what personal data do we collect about you? why do we need your personal data? how long do we save your personal data?

what personal data do we collect about you?

When you are employed by Randstad, Randstad will process personal data about you. The following personal data is processed when you are employed by Randstad:

  • your contact details, such as your name, postal address, e-mail address and telephone number.
  • personal information such as your date of birth, gender, personal identity number or coordination number.
  • information you provided at the time of your application such as your CV, test results, details provided by referees and grades.
  • information concerning your employment such as your position, form of employment, affiliation to a trade union and other contractual information.
  • information concerning your work-related skills such as your language skills.
  • information on your assignments at clients such as your position and the hours you have worked and information about previous placements of hired out person to client companies on one and the same operating unit.
  • information on your personal development during your employment, such as information from performance and personal development discussions.
  • financial information such as your salary details and bank details. 
  • tax-related information such as your salary details, absence due to illness, leave of absence, weekly working hours.
  • information regarding benefits.
  • information regarding your citizenship, residence and work permit.
  • information regarding disabilities and health-related information.
  • results from drug tests, health checks, credit checks and background checks, and, if applicable, whether a criminal record check has been carried out during your employment or during your application.
  • other information that you supply to us voluntarily such as information on contact persons in case of emergencies.

We collect and process personal data:

  • That you yourself supply when you have entered an application process.
  • That we obtain from you during your period of employment.
  • That we obtain from other sources, e.g. information from authorities, our clients or the referees you named during your application process. 

why do we need your personal data?

Randstad processes your personal data only for the purposes specified below:

  • to enable an employment contract between you and Randstad to be fulfilled, for example for calculating and paying your salary and processing your benefits

    Necessary for fulfilling our contractual undertakings towards you in accordance with your employment contract with Randstad.

  • to enable Randstad's business to be run efficiently in the way that you can reasonably expect from randstad

    for example invoicing for Randstad's clients, lists of participants for internal events, (internal) audits, installation of internal systems and other actions necessary to protect our confidential information

    Necessary for our legitimate interest to be able to run Randstad's business efficiently.

  • to deal with questions that you put to our support

    Necessary for our legitimate interest in ensuring that you can communicate with us.

  • to conduct alcohol tests, drug tests and health checks to ensure a safe working environment and comply with the Work Environment Act

    Necessary to fulfill Randstad's legal obligations.

  • to carry out a credit check if that is necessary for the post or assignment you have applied for

    Necessary for our legitimate interest to ensure that you are a suitable candidate for the post or assignment.

  • to carry out criminal history records checks and other background checks

    Express approval that you are free to give and withdraw at any given time.

  • to be able to provide a reference after your employment at Randstad has ceased

    Necessary for our legitimate interest to be able to provide you with a reference.

  • to comply with legal requirements in accordance with the Bookkeeping Act and the Employment Protection Act

    for example to guarantee payment of your taxes, and requirements in laws and collective agreements regarding Randstad’s pension obligation towards you

    Necessary to fulfil Randstad's legal obligations.

  • to be able to manage Randstad's obligations towards you or an individual concerned, to deal with cases concerning alleged discrimination, payment demands and other management of disputes

    Necessary for our legitimate interest to establish, filing or defending legal claims.

  • to perform market analyses, system tests and business and method development

    Necessary for our legitimate interest in ensuring that the services and our systems meet employees’ and our customers’ needs over time.

  • to process information about previous placements of hired out person to client companies on one and the same operating unit

    Necessary for our legitimate interest in assisting with information to both employee and client for its legal rights and obligations according to Staffing Act (2012:854).

  • To process information about grounds for discrimination, reasons for absence, staff turnover, forms of employment

    It is necessary for our legitimate interest as an employer and for the client of a hired person to pro-actively work with these issues in accordance with Discrimination Legislation (2008:567), Work Environment Legislation (1977:1160), etc.

  • Training and updating of systems/statistical purposes. Some of the systems that we use to provide our Services are based on machine learning technology.

    In order for that technology to function reliably, it needs to be trained and updated on the basis of existing data. We may also process personal data in an aggregated manner for statistical purposes.

