JUMP TO CONTENT
Search
Search
Shortlist

Data protection - Employee candidate

Effective date:1 May 2020 

Updated 5 July 2024 

The purpose of this Employee Candidate Data Protection Notice is to provide persons applying a job in our group of companies with information of their personal data processing and protection. This Data Protection Notice provides a general description of English Data Protection - Employee Candidate Chat now 22/11/2024, 11:17 Data Protection - Employee Candidate | Konecranes https://www.konecranes.com/data-protection-employee-candidate 1/8 such personal data processing. Therefore, all details provided in this Employee Candidate Data Protection Notice may not apply to your case in particular. Generally, we process your basic personal data, such as your contactin formation, education, work history, to conduct perform recruitment activities. Artificial Intelligence (AI)technologies are utilized in our personal data processing practices.

What personal data of mine is processed?

  • Your essential personalization information;
  • Your contact details;
  • Consent you have given to us;
  • Information about your education and professional trainings;
  • Information on your earlier employments (as applicable);
  • Self-evaluation of your skills relevant for the job (e.g. IT and language skills)
  • Essential properties and requests (e.g. salary) concerning the job in question(depending on the case);
  • Your CV and application cover letter and possible video interview;
  • Technical identifiers;
  • Limited occupational health information (as applicable);

For the US candidates additionally also:

  • Name of supervisor at previous employer;
  • Previous employer’s address and phone number;

For the candidates applying for a position in the US and/or Canada additionally also:

  • Social security number;
  • Age;
  • Gender;
  • Race;
  • Ethnicity;
  • Veteran status;
  • Voluntary Self-Identification of Disability;
  • Salary expectation;
  • Application statement;
  • Referee information (name, email and phone number of the referee);
  • Information of relatives working for Konecranes (name, relationship, work location);
  • Willingness to participate in recruitment interview and/or drug screening/breath alcohol testing;
  • Discharge or reassignment information;
  • Sponsorship for employment visa status;
  • Citizenship and legal permit to work in the US;
  • Current non-compete or other restrictive covenant;
  • State Tax Credit screening related optional data:
  • Conditional certification from the state workforce agency (SWA) or member of local agency for the work opportunity credit;
  • Military service for 180 days or more;
  • Recipient of Cash assistance (AFDC/TANF benefits);
  • Recipient of Child care, housing or transportation assistance;
  • Convicted of a felony or received deferred adjudication for a felony charge;
  • Recipient of Supplementary Security Income (SSI) check;
  • Usage of Vocational rehabilitation services;
  • Recipient of Food Stamps;
  • Continuous unemployment;

For the candidates to be hired to a job position in the US and/or Canada additionally also the following onboarding information:

  • Full Legal Name;
  • Date of Birth;
  • Former/Alternative names;
  • Current mailing address (street address or post box, city, state, zip);
  • Family member name and nature of the relationship;
  • Marital status;
  • Driver's license number, issuing state, expiration date;
  • Employee payroll identification number (ssn);
  • Routing/transit/aba no.;
  • Bank account number;
  • Bank account holder's name;
  • Bank name;
  • Type of deposit;
  • Type of account;
  • Checking/savings from salary;
  • Employee file number;
  • Bank telephone number;
  • Bank transit number;

For the candidates applying for a position in China additionally also:

  • Full name
  • Gender
  • Date of birth
  • Nationality
  • Nation
  • Native place
  • Mobile number
  • Phone number
  • Home address
  • Personal email address
  • Education qualification
  • Education degree
  • Education background
  • Work experience
  • Training record
  • Marriage status
  • Qualification certificates
  • Professional title

Who is responsible for processing my personal data? 

Konecranes Plc (established in Finland and being the parent company of Konecranes Group) has the overall responsibility and supreme decision-making power. Konecranes Global Corporation (established in Finland) has the limited responsibility for Konecranes Group centralized IT systems/applications (incl. subcontracting) as well as international transfers of personal data outside EU/EEA. 

