Information to Job applicants of TMHE – General Data Protection Regulation (GDPR)
In the ordinary course of recruitment TMHE will keep and process personal information about individuals and use such information for different purposes. This information is intended for persons applying for a position with any of the companies within Toyota Material Handling Europe Group (“TMHE”). Information about applicants is referred to as “personal data”.
What kind of personal data is kept and used by TMHE
Personal data may be provided to us by the job applicant or from other sources. Such personal data may broadly be grouped into the following categories;
- identification data, such as name, User ID, password (if you apply via our webs site) citizenship, and date of birth;
- contact details, such as address and telephone number;
- recruitment-related information, such as information regarding previous work experience (including references from previous employers), qualifications and work history, educational background, language skills, professional skills and talents, professional memberships, community involvement, geographic mobility interests, and reports from executive search or employment firms (where applicable);
- interview notes; and
- communication details, such as email content.
Why do we keep and use personal data?
The main purpose of using the personal data is to manage our process for recruiting staff to various positions within TMHE. The data is used in order to communicate with the applicant, to assess the individual applications against the required qualifications, to make selections between relevant applicants and as a basis for decision making. Personal data may also be used to meet any employment-related requirements or to coordinate applications internally across relevant TMHE-companies.
What is our justification for keeping and using personal data?
When applying for a job with any company within TMHE, the applicant also consents to TMHE using all information in the application, as well as in supplementing documents and information provided during an interview, for the purposes of the specific recruitment. TMHE may also use publicly available personal data, such as information available on social media, based on a legitimate interest of assessing whether an applicant or other potential candidate is suitable for the particular position.
Access to personal data by others than TMHE
TMHE may transfer personal data in respect of job applicants or other potential candidates to third parties for the following reasons:
· Within TMHE: personal data may be transferred between companies within TMHE if needed in respect of the recruitment process.
· Vendors: the HR-department may use externally provided IT-systems or services provided by a third party vendors as a support in the recruitment process. Personal data may be made available to such vendors to be used for the purposes of the particular system or service, and subject to appropriate data processing agreements between TMHE and the vendor.
· Talentsoft: our software recruitment system, will retain your data for a maximum period of 6 months. Upon expiry of this period, you will receive an email asking you to update your Data. If you do not respond within 10 days, your Data will be deleted from our databases.
Personal data may be provided to parties that are located outside the European Economic Area ("EEA"), for example if an applicant apply for a position with a company within TMHE that is not located in the EEA. In such cases, we will ensure that the personal data is subject to measures that provide an equivalent level of protection as provided by data privacy laws in the EU (such as the EU General Data Protection Regulation; GDPR).
How long is personal data retained?
Personal data is stored by TMHE or by other parties on our behalf, but only as long as necessary for the performance of our obligations and strictly for the time necessary to achieve the purposes for which the information was obtained. The personal data will be removed from our records or properly anonymized after six months. The main principle is that personal data pertaining to a job application will be deleted as soon as a decision has been made in respect of the job and any applicable period to appeal or otherwise dispute the decision has expired. Longer retention periods may apply to back up copies of personal data that is done for security reasons. However, access to the personal data will then be highly restricted.
What are the rights of private individuals?
A consent given to us to keep or otherwise use personal data can always be withdrawn. In addition, private individuals will be entitled to the following:
- Right of access: Private individuals have a right to ask whether or not we have personal data about them and, if that is the case, request information on what personal data we have. We will also have to respond to questions about inter alia why we are using personal data, details about what data we have and to whom we have provided access to the data. However, this is not an absolute right and the interests of other individuals may restrict the access rights.
- Right to rectification: We are required to rectify inaccurate personal data, or to complete personal data that is incomplete, on request.
iii. Right to erasure (right to be forgotten): We are in some circumstances required to erase personal data on request by the person concerned.
iv. Right to restriction of processing: We are in some circumstances required to restrict our use of personal data on request by the person concerned. In such cases, we may only use the data for certain limited purposes set out by the law.
v. Right to data portability: Under certain circumstances, private individuals may have the right to receive their personal data to which we have access, in a structured, commonly used and machine-readable format and such persons may then have a right to transmit those data to another entity without hindrance from us.
i. Right to object: In some cases, private individuals are entitled to object to our use of their personal data. We may then be required to stop using the personal data.
Contact TMHE:
If you want TMHE to provide further information or respond to requests to exercise the rights described above such requests may be sent to your contact person or by sending an email to:
Andreas.balfors@toyota-industries.eu
Toyota Material Handling Europe
Svarvargatan 8
SE-595 81 Mjölby
Tel.nr.: + 46 (0)142 86 000
Finally, please remember that you, should you wish to do so, are always entitled to lodge a complaint with the relevant data protection authority, such as
For Sweden
Integritetsskyddsmyndigheten
imy@imy.se
Box 8114
104 20 Stockholm
Tel.nr.: 08-657 61 00
For UK
Information Commissioner’s Office
Wycliffe House Water Lane
Wilmslow
Cheshire
SK9 5AF
icocasework@ico.org.uk
Telephone: 0303 123 1113