Privacy policy for recruitment using Teamtailor
The service for handling recruitments and simplifying the hiring process (the "Service") is powered by Teamtailor on behalf of Soundtrack Your Brand ("Controller" “we” “us” etc.). It is important that the persons using the Service ("Users”) feel safe with, and are informed about, how we handle User's personal data in the recruitment process. We strive to maintain the highest possible standard regarding the protection of personal data. We process, manage, use, and protect User's Personal Data in accordance with this Privacy Policy ("Privacy Policy"). If you are a resident of California in the United States, please see our CA Applicant Privacy Policy further down.
1. General
We are the controller in accordance with current privacy legislations. The Users’ personal data is processed with the purpose of managing and facilitating recruitment of employees to our business.
2. Collection of personal data
We are responsible for the processing of the personal data that the Users contributes to the Service, or for the personal data that we in other ways collects with regards to the Service.
When and how we collect personal data
We collect personal data about Users from Users when Users;
- make an application through the Service or otherwise, adding personal data about themselves either personally or by using a third-party source such as Facebook or LinkedIn; and
- use the Service to connect with our staff, adding personal data about themselves either personally or by using a third-party source such as Facebook or LinkedIn.
- provides identifiable data in the chat (provided through the website that uses the Service) and such data is of relevance to the application procedure;
We collect data from third parties, such as Facebook, LinkedIn and through other public sources. This is referred to as “Sourcing” and be manually performed by our employees or automatically in the Service.
In some cases, existing employees can make recommendations about potential applicants. Such employees will add personal data about such potential applicants. In the cases where this is made, the potential applicant is considered a User in the context of this Privacy Policy and will be informed about the processing.
The types of personal data collected and processed
The categories of personal data that can be collected through the Service can be used to identify natural persons from names, e-mails, pictures and videos, information from Facebook and LinkedIn-accounts, answers to questions asked through the recruiting, titles, education and other information that the User or others have provided through the Service. Only data that is relevant for the recruitment process is collected and processed.
Purpose and lawfulness of processing
The purpose of the collecting and processing of personal data is to manage recruiting. The lawfulness of the processing of personal data is our legitimate interest to simplify and facilitate recruitment.
Personal data that is processed with the purpose of aggregated analysis or market research is always made unidentifiable. Such personal data cannot be used to identify a certain User. Thus, such data is not considered personal data.
The consent of the data subject
The User consents to the processing of its personal data with the purpose of Controller’s handling recruiting. The User consents that personal data is collected through the Service, when Users;
- make an application through the Service, adding personal data about themselves either personally or by using a third-party source as Facebook or LinkedIn, and that Controller may use external sourcing-tools to add additional information; and
- when they use the Service to connect to Controller’s recruitment department, adding personal data about themselves either personally or by using a third-party source such as Facebook or LinkedIn.
The User also consents to the Controller collecting publically available information about the User and compiles them for use in recruitment purposes.
The User consents to the personal data being collected in accordance with the above a) and b) will be processed according to the below sections Storage and transfer and How long the personal data will be processed.
The User has the right to withdraw his or her consent at any time, by contacting Controller using the contact details listed under 9. Using this right may however, mean that the User can not apply for a specific job or otherwise use the Service.
Storage and transfers
The personal data collected through the Service is stored and processed inside the EU/EEA, or such third country that is considered by the European Commission to have an adequate level of protection, or processed by such suppliers that have entered into such binding agreements that fully complies with the lawfulness of third country transfers or to other supplies where adequate safeguards are in place to protect the rights of the data subjects whose data is transferred. To obtain documentation regarding such adequate safeguards, contact us using the Contact details listed in 9.
How long the personal data will be processed
If a User does not object, in writing, to the processing of their personal data, the personal data will be stored and processed by us as long as we deem it necessary with regards to the purposes stated above. Note that an applicant (User) may be interesting for future recruitment and for this purpose we may store Users’ Personal Data until they are no longer of value as potential recruitments. If you as a User wish not to have your Personal Data processed for this purpose (future recruitment) please contact us using the contact details in paragraph 9.
3. Users’ rights
Users have the right to request information about the personal data that is processed by us, by notifying in writing, us using the contact details below under paragraph 9 below. Users have the right to one (1) copy of the processed personal data which belongs to them without any charge. For further demanded copies, Controller has a right to charge a reasonable fee on the basis of the administrative costs for such demand.
Users have the right to, if necessary, rectification of inaccurate personal data concerning that User, via a written request, using the contact details in paragraph 9 below.
The User has the right to demand deletion or restriction of processing, and the right to object to processing based on legitimate interest under certain circumstances.
The User has the right to revoke any consent to processing that has been given by the User to Controller. Using this right may however, mean that the User can not apply for a specific job or otherwise use the Service.
