NOTICE OF PERSONAL DATA PROCESSING RELATED TO JOB APPLICATIONS
The data controller is Pharmacosmos A/S, Roervangsvej 30, DK-4300 Holbaek, Denmark.
For the purpose of administering and processing your application, and to assess your eligibility for the role for which you are applying, Pharmacosmos A/S (“Pharmacosmos”) will collect and process personal data concerning you. In doing so, we become the data controller in respect of the personal data reprocess about you.
Our contact details are:
Pharmacosmos A/S
Roervangsvej 30
DK-4300 Holbaek
Denmark
E-mail: dataprotection@pharmacosmos.com
We kindly ask you not to include any special categories of personal data in your job application, unless you believe such information is strictly relevant and necessary for us to assess your application.
This may be information relating to your health, union membership or racial or ethnic origin. If you believe such special categories of data are strictly relevant and necessary for us to be able to process and assess your application, we will consider your forwarding of such data to us as your specific and explicit consent for us to process this data for the purposes set out in this privacy notice.
If relevant for the position you have applied for, we may ask you to provide us with a copy of your criminal record and subsequently process information herein when assessing your application. Providing us with a copy of your criminal record is subject to your consent but please note that if you do not want to provide this information, this may affect your chances of being offered a position with us.
Below, you will find a description of the personal data concerning you that Pharmacosmos will collect and process as well as the purposes for which, and the legal basis on which, Pharmacosmos will process the data. You will also find a list of your rights under the applicable data protection law.
All data will be treated as confidential information by those who are allowed to process it and will only be used for the purposes described in section 4.
Your personal data will be stored or processed by Pharmacosmos or third parties on a need to know basis. Third parties are understood as IT hosting, supply and service companies that Pharmacosmos uses for its IT environment or external recruitment agencies that Pharmacosmos uses for recruitment purposes. This is further addressed below.
"Personal data" means any information relating to you. Pharmacosmos – and, where necessary, third parties – will collect, process, store and use the following types of personal data:
Identification data, such as your name, nationality, driving license details (where needed to fulfil employment duties).
Personal information, such as your date of birth, gender (if included in the CV).
Contact details, such as your home address, telephone number and e-mail address.
Education and work experience, such as contact details for your current/former employer, information about your educational background, work experience and other related experience.
Other application data, such as the information contained in your application form/CV.
Information collected as part of the interview process, such as notes taken during your interview, information provided by recruitment agencies and personality test and/or capability test where relevant.
Background check information, such as information obtained through reference checks and confirmation of your education and employment history, and criminal record data, where relevant and appropriate to the role for which you are applying.
We collect and use your personal data for a variety of purposes linked to your application for a role with us (“Processing Purposes”), which we have set out below together with examples of relevant data:
Administering and processing your application (including processing a job offer should you be successful), which involves the processing of identification data, contact details, information about your education and employment history, information obtained during your interview, and information contained in your CV and accompanying documents.
To determine your eligibility for the role for which you are applying, which involves the processing of identification data, contact details, information about your education and employment history, and information obtained during your interview and contained in your CV.
Conducting background checks as part of your application, which involves the processing of identification data, contact details, information about your education and employment history, and criminal record datain the event that Pharmacosmos needs to conduct or obtain the results of criminal record background checks in relation to you in the process of your application, where this is relevant and appropriate to the role for which you are applying, e.g. in order to prevent fraud, misuse of company IT systems or money laundering.
Complying with applicable laws, such as employment laws, and employment-related requirements, as well as the administration of those requirements, which involves the processing of identification data and contact details.
Communicating with you, other Pharmacosmos employees and third parties (e.g. referees, including former employers, listed in your CV or provided by you, external recruitment agencies), which involves the processing of types of personal data as per section 3 above (i.e. identification data, personal information and contact details).
Responding to and complying with requests and legal demands from regulators or other authorities within or outside your home country, which involves the processing of identification data and contact details
Pharmacosmos needs your personal data to carry out a variety of activities linked to your application for a role with us and to Pharmacosmos’ compliance with its obligations as a business in relation to the recruitment process.
