interests or fundamental rights and freedoms which require protection of your personal data override the interests of Columbus. The interests Columbus may pursue include the interests in relation to recruitment.
Purpose of Processing
- The personal data you provide in your application and as part of the recruitment process will only be held and processed to facilitate the selection process, to contact you and in connection with any subsequent employment. Your personal data may be used to assess your application for employment, to verify your information, to conduct reference checks, to communicate with you and to inform you of further career opportunities.
- In the event of your application resulting in an offer of employment with Columbus, the data collected will become part of your employment record and will be used for employment purposes.
Recipients of Personal data
Columbus may disclose or transfer your personal data to the following recipients:
Affiliates of Columbus.
Suppliers, business partners or other collaborators who support us with the recruitment process.
Certain recipient’s process personal data on behalf of Columbus and may only process your personal data in accordance with the instructions given by Columbus. These third parties may not process your personal data for their own purposes.
Transfer of personal data to a third country (EU/EEA)
Your personal data will not be transferred outside EU/EEA.
We will retain personal information for the period necessary to fulfil the purposes outlined in this Policy. The criteria used to determine our retention periods may include one or more of the following: (a) if we have an ongoing relationship with you; (b) as required by a legal obligation to which we are subject; and (c) as advisable considering our legal position (such as with respect to applicable statutes of limitations, litigation, audits, or regulatory investigations).
Your rights as a data subject
Columbus has taken all necessary and adequate steps to protect your personal data and ensure your rights as a data subject.
You have certain rights, which are described below. Please note that certain exceptions may apply, e.g., if the processing is necessary for compliance with a legal obligation or for the establishment, exercise, or defence of legal claims. If you have any questions to your rights as a data subject, please contact Columbus – please see the contact information below.
Right of access
- You have the right to request access to the personal data Columbus has stored concerning you.
Right to rectification
- You have the right to rectify inaccurate personal data concerning you, including completion of incomplete personal data.
Right to erasure (right to be forgotten)
- Under certain circumstances, you have the right to erasure; meaning upon your request, Columbus must erase the personal data stored concerning you. Please note that the right to erasure is not absolute and thus certain conditions must apply.
Right to restriction
- In certain cases, you have the right to restrict Columbus's processing of personal data concerning you e.g., if the processing is unlawful and you request restriction of use of personal data instead of erasure or if Columbus no longer needs the personal data for the purposes of processing, but the personal data is required by you for the establishment, exercise, or defence of claims, for example, as documentation or evidence.
Right to data portability
- You have the right to receive the personal data concerning you in a structured, commonly used, and machine-readable format. Where processing is based on a consent or a contract and the processing is carried out by automated means format, you have the right to transmit this personal data to a third party without hindrance from Columbus.
The right to object
- Under certain circumstances, you have the right to object at any time to Columbus's processing of personal data concerning you.
Withdrawal of consent
- When processing of your personal data is based on your consent, you may withdraw your consent at any time. Please note that this does not affect Columbus's processing of your personal data prior to withdrawal of your consent. For withdrawal of consent please contact Columbus at the address below.
Filing of complaint
If you wish to file a complaint regarding Columbus's processing of your personal data, you can contact Columbus either HR or VP Solution Management. If your complaint is not resolved, you can contact the supervisory authority.
Dronning Eufemias gate 16
Norwegian Data Protection Authority (Datatilsynet)
Telephone number: +47 22 39 69 00
Related Policies, Procedures and Reference Documents
Related policies, procedures and reference documents include:
Title/Name: Data Subject Rights Fulfilment Procedure
Relationship to this policy: Referenced Document
Roles and Responsibilities
Related policies, procedures and reference documents include:
Title/Name: IT Security and Governance
Relationship to this policy: Responsible for designing and reviewing Policy
Title/Name: End Users
Relationship to this policy: Responsible for adherence to policy
IT Security & Governance team will on a periodic basis verify & validate the change reviews conducted by the respective groups and propose mitigations ensuring the process works as designed. Failure of Columbus employees to comply with Job Applicant Notice may lead to disciplinary action in accordance with their local country’s disciplinary procedure.
Failure of contractors, temporary staff, partners, or third-party organizations to comply with Columbus’s Job Applicant Notice may result in termination of contracts and connections, suspension of services and/or lead to prosecution.