    Based on our legitimate interest in training and updating our systems. We have implemented mitigating measures to limit the privacy impact, such as de-identification and an easy opt-out in your choices.

In the context of your employment, we process your personal data for compliance with laws and regulation, including but not limited to national and international sanctions legislation, such as the Anti-Terrorism legislation.

with whom do we share your personal data

We may share your personal data with other companies within the Randstad Group and subcontractors that provide us with services, such as suppliers of operational services and support for our systems. Randstad will continue to be responsible for the processing of your personal data that we or subcontractors perform on behalf of Randstad. Subcontractors may not use the personal data for any purposes other than those specified by us. The sharing of personal data within the Randstad Group or to subcontractors occurs in order to fulfill the contract between us, i.e. for us to be able to provide you with the agreed services.

Your personal data will also be shared with Randstad's clients or their partners if so required in connection with an assignment for the client. If we provide the client with your personal data, the client will be a Data Controller, independent from Randstad, for processing your personal data after receiving these data from us. 

Due to legal obligations, information on income and tax deductions is provided to the tax and pension authorities or other authorities. Some data is processed by companies that are assigned the task of managing Randstad's salary system and salary processing. Your data may be provided to insurance companies and/or brokers in order to manage insurance and pension solutions.

When we share personal data according to the above, the personal data may be transferred to companies within as well as outside the European Economic Area (“EEA”). All such transfers are in accordance with applicable legislation, and if the process is performed outside the EEA, it will be subject to suitable protective measures. Such suitable protective measures include the European Commission’s model clauses for such transfers or through which the European Commission has decided that the country has an adequate protection level.

how long do we save your personal data?

We process your personal data for as long as this is necessary for the purpose for which we have collected your personal data. As a result, different data will be saved for different periods of time. 

Randstad stores your data while you are employed by Randstad. Your personal data will be deleted within 1 year after your employment at Randstad has ceased, with the exception of personal data that must be stored for a longer period for instance due to the Bookkeeping Act or due to a commitment towards you or a client. Data which is necessary to provide you with a reference is saved 2 years after your employment has ceased. Data relating to cases of alleged discrimination, payment demands and other management of disputes is saved until after the case has been closed, the obligation has been terminated and follows law and industry standard. 

security

Randstad has adopted the appropriate technical and organizational measures to protect personal data from loss, misuse, unauthorized access, disclosure, alteration and destruction. To ensure that personal data is processed in a secure and confidential manner, we use data networks that are protected against hacking by such means as firewalls and password protection according to industry standards. To ensure that we can safeguard the personal data that you provide to us via the Internet, we may use encryption technology when we transfer such personal data to our servers over the Internet. Randstad employees and suppliers are bound by confidentiality agreements and are obliged to comply with Randstad's rules for information and IT security, internal policies concerning the processing of personal data and other internal regulations and guidelines that further regulate the processing of personal data.

your rights

According to the General Data Protection Regulation, you have certain rights concerning your personal data.

  • Right to access – You have the right to receive certain information concerning the manner in which we process your personal data. Such information is provided through this document. You also have the right to access a copy of your personal data that we process about you.
  • Right to rectification – You have the right to have incorrect personal data about you rectified.
  • Right to deletion – Under certain circumstances, you have the right to have your personal data deleted. This is commonly known as "the right to be forgotten". However, the right to deletion is conditioned, and a request may be left without action.
  • The right to restriction of processing – Under certain circumstances, you have the right to request that the processing of your personal data is restricted. However, the right to restriction is conditioned, and a request may be left without action.
  • Right to data portability – You have the right to receive personal data that you have provided to us (or request the transfer of the personal data directly from us to a new Data Controller) in a structured, commonly used and machine-readable format.
  • Right to object – You have the right to object to our processing of your personal data if the process is based on our legitimate interest, if you do not believe that Randstad has a legitimate interest to process the personal data. The right to object also applies to the processing of personal data for direct marketing purposes.

Please read more about your rights here: https://www.imy.se/en/organisations/data-protection/this-applies-accordning-to-gdpr/the-data-subjects-rights/

You also have the right to issue a complaint to the Data Protection Authority at any time if you believe that Randstad’s processing of your personal data is in conflict with applicable data protection legislation.