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Specification of register

In accordance with section 10 of the Personal Data Act (523/1999)
Drafting date: 27 January 2006

1. Keeper of the register

Nordea Bank Finland plc
2552 HR Services Finland
FI-00020 NORDEA
tel (09) 1651

2. Registrar

Hyvämäki Outi, tel (09) 165 51521

3. Name of the register

Recruitment process

4. Purpose of the register

To govern and administer the internal and external recruitment processes of Nordea Bank.

To receive, handle and keep personal data and job applications with possible CVs of persons applying for a position as well as to answer the applicants. An application can be directed at a certain vacancy or it can be an open application. The application may be sent via the Internet into the recruitment administration system, via e-mail or mail.

All personal data and job applications with possible CVs of applicants are handled with care and always confidentially. Information on the applicants is available only to persons entitled and authorised to participate in the recruitment process of the Nordea Group and to the prospective manager(s), and it is not surrendered to any party outside the Group.

5. Data content of the register

The group of registered persons: Persons who have applied for a job at Nordea Bank whose personal data is handled in connection with the recruitment process.

  • personal data: name, contact information, sex, date of birth
  • position/area applied for
  • information on the applicant's education and work experience
  • competence areas of the applicant
  • when the application has been sent via the Internet into the recruitment administration system, also the applicant's consent that the data provided by the applicant may be filed

 Job applications with possible CVs are kept for 12 months after the arrival of the application. After this they are destroyed. The period applies to both applications directed at certain vacancies and open applications. An applicant is also entitled to ask Nordea to remove his/her data and application with appendices from the register even earlier.

Documents (Nordea personal data form, copies of testimonials, copies of degree certificates, letters of reference) handed over by an applicant in connection with the job interview are kept during the period of the recruitment process in question. After this they are destroyed unless the applicant has been hired for the position.

Data on an applicant hired for a position are kept as follows:

  • Personal data form is kept in the archives of Nordea HR Services (permanent keeping).
  • Personal data as well as information on employment, salary, and salary payments are registered into the salary payment register of Nordea HR Services.

6. Regular information sources

1) The applicant.

 

2) During the recruitment process the following information on the shortlisted applicants is checked with their consent:

  • References.
  • After separate consideration for each position, credit information from the register of Suomen Asiakastieto Oy.
  • Aptitude assessment data.  Personal data (name, sex, e-mail address) of the assessed applicants are registered into SHL OAS (Online Assessment Service) system used in Nordea, or if an external assessment consultant is used, the service provider in question files the data. The actual assessment data are available only to the person who performs the assessment and to the manager(s) who has/have given the assignment and/or to the HR partner during the recruitment process. The assessment report of an external assessment consultant is kept for two years.

 3) The following information on an applicant hired for a position is also checked with his/her consent:

  • A statement that the applicant's state of health is suitable for the position. The data on the pre-employment examination is kept in the patient register of Nordea Bank's Occupational Health Services.
  • A certificate about drug test is required from the person chosen to the position. The certificate is given directly to the person who will give it to the employer.
  • Data on a close relative after separate consideration for each position.

7. Regular surrender of data and transfer of data outside the EU or The European Economic Area

The data are not surrendered outside the Nordea Group.

8. Register protection principles

Information on applicants is available only to person(s) entitled and authorised to participate in the recruitment process of the Nordea Group and to the prospective manager(s).

The developer and maintainer of the recruitment administration system, HR Manager AS, Bygdøy Alle 23, 0262 Oslo, Norway, reg.no. 985519854, keeps the applicant database of the system. The contact person(s) of HR Manager As has/have access rights to the register.

Applications and/or CVs received via mail as well as applications and/or CVs printed out of the recruitment system and printed out e-mail applications and/or CVs are kept in locked filing cabinets.

2552 HR Services Finland/Outi Hyvämäki