Job Application Privacy Notice

An individual (“candidate”) applying for a position at Genomill is asked to provide certain information that may be used to identify the candidate, directly or indirectly, alone or together with other information (“personal data”).

Company information:

Genomill Health Oy
Finnish business ID 2727877-4
info@genomill.com
Last updated 2025-01-21.

1. Processing personal data during recruiting

1.1 Personal data collected by Genomill

  • Identifiers voluntarily provided by the candidate: name, phone number, email address, gender, social networking information and other profling data.
  • Qualification data voluntarily disclosed by the candidate: CV, cover letter, education history, work experience, language skills, other information related to the application process.
  • Other information voluntarily disclosed by the candidate.
  • Contact information of the professional or personal references.

Personal data is collected and kept in Genomill’s contact email and team workspace (“Genomill’s systems”).

  • Genomill’s email service is provided by Microsoft (Outlook) and the data resides within their EU Data Boundary.
  • Genomill’s team workspace service is provided by Atlassian (Confluence) and the data resides in their servers in Frankfurt, Germany.

1.2 Retention period of the personal data

  • Summer job applications and related personal data are retained in Genomill’s systems until the end of the following June in case further job opportunities arise or for resolving disputes.
  • Other applications and related personal data are retained in Genomill’s systems for 12 months after reception or as agreed with the candidate.
  • Personal data of a candidate who was not hired may be retained, with candidate’s permission, for a set period of time in case further job opportunities arise.
  • Personal data of a hired candidate is retained throughout their employment.

1.3 Usage of personal data

Personal data of a candidate is only used for hiring process. If possible, personal data voluntarily disclosed by the candidate that is irrelevant for the hiring process is not processed.

1.4 Disclosing the candidate’s personal data

1.4.1 Within Genomill

Personal data related to hiring process can be accessed by the data organizer, top management and project management. Depending on the nature of the applied job, personal data may be further disclosed with the design & development, bioinformatics or laboratory technician teams.

1.4.2 Outside of Genomill

Personal data of the candidate is not shared with parties outside of Genomill.

1.5 Automated processing and profiling

Genomill doesn’t automatically process the candidate’s personal data nor is it used for profling.

2 Candidate’s data security rights

Requests and inquiries on data security rights can be addressed to Genomill via email (info@genomill.com).

2.1 Right to be informed about processing of personal data

  • The candidate has a right to know the purpose for processing their personal data.
  • The candidate has a right to be informed about processing of their personal data.
  • This document is intended to comprehensively describe how the candidate’s personal data is being processed at Genomill. Additional information and clarifcations can be requested via email.

2.2 Right to access personal data

  • The applicant has a right to know if their personal data is being processed at Genomill. If yes, they havea right to access a copy of that data.

2.3 Right to correct personal data

  • The applicant has a right to request correction of the personal data.
  • Corrections are carried out without undue delay, but within 30 days of receiving the request.
  • The applicant has a right to be informed when the necessary corrections have been made.
  • Any parties within Genomill who have been disclosed with the personal data earlier shall be informed about
    the corrections made.

2.4 Right to restrict the use of personal data

  • The candidate has a right to request restriction of the use of personal data if the data is incorrect, processed in a manner not compliant with the applicable law or regulations, or if the candidate has objected the use
    of their personal data.
  • In such case, personal data is only processed with the candidate’s consent, for legal reasons or for personal security of another person.
  • Any parties within Genomill who have been disclosed with the personal data earlier shall be informed about the restrictions.

2.5 Right to be forgotten

  • The candidate has a right to request the deletion of all their personal data from Genomill’s systems, which also cancels their hiring process.
  • The deletion is carried out without undue delay, but within 30 days of receiving the request.
  • The candidate has a right to be informed when their data has been deleted.

2.6 Right to lodge a complaint with a supervisory authority

  • The candidate has a right to lodge a complaint with a supervisory authority if they believe there are issues with the data processing or that their rights have been violated.
  • The supervisory authority of data protection in Finland is the Office of the Data Protection Ombudsman (Finn. Tietosuojavaltuutetun toimisto).
  • Contact information of the Office of the Data Protection Ombudsman can be found at their website, https://tietosuoja.fi/etusivu.

3 Legal grounds

Processing of personal data is based on the following laws and regulations:

  • General Data Protection Regulation (EU 2016/679, “GDPR”) Article 6(1c)
  • Finnish Act on the Protection of Privacy in Working Life (759/2004)