Data Privacy Policy
At Grade Varbi AB (556871-9743), we highly value personal privacy – here, you should feel secure about how your personal data is handled. In this data protection policy, we inform you about how we collect and use your personal data. We also describe your rights and how you can exercise them. Read more about the General Data Protection Regulation (GDPR) here.
What is Personal Data and What is Processing of Personal Data?
Personal data is information that can be directly or indirectly linked to a living person. Examples of personal data include personal identity numbers, names, addresses, and photographs. Different types of electronic data (e.g., IP numbers) are also personal data if they can be linked to physical persons. Processing of personal data is everything we do with your personal data for the purposes we want to inform you about through this policy.
Who is Responsible for Your Personal Data?
When you apply for a job via Varbi, it is the employer to whom you submit your application that is the data controller for handling your application. Varbi acts as a data processor for the employer. As a data processor, Varbi ensures that personal data is handled according to the instructions from the data controller. If you want to know more about how your personal data is handled during the recruitment process, we refer you to the employer’s data protection information. You can see which employers you have applied to in your Varbi account.
When you create an account in the Varbi recruitment system, Varbi is the data controller for processing your personal data in your Varbi account. Our contact information can be found at the bottom of this policy.
What Personal Data Do We Collect About You and For What Purpose?
In general, we process names, addresses, email addresses, phone numbers, CVs, and cover letters. For a candidate, information such as personal identity numbers, photos, and country may also be processed, depending on what the employer requires in the recruitment process.
Administration of User Account
Purpose: To provide the user with an account where ongoing and archived applications are listed, along with a profile that the user can update.
Personal Data: Name, address, email address, phone number, CV, personal letter, personal ID number, profile picture, gender, personal letter, work experience, education, courses, certifications, publications, website, and references as well as driver’s license and languages.
Legal Basis: Agreement.
Storage Period: We process the data as long as you have an active account with us. You can delete your account at any time via the settings in your Varbi account.
Deletion: Your data will be deleted when you choose to remove your account. If your account has been inactive for more than three years, your account will be deleted.
Data in an Application
Purpose: To facilitate the application process for you as an applicant to different employers. We store the data in our system, as requested by the current employer in the application, and save it according to the conditions specified in the application.
Personal Data: Name, address, email address, phone number, CV, personal letter, personal ID number, profile picture, gender, personal letter, work experience, education, courses, certifications, publications, website, and references as well as driver’s license and languages.
Legal Basis: Agreement.
Storage Period: We process the data according to the conditions in the application. You can remove your application via the settings in your Varbi account, with the exception of certain employers, where you need to contact the employer to remove your application.
Deletion: Your data and application are automatically deleted according to the deletion period you accepted when you applied for the position. If you are unsure, contact the employer.
How Do We Collect Your Personal Data?
User Account
When you register an account in the Varbi recruitment system, we save the information you register.
Application
When you submit an application to an employer who uses Varbi as their recruitment system, all registered data is saved in the system.
Job Subscription
When you subscribe to job vacancies with one or more employers, we save information about you to be able to send subscription emails.
Who Might We Share Your Personal Data With and How Do We Handle Your Personal Data?
Your data is primarily processed only by us. For certain processing of personal data that takes place with the help of subcontractors or partners, we need to share your data. This means they get access to your data but may only handle it according to our instructions (data processing agreement).
We share data with suppliers of the following types of systems (recipients):
Support System
Zammad
When you submit a support request to Varbi, we share the data you submit with our subcontractor for support management, Zammad, a German company with servers in Germany. Your data is cleared six months after submitting the support request.
File Management Provider
Binero
When you create an account in Varbi or submit an application, we use a server provider to save all data about you and your application. Binero is a Swedish company with server halls in Sweden. Binero is ISO 27001 certified, meaning they actively work on continuous improvements in information security. Your data is cleared in connection with your application being cleared or when you delete your account.
Your Rights as a User in Varbi
According to current legislation, as a user, you have several rights. Here we list these rights:
Right to Access (Data Subject Access Requests)
You can request your personal data from the data controller. Regarding your Varbi account, Varbi is the data controller, and you can view your personal data at any time by logging into your account. To ensure that we only release your data to you, we may conduct checks to verify your identity. For access to your application data, please contact the employer directly. In your Varbi account, you can see which employers you have applied to.
Right to Rectification
If you discover something is incorrect, you have the right to request that your personal data be corrected. You can also request to supplement incomplete personal data. You can update your personal data in your Varbi account.
Right to Erasure
You can delete your Varbi account at any time through the logged-in function. When you delete your account, the data in the Varbi account is removed, but data submitted as applications to employers remain with the employer and are cleared according to the employer’s GDPR routines informed during the application. If you want to delete these data, you can contact the employer to whom you submitted your application. If for some reason this is not possible, you can seek help from Varbi to facilitate a dialogue with the employer.
The right to erasure applies to the personal data we process about you when:
- The data is no longer necessary for the purposes for which it was processed.
- You object to a balancing of interests we have conducted based on our legitimate interest, where your reason for objection outweighs our legitimate interest.
- The personal data is processed unlawfully.
However, we may have the right to deny your request if there are legal obligations that prevent us from immediately deleting certain personal data. It may also be the case that the processing is necessary for us to establish, exercise, or defend legal claims.
Right to Restriction of Processing
You have the right to request that our processing of your personal data be restricted. For example, if you request correction because you believe that the personal data we are processing is incorrect, you can request restricted processing while we verify whether the data is accurate.
If, and when, we no longer need your personal data for the established purposes, our routine is normally to delete the data. If you need the personal data to establish, assert, or defend legal claims, you can request restricted processing of the data from us. This means you can request that we do not clear and delete your data.
If you have objected to the processing of personal data that we do based on a legitimate interest as a legal basis, you can request restricted processing while we assess whether our legitimate interests outweigh your interests in having the data deleted.
If processing has been restricted under any of the situations above, we may only, in addition to storage itself, process the data to establish, assert, or defend legal claims, or to protect someone else’s rights.
Right to Object to Certain Types of Processing
You always have the right to object to all processing of personal data based on a legitimate interest.
Right to Data Portability
As a registered user, you have the right to data portability (transfer of personal data to another organization) if our processing of your personal data is based either on your consent or the performance of a contract with you. A condition for data portability is that the transfer is technically feasible and the processing is automated.
Manage Your Rights
Applications for registry extracts or if you wish to invoke any of your other rights should be submitted in writing and via email. We will then conduct identification to the extent necessary in each individual case. Email to dataprivacy@grade.com. The email should be sent from the email address you are registered with in the Varbi Recruitment System, and we may need to verify your identity with control questions about your account.
How Do We Protect Your Personal Data?
Varbi actively works to ensure that personal data is handled securely, both through technical and organizational measures. Varbi as an organization is also ISO-certified in information security (ISO 27001).
Supervisory Authority
The Swedish Authority for Privacy Protection (Integritetsskyddsmyndigheten) is responsible for monitoring the application of the data protection legislation. If you believe we are acting incorrectly, you can contact the Swedish Authority for Privacy Protection, see www.imy.se/en.
Contact Us with Questions About How We Handle Personal Data
If you have questions about how we handle personal data or have a request in accordance with the above rights, you are always welcome to contact us.
Contact information
Grade Varbi AB
Spannmålsgatan 13,
461 30 Trollhättan
Sweden
+46 520-580050
