Privacy statement

1 Introduction

Incruit AS is concerned that you trust us and how we process your personal information. In this privacy statement, we therefore explain why we collect information about you, how we use this information and how we take your privacy into account.

Personal information is information and assessments that can be linked to an identifiable individual. This can be, for example, name and contact information, purchase history or information about interests.

Use of personal data must comply with the Personal Data Act. We, as the data controller, will ensure that we use personal information about you in accordance with the rules of law.

2 What personal information do we have about you

Depending on what information you give us, how you use our services, and what permissions you give us, we have this information about you:

Information about you: Information you provide when you create a user account or apply for a job, such as name, address, age, telephone number and e-mail address, including requested documentation (certificates, CV, photo) You can choose to give us more information about yourself, such as application letter and video. We do not store personal information that you have not actively registered during the application process.

Communication: Information you give us when you have contact with our customer center, such as emails sent between us.

Information about use of the website: Information we receive when you use our website and app, such as what kind of device you have (eg mobile or PC), IP address, which pages you visit and what functions you use there.

3 What do we use the personal information for

We use your personal information for the following purposes:

Offer website: We use information to adapt our website and app to the technical equipment you use.

Disseminate data: We use information to provide our customers with the necessary information when assessing your candidacy for a job you are applying for. This is only information you have provided yourself through the application process and if further information is required, this will be requested and you are free to choose whether you wish to submit this. The information you share when applying for a job only goes to that job and will not be made available to anyone other than the company you are applying for a job with. With your consent, your contact information will be used so that our customer can get in touch with you regarding your candidacy.

Create user account: We use information if you create a user account, e.g. to give you access with username and password, to store your contact information and for you to see your profile history.

Customer service: We store information that you provide and receive if you contact us to provide service and manage your customer relationship.

Statistics: We compile statistics and map market trends to improve and further develop our products and services. As far as possible, we do this with anonymous information, without knowing that the information is specifically related to you.

The legal basis for objectives 1, 4 and 5 is our legitimate interest in being able to offer, further develop and market our services.

The legal basis for purposes 2, 3 and 4 is to fulfill our contract with you.

4 Who do we share personal information with

We share personal information with companies that provide technical and administrative services to us, such as IT providers. We have agreements (DPA) with these to ensure your privacy. We may disclose information in individual cases, for example to public authorities, in case of suspicion of crime. If you consent, we may share your personal information with our partners as described in your consent. We use IT suppliers outside the EEA. If we transfer personal data out of the EEA, we ensure the privacy through the conclusion of contracts. (DPA) You can request more information or a copy of the security mechanisms we use to secure the transfer of the data. We can also share anonymised information with partners for e.g. market analysis and service development.

5 How long do we store personal information

We store information about you, only as long as it is necessary to achieve the purpose for which it was collected, or if we are required to store the information. The information will be deleted or anonymised when it is no longer necessary to achieve the purpose. Below is an overview of how long we store your information:

Information about you: If you have a user account with us, or registered data during the application process for a specific job, we delete the information when you cancel the user account / request to be deleted or if you have been inactive for over 6 months. If you do not have a user account with us, we will delete the information six months after the recruitment process took place unless you ask us to delete the information at an earlier time.

Information about use of the websites: We store information about your use of our websites for up to 1 year.

Information from partners: We store any information from partners as long as you have an active user account with us or as long as you have consented. We will delete the information if you cancel the user account / request to be deleted or the user account has been inactive for 12 months.

Communication: We store communication with our customers for three years, unless we need to store it longer, e.g. in connection with complaints or claims.

7. Information security and data processors

We have good routines and comprehensive measures to ensure that unauthorized persons do not gain access to your personal information, and that the processing of data takes place in accordance with the requirements of current legislation. Examples of such measures are risk assessments, implementation of organizational and physical measures, access management and archiving routines, as well as routines for handling data and following up requests regarding the right of access, correction and deletion.

We may use the information we collect about you when we have reason to believe that it is necessary to identify, contact, or take legal action against persons or companies that may harm you, us, or others. We may also disclose your information when we believe the law requires it

8. Use of data processors

We currently have an ICT operating model where we operate a large part of our systems ourselves, but where we have also left the operation of some systems to external parties. These are:

Our website is hosted by Squarespace which is a Norwegian supplier and a Norwegian data center is used. For operation and support of the websites, we ourselves, who are also a Norwegian supplier, are used. There are no links between the websites and other of our ICT systems.

We use Typeform to obtain / register applicant data for specific positions. The information is stored encrypted and there is a data processor agreement (DPA) between Typeform and Incruit.

Dissemination of registered data to our customer (recruiter) is done through Airtable. This only involves information that you have provided yourself through the application process and is disseminated in its entirety as it is initially provided by you. There is a data processor agreement (DPA) between Airtable and Incruit. Access to this information is limited to the customer and the customer alone and is secured behind encryption and login.

The aforementioned drivers are not allowed to use this information for anything other than performing services for us.

6 Your rights

You may have the right to ask us to:

Provide you with additional information about how we process your personal information.

Give you a copy of personal information about you.

Update your personal information.

Delete information that we no longer have a basis for storing.

Limit or stop the processing of your information

Oppose you automatic individual decisions, including profiling.

Provide you with information you have provided to us in a structured, commonly used and machine-readable format or, where technically possible, ask us to transfer this to another company.

Withdraw any consent you have given us.

Provide you with insight into data processor agreements with external suppliers

Be aware that there are restrictions on these rights. Feel free to contact us if you want more information about this.

If you believe that we process personal data in violation of the Personal Data Act, you have the right to complain to the Norwegian Data Protection Authority. Before you do this, we would like you to contact us so that we can answer your questions or clear up any misunderstandings.

7 Cookies

We use cookies on our websites to ensure functionality on the website, analyze internet traffic and see which areas of our website you have visited. We use external suppliers for this purpose and here is a list of these:

Google Analytics

Hotjar

8 Changes to the Privacy Statement

We will be able to update the privacy statement from time to time. You will be notified of significant changes. You will always find the latest version of our privacy statement on the website.

9 Contact information

If you want to get in touch with us, you can use the following contact information:

Contact person: Daniel Westervik

Phone number: 98405922

Email address: highfive@incruit.no