You can contact us by sending an email to data.protection(a)konecranes.com 

For the candidates applying for a position in China, please note:

In order to facilitate the unified management of candidates globally, the personal data of candidates will be provided to Konecranes Plc and Konecranes Global Corporation (two entities established in Finland) and transmitted to overseas servers for storage. You may contact data.protection@konecranes.com to understand how your personal data is processed by above-mentioned two entities.

Method and procedure for exercising legal rights by data subjects:

Method: When necessary, data subjects may make claims to exercise their rights through channels by sending us email to data.protection@konecranes.com.

Procedure: Data subjects may raise corresponding claims through email. Konecranes will coordinate and process the claims within a reasonable period of time and provide the final results to data subjects.

What permits the use of my personal data? 

We rely on three lawful rights permitting and requiring us to process your personal data: 

The consent you have given to us; 

Fulfillment of our mandatory legal obligations and your rights related to your position as our employee candidate; and 

Our legitimate interest to enable our recruitment-related business processes (e.g. pre-analysis of our potential employee candidates as well as those necessary for supporting the recruitment with IT resources) 

For the candidates applying for a position in China, normally the legal basis for processing their personal data is consent.

While under the relevant laws, we do not require your consent to process your personal data when:

  • the processing is necessary for the conclusion or performance of a contract to which the individual is a contracting party or for conducting human resource management under the labor rules and policies developed in accordance with the laws and a collective contract signed in accordance with the laws;
  • the processing is necessary to fulfill statutory functions or statutory obligations;
  • the processing is necessary to respond to public health emergencies or protect the life, health or property safety of natural persons under emergency circumstances;
  • personal data is processed within a reasonable scope to conduct news reporting, public opinion-based supervision, or other activities in the public interest;
  • the personal data that has been disclosed by the individuals themselves or other personal data that has been legally disclosed is processed within a reasonable scope in accordance with the Laws;
  •  or under any other circumstance as provided by any law or administrative regulation.

Why is my personal data processed?

Generally, we need to process your personal data in order to enable and ensure recruitment of personnel to Konecranes Group. Additionally, we need to provide IT services and support necessary for the our recruitment function.

 In detail, we use your personal data for the following purposes:

1) Pre-analysis of possible candidates;

2)  Recruitment and talent management (incl. data and document management);

3) Reporting and analytics;

4) Production, management, maintenance and research and development of processes, IT services and infrastructure;

5) Access management;

6) Organizing events;

7) Sending newsletters and messages regarding job ads, news about the company, job applicant events, career stories.

8) Archiving of non-active personal data in the scope of other purposes of uses and defined retention rules;

9) Fulfilling and/or defending the rights and obligations of the employer;

In case there is a predefined requirement (e.g. education, skill) for a certain job opening you may be automatically segmented based on the predefined requirement. For instance, candidates without certain required education may be automatically discarded from the current recruitment process. Please observe that this categorization may have significant consequences for you as you might be discarded from the selections for the job opening you are currently applying to.

10) Ensuring the integrity of KC Group business environment and processes (incl. system/security monitoring for the prevention or inspection of misuse as the case may require).

For the candidates applying for a position in China - The processing purpose of your personal data are:

  • Pre-analysis of possible candidates;
  • Recruitment and talent management (incl. data and document management);
  • Reporting and analytics;
  • Production, management, maintenance and research and development of processes, IT services and infrastructure;
  • Access management;
  • Organizing events;
  • Sending newsletters and messages regarding job ads, news about the company, job applicant events, career stories.
  • Archiving of non-active personal data in the scope of other purposes of uses and defined retention rules;
  • Fulfilling and/or defending the rights and obligations of the employer;
  • Ensuring the integrity of Konecranes Group business environment and processes (incl. system/security monitoring for the prevention or inspection of misuse as the case may require).

The processing method of your personal data includes collection, storage, usage, transmission, provision, and deletion.

How do I benefit from my personal data processing?

