Privacy policy for recruitment using Teamtailor
1. General
For the purpose of identifying, attracting, interviewing, selecting, and hiring employees, Visma uses a recruitment solution (the “Solution”) powered by Teamtailor AB, which is processing personal data relating to you (“User”, “Users”). It is Visma that you submit your job application to that is the controller in relation to the personal data processed in the Solution (the “Visma”, “Controller”, “we”, “us”, etc.).
This privacy policy (the “Privacy Policy”) describes how your personal data is processed in the Solution. For information about how and to what extent we are processing your personal data outside the Solution, please see the privacy policy for the Visma company you are applying to work for, available on the respective company’s website, or contact privacy@visma.com.
2. Processing of personal data
We are responsible for the processing of the personal data that you contribute to the Solution, and for the personal data that we collect in other ways. Below we describe the different purposes for which we process your personal data.
Managing your application
Purpose of processing: We process your personal data to manage your application, which includes reviewing submitted documents and information, conducting interviews, and carrying out additional checks, such as reviewing publicly available information related to you. We may collect your data directly from you, from third-party sources you use to apply (like LinkedIn), or through recommendations from existing employees.
Categories of personal data: Name, e-mail, pictures and videos, information from Facebook and LinkedIn accounts, answers to questions asked during recruitment, titles, education, internal evaluations, and other information that you or others have provided.
Legal basis: We process this data based on our legitimate interest (GDPR Article 6(1)(f)) in assessing your application and finding the right candidate for the position.
Using AI to screen applications
Purpose of processing: To assist our recruitment process, we may use AI-powered features within the Solution to generate summaries of your resume or evaluate your profile against defined job criteria. This is done to improve the objectivity, efficiency, and quality of our screening process. These features are used as support tools for our recruitment staff, and all final recruitment decisions are made by humans.
Categories of personal data: All data you provide in your application (e.g., resume, answers to questions).
Legal basis: We process this data based on our legitimate interest (GDPR Article 6(1)(f)). This processing is conditional on the AI’s output being purely assistive, with a human recruiter always making the final decision.
Using AI for interview insights
Purpose of processing: We may use AI-powered features to transcribe recorded interviews. This serves as a support tool for our recruitment staff.
Categories of personal data: Data generated during the process (e.g., video and audio from interview recordings).
Legal basis: We process this data based on our legitimate interest (GDPR Article 6(1)(f)). You will be informed before any interview recording begins and you have the right to object to being recorded.
Suggesting you for other relevant positions
Purpose of processing: We may process your application data to suggest you for other relevant open positions that may arise within Visma. AI-powered features may be used to help identify suitable matches.
Categories of personal data: Name, e-mail, pictures and videos, information from Facebook and LinkedIn accounts, answers to questions, titles, education, and other application information.
Legal basis: We rely on your consent (GDPR Article 6(1)(a)) for this processing when you opt into the Future jobs permission.
Offering you a job
Purpose of processing: For candidates that we elect to move forward with and offer a job, we will process certain personal data to prepare and enter into an employment contract.
Categories of personal data: Contact information and other specific personal data necessary to enter into an employment contract.
Legal basis: The processing is necessary to take steps at your request before entering into a contract (GDPR Article 6(1)(b)).
Contacting referees
Purpose of processing: Under certain circumstances, we may wish to contact referees to verify the information you have provided.
Categories of personal data: Referee names and contact details, and the information they provide.
Legal basis: We rely on your consent (GDPR Article 6(1)(a)) to contact your referees.
Processing of special category data
We do not require or intend to process any Sensitive Personal Data (also known as "Special Categories of Personal Data") from you as part of the standard recruitment process.
Should you choose to voluntarily include any Sensitive Personal Data in the materials you submit (such as in your CV, cover letter), you understand that we will process this information only on the basis of your explicit consent, and only for the purposes of managing our recruitment process.
Storage, transfers and retention
The personal data collected through the Solution is mainly stored and processed within the EU/EEA. Any transfers of data outside the EU/EEA are subject to appropriate safeguards. If a User does not object to the processing, the personal data will be stored by Visma for as long as deemed necessary for the purposes stated above, and generally no longer than 180 days after an application has been rejected or a profile has become inactive, unless a longer retention period is required by law.
3. Users’ rights
Under the data protection legislation, you have a set of rights with respect to our processing of your personal data:
Right to access. You have the right to ask us for copies of your personal information.
Right to rectification. You have the right to ask us to rectify information you think is inaccurate.
Right to erasure. You have the right to ask us to erase your personal information in certain circumstances.
Right to restriction of processing. You have the right to ask us to restrict the processing of your information in certain circumstances.
Right to object. You have the right to object to processing if we are processing your information based on our legitimate interests.
Right to data portability. This only applies to information you have given us. You have the right to ask that we transfer the information you gave us to another organisation, or give it to you.
Please note that the above rights are subject to certain limitations. You can exercise your rights by contacting us as set out in section 9. You are also entitled to lodge a complaint with the local data protection authority.
4. Security
We prioritize personal integrity and work actively so that the personal data of the Users are processed with utmost care. We take the measures that can be reasonably expected to make sure that the personal data of Users and others are processed safely and in accordance with this Privacy Policy and the GDPR. However, transfers of information over the internet can never occur without any risk, so all transfers are made at your own risk.
5. Sharing of personal data to third party
We may share Users’ personal data with our processors and sub-processors, authorities or legal advisors as required, and with other subsidiaries in the Visma Group. We will only share Users’ personal data with third parties that we have confidence in. We cooperate with the following categories of processors of personal data: Teamtailor, which supplies the Solution, server and hosting companies, e-mail reference companies, video processing companies, information-sourcing companies, analytical Solution companies, and providers of AI functionalities.
We will not sell or otherwise share Users’ personal data to other third parties.
6. Aggregated data (non-identifiable personal data)
We may share aggregated, fully anonymised, data with third parties. This data does not contain any information that can be used to identify individual persons and is thus not personal data.
7. Cookies
When you use the Solution, cookies may be used to collect information from your device. For more details, please see our separate Cookie Policy.
8. Changes
We will, from time to time, make changes or additions to this Privacy Policy. The latest version will always be available in the Solution.
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.
Visma Group and its subsidiaries
Head Office: Karenslyst allé 56, 0277 Oslo, Norway
Telephone number: +47 46 40 40 00
Email: privacy@visma.com