All of the above Processing Purposes are necessary and standard preparatory steps in the first 6 months of a recruitment process potentially leading to an employment contract for which you have applied. Consequently, our legitimate basis for all Processing Purposes is article 6.1.b of the General Data Protection Regulation (the “GDPR”).
Prior to obtaining a copy of your criminal record, we will always seek your prior written consent and consequently for this specific purpose our legitimate basis will be article 6.1.a of the GDPR.
Pharmacosmos may transfer your personal data to third parties for the following processing purposes:
Data processors. Where necessary for the processing purposes described above, personal data may be shared with one or more third parties to process your personal data under appropriate instructions ("data processors"). Data processors, including recruitment companies, IT hosting companies and IT services companies, will be subject to contractual obligations to implement appropriate technical and organisational security measures for safeguarding the personal data and to process the personal data only as instructed.
For a full list of the third parties with whom we may share your personal data, please contact us. Some of the parties with whom we share your personal may be located in countries outside the European Union and/or European Economic Area (EEA).
Some countries where recipients are located already provide an adequate level of protection for personal data. If recipients are located in countries without adequate protections for personal data, Pharmacosmos will take all necessary measures to ensure that transfers out of the EU/EEA are adequately protected, as required by applicable data protection law. This will include using appropriate safeguards such as the EU Standard Contractual Clauses. You can ask for a copy of the relevant EU Standard Contractual Clauses by contacting us (see section 11).
It is our policy not to keep personal data for longer than is necessary. We will keep your personal data for six months after your application process is completed, which is considered a reasonable time.
When we process personal data about you, you have a number of rights under the GDPR. These rights are stated below, but please note that certain limitations, restrictions, and conditions may apply to your ability to exercise these rights. Subject to those limitations, restrictions, and conditions, your rights are:
Right of access
You have the right to access the personal data that we process about you and obtain certain other information relating thereto.
Right to rectification and erasure
You have the right to have inaccurate or incomplete personal data about you corrected or completed and to have your personal data erased by us.
Right to restriction of processing
You have the right to obtain restriction of our processing of your personal data in specific situations.
Right to data portability
Where our processing of your personal data is based on your consent or is necessary for the performance of a contract with you and the processing is carried out by automated means, you have the right to receive the personal data about you in a structured, commonly used and machine-readable format (data portability). You may request that we transmit your personal data directly to another data controller where technically feasible.
Right to object to our processing
Where our processing of your personal data is based on our performance of a task carried out in the public interest, cf. the GDPR article 6 (1) e., or our legitimate interests, cf. the GDPR article 6 (1) f., you have the right to object, on ground relating to your particular situation, to our processing of your personal data.
Right to withdraw your consent
Where our processing of your personal data is based on your consent, you have the right to withdraw your consent at any time. This shall not affect the lawfulness of our processing based on your consent before the withdrawal.
Automated individual decision-making
You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.
Right to complain to a supervisory authority
You have the right to lodge a complaint with a supervisory authority such as the Danish Data Protection Agency (Datatilsynet).
If you want to exercise any of the above rights, please contact our Data Protection Manager at dataprotection@pharmacosmos.com. Please note that we may require proof of your identity and full details of your request before processing it. The data will only be used to verify your identity and will not be stored for longer than needed for this purpose.
If you wish to lodge a complaint with the Danish Data Protection Agency, you may also contact it directly at dt@datatilsynet.dk.
If you have questions or you do not feel that your concerns have been addressed in this Privacy Notice, please contact us either by mail, Attention: “Data Protection Manager” to the address: Pharmacosmos A/S, Roervangsvej 30, DK-4300 Holbaek, Denmark or by email to: dataprotection@pharmacosmos.com
From time to time, we may revise this Privacy Notice. Any such changes will be reflected on this page. Pharmacosmos A/S recommends that you review this Privacy Notice regularly for any updates. The date on which this notice was last revised is located at the top of this Privacy Notice.
Privacy notice - job applicants version 5: 2023-12-18