The User has under certain circumstances a right to data portability, which means a right to get the personal data and transfer these to another controller as long as this does not negatively affect the rights and freedoms of others.
User has the right to lodge a complaint to the supervisory authority regarding the processing of personal data relating to him or her, if the User considers that the processing of personal data infringes the legal framework of privacy law.
4. Security
We prioritize the personal integrity and therefore works actively so that the personal data of the Users are processed with utmost care. We take the measures that can be reasonably expected to the make sure that the personal data of Users and others are processed safely and in accordance to this Privacy Policy and the GDPR-regulation.
However, transfers of information over the internet and mobile networks can never occur without any risk, so all transfers are made on the own risk of the person transferring the data. It is important that Users also take responsibility to ensure that their data is protected. It is the responsibility of the User that their login information is kept secret.
5. Transfer of personal data to third party
We will not sell or otherwise transfer Users’ personal data to third parties.
We may transfer Users’ Personal Data to;
- our contractors and sub-contractors, acting as our Processors and Sub-Processors in accordance with our instructions, for the provision of the Service;
- authorities or legal advisors in case criminal or improper behaviour is suspected; and
- authorities, legal advisors or other actors, if required by us according to law or authority’s injunction.
We will only transfer Users’ personal data to third parties that we have confidence in. We carefully choose partners to ensure that the User’s personal data is processed in accordance to current privacy legislations. We cooperate with the following categories of processors of personal data; Teamtailor, who supplies the Service, server and hosting companies, e-mail reference companies, video processing companies, information-sourcing companies, analytical service companies and other companies with regards to suppling the Service.
6. Aggregated data (non-identifiable personal data)
We may share aggregated data to third parties. The aggregated data has in such instances been compiled from information that has been collected through the Service and can, for example, consist of statistics of internet traffic or the geological location for the use of the Service. The aggregated data does not contain any information that can be used to identify individual persons and is thus not personal data.
7. Cookies
When Users use the Service, information about the usage may be stored as cookies. Cookies are passive text files that are stored in the internet browser on the User’s device, such as computer, mobile phone or tablet, when using the Service. We use cookies to improve the User’s usage of the Service and to gather information about, for example, statistics about the usage of the Service. This is done to secure, maintain and improve the Service. The information that is collected through the cookies can in some instances be personal data and is, in such instances, regulated by our Cookie Policy.
Users can at any time disable the use of cookies by changing the local settings in their devices. Disabling of cookies can affect the experience of the Service, for example disabling some functions in the Service.
8. Changes
We have the right to, at any time, make changes or additions to the Privacy Policy. The latest version of the Privacy Policy will always be available through the Service. A new version is considered communicated to the Users when the User has either received an email informing the User of the new version (using the e-mail stated by the User in connection to the use of the Service) or when the User is otherwise informed of the new Privacy Policy.
9. Contact
For questions, further information about our handling of personal data or for contact with us in other matters, please use the below stated contact details; applicationprivacy@soundtrackyourbrand.com.
California Job Applicants Privacy Policy
Soundtrack Your Brand Sweden AB
Last Updated: 20 December 2023
Soundtrack Your Brand Sweden AB (“SYB”, “we”, “us”, or “our”) respects your privacy! This California Job Applicants Privacy Policy (“Privacy Policy”) applies to the personal information we collect on our careers webpage (link), our job posting webpage (link), and other online job postings that link to this Privacy Policy, and during the job application process from individuals who are California residents (“Applicant(s),” “you,” and “your”). This Privacy Policy describes what personal information we collect about you, how we collect your personal information, why we collect and process your personal information, and provides details about your privacy rights in relation to your personal information.
We may modify this Privacy Policy from time to time and will indicate any such modifications by changing the date at the top of this page. If we make any material changes, we will post a prominent notice on the site and/or send you an email notification.
Please take a moment to read this Privacy Policy carefully. If you do not agree with or are not comfortable with any part of this Privacy Policy, please immediately discontinue access or use of our careers websites. If you have questions about this Privacy Policy or how your personal information is being processed, please contact us via email at applicationprivacy@soundtrackyourbrand.com.
This Privacy Policy covers the following topics which can be accessed directly by clicking on the topics.
1. PERSONAL INFORMATION WE COLLECT
2. WHY WE COLLECT YOUR PERSONAL INFORMATION
3. SHARING YOUR PERSONAL INFORMATION
4. YOUR RIGHTS IN RELATION TO YOUR PERSONAL INFORMATION
5. SECURITY OF YOUR PERSONAL INFORMATION
6. DATA RETENTION
7. HOW TO CONTACT US
1. PERSONAL INFORMATION WE COLLECT
Personal information has the meaning as defined under the California Consumer Privacy Act, as amended by the California Privacy Rights Act and implementing regulations (together, “California Privacy Laws”). Personal information is typically data that identifies an individual or relates to an identifiable individual. This includes information you provide to us, information which is collected about you automatically, and information we obtain from third parties.