Our use of your personal data enables and supports fair and efficient treatment of your job application. Additionally, in case of positive recruitment outcome, processing of your employee candidate data provides you ultimately with economic (e.g. salary), professional (e.g. work experience and training) and social (e.g. collegial interaction and co-operation) benefits. 

What rights do I have?

You have always the right to:

  • Withdraw the consent to which the processing of your personal data is based on; and

HOWEVER, AS REQUIRED BY MANDATORY DATA PROTECTION LAWS, KONECRANES HAS ALREADY IN ADVANCE COMPLETED A THOROUGH BALANCE TEST ASSESSING YOUR RIGHTS AND KONECRANES BENEFITS THUS TAKING DULY INTO ACCOUNT AND SECURING YOUR RIGHTS AND FREEDOMS IN PERSONAL DATA PROCESSING.

At any time, you have also the right to:

  • Gain access to your personal data;
  • Verify the accuracy of your personal data;
  • At your request, have your incomplete, inaccurate or outdated personal data amended, modified or erased; and
  • Under certain circumstances, restrict the processing of your personal data;
  • Under certain circumstances, be forgotten by us;
  • Receive your personal data which you have provided to us in a structured, commonly used and machine-readable format and have the right to transmit those data to another data controller when the processing is based on a consent you have given to us; and
  • Lodge a complaint with a supervisory authority.

You can exercise these rights by sending us email to data.protection(a)konecranes.com 

For the candidates apply for a position in China, the data subjects also have the below legal rights under China data protection laws:

  • Data subject has the right to withdraw the consent based on which his/her personal data is processed;
  • Data subject has the right to know and make decisions on the processing of his/her personal data, and the right to restrict or refuse others to process his/her personal data;
  • Data subject is entitled to consult or copy his/her personal data;
  • To transfer his/her personal data to a personal data controller designated by the data subject, which meets the conditions stipulated by the Cyberspace Administration of China;
  • To request the personal data controller to correct or complete his/her personal data, where a data subject finds that his/her personal data is inaccurate or incomplete;
  • Where explicitly specified in applicable law, a data subject has the right to request deletion of his/her personal data;
  • To request the personal data controller to explain its personal data handling rules;
  • Other rights specified in China Personal Data Protection Law and other laws and regulations.

If you want to exercise your rights above, please contact us via the contact information provided in this notice. To protect the security of your personal data, we need to verify your identity in order to respond to your rights request(s), and we may not be able to respond to the request(s) for rights related to personal data that are not from you or authorized by you (for example, requests to consult personal data of someone else).

What adverse effects might the processing cause to me? How are these effects mitigated? 

As required by mandatory data protection laws, we have completed a thorough analysis concerning the risks potentially caused by our Employee Candidate Data processing to your rights and freedoms.

As with any data processing, certain risks are possible also in ours relating mainly to

  • the level of confidentiality of your personal data;
  • general data security matters; and
  • your inability to access our systems and services.
  • continuously training our data processing and HR personnel;
  • providing and developing detailed instructions; and
  • implementing and enhancing our data security practices.

However, levels of these risks have been recognized to be low and having a remote possibility only. Moreover, we mitigate these risks actively i.a.by:

From where is my data collected and obtained?

We collect your personal data:

  •  directly from you;
  •  from your earlier employer(s);
  •  from other Konecranes personnel (e.g. support personnel within HR); or
  •  from external resources supporting Konecranes business processes (e.g. recruiters); and
  •  from public sources.

Does my personal data leave from EU/EEA?

Yes, depending on the case we may transmit your personal data outside EU/EEA inside our group of companies but also to our external business partners who provide services to us.

In doing so we rely either on EU Commission adequacy decisions or EU Commission standard contractual clauses (of type controller to processor, EU Commission decision 2010/87/EU) as appropriate or suitable safeguards for such international data transfers.

