Categories of users

Refensa is used by three different types of users, these three types are:

Users of employers. (Representatives of companies that use Refensa to perform reference takes, in this policy we refer to them as “Employers”).

Candidates. (People applying for jobs and uploading contact details to their references to perform the reference check)

References. (The persons we contact on behalf of Candidates and Employers to carry out the reference checking).

Collection of data and legal basis

All users

This part applies to “All Users” (Employers, Candidates and References) by Refensa.

Data we collect

For all users, we collect the following personal data:‍

• Name
• Email
• Telephone number
• IP address (applies only to Candidate and Reference)

How we collect the data

We collect the information directly from you, the Employer you are applying to and the Candidate you are acting as a Reference for. Read more in the “Candidates” and “References” sections.

Use and legal basis

We use your personal data to manage your account, your registration and to be able to perform our service, the reference check, between Employer, Candidate and Reference. Furthermore, the data is used to improve our service through anonymous analyses and insights (see more under the section “Analyses”). Your IP address is used as part of identification and verification to confirm the identity of Candidate and Reference.

Our legal basis for processing this personal data is our legitimate interest in fulfilling the contracted assignment we have as a provider of our service to our clients. ‍

Candidates

Data we collect

In addition to the data we collect from All users, we also collect the following personal data from Candidates:

• Experience and Competences (e.g. but not exclusively; job titles, length of employment and reviews)
• Sensitive data (such as data on sick leave, mismanagement or trust)

How we collect the data

The personal data described under “All users” is collected from the Employer you are applying for a job with. The information described under “Candidates” is collected when you upload your References, which in turn answers the questions in the reference check.

Use and legal basis

The data collected from your References is used by our client where Refensa acts as a data processor and the Employer you are applying for a job with is the data controller. The legal basis for the processing is our legitimate interest in fulfilling the agreement we have with our client. We therefore refer you to the employer in question when it is asked how this data is used.

References

Data we collect

In addition to the data we collect from all users, we also collect the following personal data from References:

• Employment information (your job title and the company you work for)
• Your reviews (the information you provide about the Candidate during the reference take)

In case of verification

If the Employer has activated the possibility for References to verify themselves in connection with the reference taking, the personal data described below can be collected. References can only verify themselves with one of the deactivated methods per reference taking, so we do not collect all data but only the data the Reference chooses during the verification.

• Mobile BankID
• Facebook profile (profile photo and email address)
• Linkedin profile (profile photo and email address)

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How we collect the data

The personal data described under “All Users” is collected directly from the Candidate who adds you as a Reference. The data described under “References” is collected directly from you during the reference check.

Use and legal basis

The data collected directly from you during the reference check is used by our client where Refensa acts as data processor and the client and the employer acts as the data controller. The legal basis for the processing is our legitimate interest in fulfilling the agreement we have with our client. We therefore refer you to the employer in question when it is asked how this data is used.

References may also have the ability to identify themselves via Mobile BankID. In connection with this, we collect the reference’s social security number. The social security number is only used for identification and is never saved. The function only sends back a confirmation that the Reference is the one that the candidate is impersonating.

Never register other people’s personal data without consent

You may only post information and contact details about other people if you have their consent to provide us with their information. This means, for example, that you as a candidate should not register references without their knowledge and approval.

Deletion of information

Refensa acts as a personal data processor for our clients. The system is designed with automatic deletion functions where our clients set the length of time for automatic deletion. If you have not requested our client to be deleted, your information is automatically deleted according to the time setting chosen by our client or in connection with the termination of the agreement between Refensa and the Employer.

References

• If you have been wrongly registered as a reference for a candidate or if you do not want to act as a reference, you can request to be automatically deleted by clicking on the “I do not want to provide a reference” button.
• If you have verified yourself as a Reference using any of the previously described verification methods, you can cancel your verification and thus request that the verification is automatically deleted.

Analyses

We use data from our users to produce insights, analyses and statistics about our service. The analyses do not contain traceable personal data and cannot be used to identify an individual User.

Your rights

Refensa acts as a data processor for our clients. The system is designed to comply with the current General Data Protection Regulation (GDPR). Our clients have established a data processor agreement with Refensa. For the personal data described under “All users”, “Employers”, “Candidates” and “References”, we therefore refer you to our client if you have any questions about your rights. If you need help to get in touch with the right person, we will help you, please contact: info@refensa.se

Where your personal data is processed

We only process your personal data within the EU/EEA.

Cookies

Refensa uses cookies. The cookie cannot identify you personally, but only the browser installed on your computer that you use during the visit.

The cookie may contain information about logins and settings. The website uses both its own cookies and third-party cookies. We use cookies to provide you as a visitor with better service. The information in the cookie also provides information on how users access the website. This information enables us to develop and optimize our website.

Most browsers are set to allow the storage of cookies. If you do not want to allow cookies, you can either set your browser to receive a warning every time a website wants to place a cookie on your computer or completely turn off the storage of cookies. For information about how to do this, see your browser’s help feature. The Swedish Post and Telecom Authority has additional information about cookies on its website.

Contact

If you are interested in getting in touch with the current data controller for your personal data, we refer you to the contact person you have at the company you have applied for a job with or through.

If you have questions and want to get in touch with us at Refensa, you can contact: info@refensa.se

Any changes

The personal data policy may be updated. This would be due to changes in current data protection regulation, technical changes to our systems or changes in Refensa’s procedures and processes. In the event of a change, the latest version of this information text will always be uploaded to our website.

Cookies and tracking on the website

This website uses cookies to customize and make information and marketing as relevant as possible for you. If you send an email to us via a form, this information is saved in Hubspot, but also on our mail server. We also use cookies as statistical data to update our website and make improvements that in turn create a better experience for visitors.

Third party cookies

We use Hubspot, Google Analytics and Google Ads that set cookies to get a picture of how our visitors use the website and for our marketing. These cookies also do not contain identifying information about who you are as a visitor.