We may collect certain personal information about you when you browse our Careers site, submit a job application to one of our open positions, or when we consider you for employment. Listed below are the categories of personal information that SYB may process about Applicants:
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Identifiers, such as your first and last name, nickname or alias, postal address, email address, phone number, online identifier or other similar identifiers.
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Other identifying information, such as physical characteristics or description, date of birth or signature.
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Characteristics of protected classifications under California or federal law, such as age, race, color, national origin, citizenship, religion, marital status, medical condition, physical or mental disability, sex (including gender, gender identity, gender expression, pregnancy or childbirth and related medical conditions), sexual orientation, veteran or military status to the extent voluntarily disclosed by Applicants. SYB collects this category of personal information on a purely voluntary basis, except where required by law, and uses the information only in compliance with applicable laws and regulations.
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Internet or other electronic network activity information, such as information about applicants’ log in/out and activity on SYB’s electronic resources, information regarding an applicant's interaction with an Internet web site, application, or advertisement, and publicly available social media activity.
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Sensory, audio and visual information, such as voicemails, recordings of support telephone calls, footage from video surveillance cameras, photographs and videos that may be voluntarily disclosed by you in your application, or audio and visual information collected during the interview process.
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Professional or employment-related information, including education history, employment history, degree earned, evaluations, membership in professional organizations, professional certifications, and any other information provided in your CV, resume, and transcripts; your right to work documentation; references; any information provided during your interview or application; or background check information when permitted by applicable law, such as the results of the background check in connection with your employment with us like your criminal records and credit history.
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Preferences, including preferred meals, seating and other travel preferences, desired working hours, and desired working conditions.
We collect much of the personal information described above directly from you through application forms, resumes, or CVs you submit to us, as well as official documentations you provide to us. We also collect certain information from third parties, such as employment agencies (such as recruiters and headhunters) and former employers when gathering references, and service providers that collect it on our behalf, such as job posting board provider. Additionally, we may collect personal information about you through background check and credit reference agencies when permitted or required by law. Finally, we may gather information from your LinkedIn profile to complement the personal information you have provided.
2. WHY WE COLLECT YOUR PERSONAL INFORMATION
We collect the categories of personal information listed above for human resources, employment, benefit administration, health and safety, and business-related purposes and to comply with applicable laws and regulations. We use your information to:
- evaluate you in connection with your selected job opening and/or for available positions;
- evaluate and verify your experience and qualifications in relation to specific job requirements;
- contact you regarding your application and possible employment opportunities;
- conduct lawful background screening;
- make decisions about who to offer employment to;
- make decisions about salary and other benefits;
- carry out our human resources functions and activities;
- measure activities and main functionality of our careers websites;
- manage and operate information technology and communications systems, risk management and insurance functions, budgeting, financial management and reporting, strategic planning;
- manage litigation involving SYB, and other legal disputes and inquiries and to meet legal and regulatory requirements;
- in connection with a corporate transaction, sale, or assignment of assets, merger, divestiture, or other changes of control or financial status of SYB or any of its subsidiaries or affiliates;
- manage licenses, permits and authorizations applicable to the SYB’s operations;
- comply with our legal obligations, including:
- carrying out checks in relation to your right to work;
- equal opportunities monitoring;
- determining reasonable adjustments
- allow us to carry out our legitimate business interests, such as business planning and restructuring exercises, except where such interests are overridden by your interests in not having your personal information processed;
- to make improvements to our employment practices including improving diversity; and
- to protect your interests.
3. SHARING YOUR PERSONAL INFORMATION
We take care to allow your personal information to be accessed only by those who require access to perform their tasks and duties, and to share only with third parties who have a legitimate purpose for accessing it. We will only share your information in the following circumstances:
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With SYB Employees. Your personal information will be shared with SYB employees where it is necessary for them to undertake their duties with respect to your potential employment, such as to interview you.
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With Service Providers. We may share your personal information with our contractors, vendors, and service providers that assist us with administering the employment or working relationship with you and/or provide services to us or on our behalf. For example, service providers may include, but are not limited to, job posting board providers, recruitment agencies, data storage or hosting providers, marketing/events agencies, and credit and criminal background check companies (when this is our legal obligation or necessary for our legitimate interest).
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With Other Third Parties. We may share certain personal information with third parties who provide professional services (such as attorneys, auditors, accountants, and management consultants, and medical service providers), professional bodies, and regulatory authorities in the normal course of business.