Your personal data may be transferred to following countries for processing:

  • Australia
  • Austria
  • Bangladesh
  • Belgium
  • Brazil
  • Canada
  • Chile
  • China
  • Czech Republic
  • Denmark
  • Estonia
  • Finland
  • France
  • Germany
  • Greece
  • Hungary
  • India
  • Indonesia
  • Italy
  • Japan
  • Korea
  • Latvia
  • Lithuania
  • Malaysia
  • Mexico
  • Morocco
  • Netherlands
  • New Zealand
  • Norway
  • Peru
  • Philippines
  • Poland
  • Portugal
  • Qatar
  • Romania
  • Russia
  • Saudi Arabia
  • Singapore
  • Slovakia
  • Slovenia
  • South Africa
  • Spain
  • Sweden
  • Switzerland
  • Thailand
  • Turkey
  • Ukraine
  • United Kingdom
  • United Arab Emirates
  • United States of America
  • Vietnam

Who else processes my personal data?

We use reliable subcontractors to provide us e.g. with IT services or recruiting services to us enabling our personal data processing - these services include, without limitation, provision of different infrastructure, software and applications utilized routinely in contact data processing within global groups of companies.

Following mandatory data protection legislation, we always require our personal data service providers to enter into binding data processing agreements (e.g. as required by the EU GDPR) with us.

Who else will receive my personal data?

We do not disclose your data out of our effective control except if so required by the law in case a court or the police or other law enforcement agency has asked us for it.

Additionally, your data may be disclosed in a limited manner to our trusted business partners.

How is my data secured?

Your personal data is protected by technical and organizational measures against accidental and/or unlawful access, alteration, destruction or other processing including unauthorized disclosure and transfer of your personal data.

Such measures include but are not necessarily limited to proper firewall arrangements, appropriate encryption of telecommunication and messages as well as use of secure and monitored equipment and server rooms. Data security is of special concern when third parties (e.g. data processing subcontractors) providing and implementing IT systems and services are retained.

Data security requirements are duly observed in IT system access management and monitoring of access to IT systems. Personnel processing your personal data as part of their tasks is trained and properly instructed in data protection and data security matters.

How long is my personal data kept and used?

At most twelve (12) months ("General Retention Period") from the:


1)   Recruitment decision (in case of a specific job opening); OR
2)   Collection of your Employee Candidate Data, in case of an open job application;

unless otherwise required or allowed by:

1)     Any applicable legislation;
OR
2)   Your consent.

Exceptions to the above apply in Canada, Finland, Germany and the US as described here.

In Canada: instead of General Retention Period, the retention period applicable to all Employee Candidate Data and to all purposes of uses is twenty-four (24) months starting from the Recruitment decision, in case of a specific job opening, or from the collection of Employee Candidate Data, in case of an open job application.

In Finland: in addition to General Retention Period, the retention period of all Employee Candidate Data for the purpose of use of fulfilling of employer duties as well as rights of employee candidates and employer (including but not limited to those related to non-discrimination or criminal processes) is twenty-four (24) months.

In Germany: instead of General Retention Period, the retention period applicable to all Employee Candidate Data and to all purposes of uses is six (6) months starting from the Recruitment decision, in case of a specific job opening, or from the collection of Employee Candidate Data, in case of an open job application.

In the United States: instead of General Retention Period, the retention period applicable to all Employee Candidate Data and to all purposes of uses is thirty-six (36) months starting from the Recruitment decision, in case of a specific job opening, or from the collection of Employee Candidate Data, in case of an open job application.

For the candidates applying for a position in China

For the candidates apply for a position in China, the retention period applicable to all Employee Candidate Data and to all purposes of uses is twenty-four (24) months starting from the recruitment decision (in case of a specific job opening), or from the collection of Employee Candidate Data (in case of an open job application), unless otherwise required or allowed by any applicable legislation or your consent.

The retention of your Employee Candidate Data may always be extended on the grounds of establishment, exercise or defence of legal claims or execution of the Group's internal investigations as the case may require.

Is it not possible to do business without processing my personal data?

Provision of your personal data is voluntary but necessary to proceed with the recruitment process with us and to enable possible entering into an employment contract with us.