Data Policy
Focus on the recruitment process.
Data Policy
The Humanius Group (THG) & 4selection
Focus
- Declaration of consent for data protection
- Information on personal data in recruitment
- Processing of personal data in recruitment.
When you apply for a job with The Humanius Group (THG), which can only be done through the recruitment company 4selection, we will process your personal data. Here, you can read more about the types of data we process, how the processing is conducted, and the legal basis that grants us the right to handle your data. The Humanius Group (THG) adheres to applicable Danish and EU legislation regarding data protection and processing.
Relations
We wish to clarify who is involved in our recruitment process. All applications should be sent to our recruitment company, which is registered under the Data Protection laws in Denmark. 4selection operates a job portal, candidatedatabank.com, where all applications must be submitted. 4selection manages the entire recruitment process. The Humanius Group (THG) receives 4-7 selected candidates from 4selection. At The Humanius Group, only the CEO, HR, and the hiring manager have access to this information. Applications are not accepted via email or by other means; they must go through our recruitment partner to ensure compliance with our record-keeping obligations.
4selection thus shares the collected data of the selected candidates with THG. In cases where an analysis/test is conducted, it is performed by a certified professional, typically a trained psychologist. The tests are developed by Norwegian psychologists at JTI, based in Norway, and the system is managed by the Centre for Leadership in Denmark, which by nature has access to this data.
At 4selection, only the advisors/headhunters have access, and at THG, only the CEO, HR, and the hiring manager have access. We hope this clarification is understood.
Please note that your materials may be shared among these individuals, and by submitting your CV, you are providing your consent for this.
Responsibility for the recruitment process
4selection is a registered company in Denmark, with Registered Company number: DK-29741239.
Our permission to have a recruitment company governed by Danish and European legislation.
Danish Data Protection Agency approval/reg no: 2006-46-0353.
Website 4selection.com and candidatedatabank.com
4selection Global Search and Selection
Edvard Griegs Gade 7, 2. sal. tv. 2100 København Ø.
Office hours by appointment.
Phone: +45 91855735
Purpose of data collection and usage
The purpose of The Humanius Group (THG) in collecting and recording personal data on our ‘career site’ is to provide a qualitative, easy, and swift method to match applicants with available positions. The career site serves as a recruitment module within our electronic personnel management system, The Humanius Group (THG) People.
Data we collect about you
We collect only the information necessary for the recruitment process, typically the data you input and upload on the career site, including your name, address, postal code, country, email address, phone number, and CV. Additionally, it is voluntary to share details about work experience, education, language skills, or to submit an application and exam certificates. We may also view your social media profiles, such as LinkedIn, or other information you have made publicly available online. Any notes regarding this information are deleted once the position is filled.
We do not wish to receive your date of birth, the last four digits of your Danish or Swedish personal identification number, or the last five digits of your Norwegian personal identification number in the recruitment process. If such information appears in any documents you send, such as exam certificates, please remove it before submission.
If you proceed in the recruitment process, we may ask you to participate in a personality test and possibly a skills test conducted online. Only personality tests and analyses approved by the Danish Psychological Association are used. We employ the JTI test, hosted in Norway and provided in Denmark by the Centre for Leadership. During the test, you will answer questions, and the results will provide insights into your behaviour, motivation, talents, skills, and competencies. The test results are securely stored with the Centre for Leadership and 4selection, who have access to them through a confidential login.
In addition to the test, you may be asked to provide relevant references. Processing is based on consent, and we will request reference details in a separate email, asking for your consent in this regard. We will only contact references towards the end of the recruitment process. Any notes from discussions with the reference will be deleted after the position is filled. These notes are maintained in a summarised form to protect the information provided by the referees. We will inquire about matters such as employment period, reason for leaving, tasks, work capacity, successes, challenges, skills, social competencies, ability to collaborate, and job satisfaction. We do not ask for sensitive personal information, including health data or criminal records, though we cannot control what the referee might disclose. We may request your consent to a criminal record check and require you to present original photo identification.
Should you be offered the position and accept, HR or the hiring manager will request your personal identification number for employment registration and reporting salary details to the relevant authorities in Denmark, Norway, or Sweden. When preparing the employment contract, your data will be transferred from our recruitment module to another module within our personnel management system, which is legally required to be hosted within the EU. Additional information regarding employment date, salary, benefits, applicable agreements, and salary classification will also be inputted.
For positions requiring a child protection certificate or other attestations, HR will ask you to present these. We will record only that you have shown the criminal record, after which it will be deleted. In Sweden, beyond the criminal record, documentation from other authorities related to IDD may be required and stored in your personnel file for three years.