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Legal or Regulatory Requests and Investigations. We may disclose your personal information to third parties under the following circumstances (i) to comply with relevant laws or regulations, to respond to a court order, administrative or judicial process, such as a subpoena, warrant, court order, or government audit; (ii) in response to lawful requests by public authorities (such as national security or law enforcement); and (iii) as necessary to establish, exercise or defend against potential, threatened or actual litigation (such as adverse parties in litigation). We may also need to share your personal information with tax authorities, courts, regulators, the police, and other governmental authorities where we are required or permitted to do so by law in jurisdictions in which we operate.
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Business Transactions. We may share your personal information with a potential buyer (and its agents and advisors) in connection with any proposed merger, acquisition, or any form of sale or transfer of some or all our assets (including in the event of a reorganization, dissolution or liquidation), in which case, personal information held by us about you will be among the assets transferred to the buyer or acquirer. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal information in the same way as set out in this Privacy Policy.
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Protection of the Company or Others. We may share your personal information where necessary to protect SYB, including to investigate, prevent, or take actions regarding possible illegal activities, suspected fraud, safety of person or property, or a violation of our policies.
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Disclosures with Your Consent. We may collect, use and disclose your personal information for other purposes not listed in this privacy notice. If we do so, we will make it known to you at the time we collect, use or disclose your personal information, and, where required, obtain your consent for doing so.
4. YOUR PRIVACY RIGHTS
As a California resident, subject to certain exceptions, you may be able to assert certain rights related to your personal information as identified below. Please note that your rights with regard to your personal information are not absolute. We may deny your request: (a) when denial of the request is required or authorized by law; (b) when granting the request would have a negative impact on another's privacy; (c) to protect our rights and properties; (d) where the request is frivolous or vexatious, or for other reasons.
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Right to Know. You may have the right to obtain a copy, or a list of categories of the personal information that we hold about you, as well as other supplementary information, such as the purposes of processing, and the entities to whom we disclose your personal information.
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Right to Correct. You may request us to rectify, correct or update any of your personal information held by us that is inaccurate.
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Right to Delete. Under certain circumstances, you may have the right to request that we delete the personal information that we hold about you. This right is not absolute, and we may refuse your right to delete if it is reasonably necessary for us to provide a service requested by you; to perform a contract between us; to maintain functionality and ensure security of our systems; to enable solely expected internal uses of your personal information; to exercise a right provided by law; or to comply with a legal obligation.
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Right to Portability. Under certain circumstances, you may have the right to receive personal information we hold about you in a structured, commonly used, and machine-readable format so that you can provide that personal information to another entity.
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Right to Object to Automated Decision-Making. You may have the right not to be subject to a decision that is based solely on automated processing (where a decision is taken about you using an electronic system without human involvement) which significantly impacts your rights. No decision will be made by us about you solely on the basis of automated decision making which has a significant impact on you.
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Right Against Discrimination. You have the right not to be discriminated against for exercising any of the rights described in this section. We will not discriminate against you for exercising your privacy rights.
Please note, SYB does not share your personal information for cross contextual behavioral advertising purposes, does not sell your personal information to third parties without your permission, and does not process your sensitive personal information to infer characteristics about you.
Exercising Your Rights
You may exercise your rights by contacting us at applicationprivacy@soundtrackyourbrand.com. In your request, please make clear which right you would like to exercise, and that you are a job applicant. Before fulfilling your request, we are required by law to have you to verify the personal information we already have on file to confirm your identity. If we cannot verify your identity based on the information we have on file, we may request additional information from you, which we will only use to verify your identity, and for security or fraud-prevention purposes.
If you use an authorized agent to submit requests on your behalf, we will require you to directly verify your identity with us, or have you confirm that the authorized agent has been authorized to act on your behalf.
5. SECURITY OF YOUR PERSONAL INFORMATION
We understand the importance of your personal information. SYB maintains (and contractually requires third parties we share your information with to maintain) appropriate physical, technical and administrative safeguards to protect the security and confidentiality of the personal information you entrust to us. These safeguards are designed to protect your personal information from loss and unauthorized access, copying, use, modification or disclosure.
However, we cannot guarantee that loss, misuse, unauthorized acquisition, or alteration of your data will not occur. Furthermore, we cannot ensure or warrant the security or confidentiality of information you transmit to us or receive from us by Internet or wireless connection, including email, phone, or SMS, since we have no way of protecting that information once it leaves and until it reaches us. If you have reason to believe that your data is no longer secure, please contact us using the contact information provided in the “How to Contact Us” section.
6. DATA RETENTION
Except as otherwise permitted or required by applicable law or regulation, we endeavor to retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, as required by law or to satisfy any legal or reporting obligations, or as necessary to resolve disputes. To determine the appropriate retention period for personal information, we consider applicable legal requirements, the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure of your personal information, and the purposes for which we process your personal information.
7. HOW TO CONTACT US
If you have questions or concerns regarding this Privacy Policy, please contact us at applicationprivacy@soundtrackyourbrand.com. Since email communications are not always secure, please do not include sensitive information in your communications to us.
