Specific information for persons acting as a reference
Data protection ensures your privacy, security, and autonomy
At DC, we take the protection of your personal data very seriously. Confidentiality, trust and secrecy obligations form part of our core values. This information is aimed at people acting as reference for a specific candidate and whose personal data we are processing in connection with our professional relationship. Therefore, this information supplements our general Information on Processing of Personal Data – which you can read here.
You may also contact DC for any questions regarding our collection and processing of personal data by email to: firstname.lastname@example.org.
Types of personal data and where we get them from
We will only collect personal data about you as a reference to a specific candidate who have named you as a relevant reference. This will typically be the following personal data:
- Work related contact data (phone and email)
- The relationship with the candidate
- Dates of conversation
- Our notes and descriptions from meeting and/or conversations
- Any other ordinary correspondence, e.g. to arrange a call or similar
We will not collect and process sensitive data, your CPR. Number or information on criminal offences.
Where do we collect data from?
Our primary source of information will be the candidate in question. Additionally, we will collect and process relevant information in order to assess the candidate for the position in question, that you or the candidate provides us, or that you have made publicly available e.g. via LinkedIn.
We will only collect personal data via phone and that will be noted on a reference scheme. This is only for internal use with DC. The personal data on the reference will not be transferred to anyone in an identical form, including the candidate, unless the transfer is mandatory due to statutory legal obligations.
Your personal data will be deleted when or if the candidate for whom you act as a reference
If the candidate in question
If you accept an invitation to initiate a recruitment process, we will collect further personal data directly from you by phone or via interviews. This could be your expectations regarding salary, work experience, competences and similar work-related questions.
If you reject to continue a process, we will delete your information except for your name and position. This means that we will not immediately delete your information as we see it in your interest to keep your basic data to prevent you from being contacted in connection with the recruitment process. When the recruitment process is finalized, all personal data about you will be deleted.
If we collect personal data from other sources, e.g. for reference, this will be during the final stages of the process.
We will only contact references that you have informed us of and thereby consented to us contacted the person(s) in question. We will only collect relevant and necessary personal data about you in order to asses you as a candidate to the position in question.
Purpose and legal basis for processing
We only process your personal data for the purpose of our service to you, assisting our customer to potentially recruit you.
In such cases, the initial processing takes place on a legal basis of interests, balancing our customers request for a relevant candidate and that our processing will only include publicly available personal data published by you on LinkedIn and similar platforms.
If you accept to participate in a recruitment process, the processing of your personal data will be in order to fulfil our agreement with you, see GDPR article 6(1)(b). This will include the transfer of (some of) your personal data to the customer in question.
If you must participate in a personality test, we will provide our partner performing such tests with your basic personal data in order to comply with our agreement, see GDPR article 6(1)(b). Personal data processed in that regard will be on the legal basis of your consent, see GDPR article 6(1)(a). The consent will include specific information on the processing of your personal data disclosed during the personality test, including which information will be transferred to us.
We will retain your personal data as long as the candidate for whom you act as a reference, is in the recruitment process or when you withdraw a consent to act as reference.
If you reject to act as a reference, we will process your name and position during the recruitment process in order to ensure that you are not contacted again during the recruitment process in question. We assess this to be a legal basis for processing your name, position and workplace in a short period of time.
A recruitment process in general terminates no later than six months after conclusion on a candidate has been made, unless we specifically agree to keep your personal data for a longer period. If so, you will be informed in the required consent.
You may at any point of time during the process inform us that you no longer wish to act as a reference for a specific candidate. If so, we will delete your personal data as soon as possible. It may, however, be required to keep some personal data in order to ensure that you will not be contacted during the recruitment process in question which is a legitimate processing activity when processing your name, position and workplace for a short period of time.
You have the right to have (part of) your personal data deleted. Please refer to our specific information on data subject rights
DC will be the data controller for the processing of your personal data. More information on DC can be found under the general introduction.
As a data subject, you have a number of rights, for instance the right to gain access to the processing of your data and to require that personal data be erased. However, these rights may be restricted to certain situations or be subject to certain conditions. For further information about the rights of the data subject, including a request to exercise such rights, we refer to our specific information on the rights of the data subject.
If you wish to learn more about DC´sprocessing of personal data, you may contact us by email: email@example.com.