PRIVACY NOTICE

In this privacy policy, we describe how we collect, process and share the personal data of our job applicants in connection with the job application process. Personal data means any information that can be used to identify an individual.

Onego Bio Ltd. (“Onego”) is the data controller for the processing of your personal data in accordance with this privacy notice unless otherwise stated.

We want you to trust us with your personal data and hence we are transparent about how we use, store, and share your personal data. We take steps to protect your personal data and follow the data protection rules and our own policies.

Where do we collect your personal data

We may collect your personal data in the following ways:

Personal data that you provide to us or that is generated during the recruitment process for the recruitment process and suitability assessment.

Personal data we collect from other sources:

Recruitment service providers, references and aptitude assessment service providers – If we outsource all or part of recruitment to an external service provider, we will receive personal data necessary for the recruitment process and possible suitability assessments from that service provider.

From the authorities – If the position you are applying for requires a security clearance, criminal record check or other background check, we may receive relevant information from the competent authority.

When and why we process your personal data

We process your personal data for the following purposes:

Processing of personal data related to the job application process

When you submit your job application to us, we process your personal data to receive, store and administer your job application. In addition, we process your data so that we can take you into account during the recruitment process and assess your suitability for our open positions. If you have given your consent, we may also process your personal data to be able to consider you for future openings.

Categories of personal data

  • Identification data (i.e. your name) 

  • Contact data (i.e. your phone number, email, address) 

  • Work experience and education data 

  • Licenses, certifications and completed training 

  • Competencies 

  • Photos and video recordings 

  • Other information provided to us 

Legal basis

Legitimate interest - The processing is necessary to  administer the recruitment process and to assess your  suitability for the positions you are applying for. 

When applying for a job with us, you can reasonably  expect that we will process the described personal data for the mentioned purposes, because the personal data  we process is typically processed in recruitment  processes. 

Retention period: Your personal data will be stored for the duration of the recruitment process. At the end of the  recruitment process, your personal data will be stored for a maximum period of 3 years in order to safeguard our legitimate interests in establishing, exercising or defending legal claims. If you send us an open job application and do not renew or update the application, we will store your personal data for a maximum of 3 years from the receipt of the application in order to safeguard our aforementioned legitimate interest.

Recipients with whom we share your personal data 

We will share your personal data with others if this is necessary. The recipient is the controller of the processing of your personal data, unless otherwise stated. 

We share your personal data with the following recipients: 

Service Providers 

In order to fulfill the purposes for processing your personal data, we share personal data with our service providers who  we employ, such as IT service providers and recruitment service providers. 

We only give service providers the personal data they need to provide the service we use. Service providers can only use your personal data for these purposes and as we direct them, and not for their own interests. 

We are the data controller for the processing carried out by service providers on our behalf and on our behalf. 

Other recipients 

In certain cases we share, if necessary, your personal data with other recipients for certain purposes (e.g. to fulfill legal  obligations and to handle and defend legal claims). Examples of recipients are external advisors, authorities and courts. 

Where we process your personal data 

We always strive to store and process personal data in the EU/EEA. However, some of our service providers are located  outside the EU/EEA and personal data is processed outside the EU/EEA. In order to guarantee the protection of personal  data, we ensure that appropriate safeguards are in place with regard to service providers who process your personal data  outside the EU/EEA, for example by entering into standard contractual clauses approved by the EU Commission and by implementing other appropriate safeguards. If you have any questions about which countries your personal data will be transferred to and the safeguards applicable to the transfer, or would like a copy of the safeguards and data, if available,  please contact us using the following contact details at anna-mari.saari@onego.bio. 

Your rights 

You have certain rights under data protection legislation in relation to the processing of your personal data. Please send requests to exercise your rights by email to [email]. 

You have the right to: 

Access your personal data 

You have the right to access your personal data processed by us. You can request a copy of your personal data by email at anna-mari.saari@onego.bio. We will provide you with a copy unless we have legitimate reasons not to share that information or sharing the information would adversely affect the rights and freedoms of others. 

Update your personal data 

Furthermore, you can ask for your personal data that is inaccurate or incomplete to be amended or completed. 

Withdraw your consent 

If the processing of your personal data is based on your consent, you have the right to withdraw your consent at any time. 

Object to the processing of your personal data 

You have the right to object, on grounds relating to your particular situation, to the processing of your personal data  based on our legitimate interest. In this case, we will stop processing your personal data to the extent that the processing is based on our legitimate interest, unless we can demonstrate that our legitimate interest overrides the interests, rights  and freedoms of the data subject or that the use of your personal data is necessary for the establishment, defence or exercise of legal claims. 

Delete your personal data 

In certain situations, you have the right to request the erasure of your personal data. However, we cannot delete your personal data if, for example, we are required by law to retain the data. 

Restrict the processing of your personal data 

In certain situations, you have the right to request that the processing of your personal data be restricted. If the processing of your personal data is restricted, in addition to storage, we may only process your personal data with your consent, for the establishment, defence or exercise of legal claims or for the defence of the rights of others. 

Transfer your personal data (right to data portability) 

You have the right to request a copy of the personal data we hold about you in an aggregated, commonly used and machine-readable format (data portability). Unlike the right of access, the right to data portability consists only of the personal data that you have provided and that is processed on certain legal grounds, such as your consent. 

We may update this privacy policy 

We may update the information in this privacy statement from time to time, e.g. if we process personal data for new purposes, collect personal data included in new categories of personal data or share personal data with other recipients. In this case, we will notify you in the appropriate manner. 

Contact 

Please contact us at anna-mari.saari@onego.bio if you have any questions regarding the processing of your personal data. You can find our contact information below. If you are not satisfied with our response, you can lodge a complaint with the Office of the Data Protection Ombudsman in Finland at https://tietosuoja.fi/etusivu.