Upon receiving your employment contract, you will also receive further information on how employee data is handled by The Humanius Group (THG). In connection with an application, you are required to acknowledge receipt, confirm understanding, and accept the employment conditions, employee handbook, and commitment to ethical guidelines.
You can always view and update the information you have registered by contacting HR. Additionally, you may choose to delete your candidate profile and related information at any time; simply reach out to us. If you have forgotten your username and password, you can log in with your email and click ‘forgot password’ to receive a new one. Withdrawing a job application does not delete your data from the system, which we are required to retain in compliance with data law for up to five years after any employment.
The Humanius Group (THG) will not edit or alter your data in the system without your request and consent. However, to avoid errors, we may occasionally need to correct contact details if inaccuracies are detected. You thus permit The Humanius Group (THG) to make such exceptions for contact information corrections.
Internal recruitment
If, after at least 12 months in your current role at The Humanius Group (THG), you apply for a new internal position, your data will be processed as follows. During the internal application process, the recruiting manager may initially enquire about your current role, including salary expectations, attendance, and job responsibilities. No reference will be taken from your current manager at the first interview.
Should you proceed to the second round, the recruiting manager, via HR, will access relevant details about your employment to evaluate your suitability for the new role. This may include disciplinary information and sick leave records. To support The Humanius Group (THG) in ensuring equal pay, the recruiting manager will have access to salary benchmarks, though specific details about your current salary will not be shared by HR.
HR considers it a legitimate need to share relevant personal data with the recruiting manager when you apply for another internal position within The Humanius Group (THG), as this data is shared within the same employment authority.
In the second round, the recruiting manager may wish to contact your current manager for further information on your job performance. Should this be the case, you will be asked for written consent. Consent is voluntary, and refusal will not affect the ongoing recruitment process.
If you are successful in securing the new internal position, your new manager will have the same access to your information as your current manager, including your performance review history.
Basis for data processing
The personal data we process in your recruitment process is general data. We are permitted to process this information due to our legitimate interest, as per Article 6(1)(f) of the GDPR, unless your right to data protection supersedes our legitimate interest.
Data sharing
Your name and email address may be shared with JTI in Norway and the Centre for Leadership in Denmark if you are to participate in a personality or skills test. Data is managed by 4selection and accessed by THG.
There may be occasions where support from third countries is utilised. If necessary, JTI in Norway and the Centre for Leadership in Denmark ensure sufficient transfer safeguards (necessary guarantees) for your data. Should we require support for the JTI analysis/test system or assistance in interpreting an analysis/test, a consultant from JTI in Norway or the Centre for Leadership in Denmark will act as a data processor for 4selection and The Humanius Group (THG).
Data transfers may occur outside the EU/EEA; if so, The Humanius Group (THG) adheres to the EU Commission’s standard contracts for data protection with these providers, forming the transfer basis. You may request information or a copy of the transfer safeguards at any time.
Data retention and deletion
If you do not have an active job application, your data is automatically deleted by 4selection 24 months after the recruitment process concludes in Denmark and Norway. In Sweden, this data is deleted 24 months after the process ends.
For analyses/tests, 4selection retains test results for 24 months. Tests conducted in Denmark and Norway on behalf of The Humanius Group (THG) by JTI in Norway and the Centre for Leadership in Denmark are specifically deleted after six months. JTI in Norway and the Centre for Leadership in Denmark retain anonymised data on gender, age, and cultural background for fairness analysis.
Your rights
You have the right to access, rectify, supplement, restrict, delete, or block your personal data. You may also have rights to data portability and object to processing. Contact HR in the respective The Humanius Group (THG) country through our contact site.
Withdrawal of consent
If your data processing is based on consent, you may withdraw it at any time. Your withdrawal does not affect the legality of prior processing. Please contact 4selection in the recruiting country or the contact person on the application if unsure about your consent or wish to withdraw it.
Conditions and restrictions of your rights
There may be conditions or limitations to exercising these rights. For instance, we may not be able to process your application without identification data or prepare an employment contract without the necessary information.
Data controller
The recruiting entity, indicated in the job posting, will be the data controller.
Data Protection Officer
Please contact our data protection officer via our website under ‘Contact’.
Complaints
Recruitments are managed by 4selection. For complaints, please contact them. The Danish Data Protection Agency can be reached at Carl Jacobsens Vej 35, 2500 Valby, Phone: 3319 3200, Email: dt@datatilsynet.dk.
Changes and updates
We reserve the right to modify this notice periodically.