Privacy Policy for Applicants
HS Orka (also referred to as “the company”) emphasizes privacy and is committed to ensuring the reliability, confidentiality, and security of personal data processed within the company. The purpose of this privacy policy is to inform applicants about what personal data HS Orka collects about them, how it is used, and who has access to the information.
These privacy rules apply to personal data concerning all current and former applicants of HS Orka.
- Purpose and Legal Obligation HS Orka strives to fully comply with data protection legislation, and these privacy rules are based on the Data Protection and Processing of Personal Data Act No. 90/2018, as amended (hereinafter referred to as the “Data Protection Act”).
Personal data refers to any data that can identify specific individuals directly or indirectly as further defined in Article 3, Item 2 of the Data Protection Act. Thus, personal data can be either personally identifiable, i.e., information that can be directly traced to an individual, such as a name, or personally identifiable information, which can be directly traced to an individual even if it is not specifically marked as such.
Information that is not personally identifiable is not considered personal data.
- Personal Data Collected and Processed by HS Orka about Applicants HS Orka collects and retains various personal data about applicants, and the processing and collection depends on the nature of the job applied for.
Examples of basic information include:
- Contact information, such as name, identification number, address, phone number, and email
- Job application and information from references and recruitment agencies
- Resumes, cover letters, and additional documents with information about education, training, and work experience
- Information from job interviews
In addition to the items listed above, HS Orka may also collect, and process other information provided by applicants and information necessary for the company’s operations.
HS Orka obtains personal data in most cases directly from its applicants. In cases where personal data is obtained from a third party, the company strives to inform its applicants about such instances. In cases where the collection and processing of personal data require the applicant’s consent, they are entitled to withdraw such consent.
The company collects the aforementioned personal data primarily to assess the applicants’ suitability for the job applied for based on the applicant’s request to enter into a contract with the company. If applicants do not provide the requested information during the recruitment process, it may result in the company being unable to hire the applicant.
HS Orka is committed to ensuring that all processing of personal data is lawful, fair, and transparent. The collection and processing of personal data are carried out only for specific, explicit, and legitimate purposes and are not further processed in a manner that is incompatible with those purposes.
- Disclosure to Third Parties HS Orka may disclose personal data about applicants to recruitment agencies or referees in connection with the recruitment process. Personal data may also be disclosed to third parties providing IT services and other services related to processing and part of the company’s operations. In such cases, the third party has access to personal data solely for the purpose of performing specific tasks on behalf of the company. They are strictly prohibited from disclosing information or using it for other purposes.
A third-party providing services to HS Orka as described above may be located outside Iceland. HS Orka will not transfer personal data outside the European Economic Area unless permitted under applicable data protection legislation. HS Orka will strive to inform applicants about the transfer of personal data to countries outside the European Economic Area.
The company may be required to disclose personal data about applicants to authorities, courts, or other entities based on applicable laws and regulations.
- Retention Period and Security of Personal Data HS Orka strives to retain personal data no longer than necessary in accordance with the purpose of the processing unless otherwise permitted or required by law.
To ensure the security of personal data against unauthorized access, use, or disclosure, the company employs various technical and organizational measures such as access controls in the company’s systems. These measures are also intended to protect personal data against accidental loss or alteration.
- Applicants’ Rights to Access, Object, Delete, and Correct Personal Data Applicants have the right to access the personal data that HS Orka processes about them and information about the processing. However, applicants’ access to personal data retained by HS Orka is not without limitations. Laws or regulations may permit or require the company to deny a request for access to personal data.
Under certain conditions, applicants have the right to object to the processing of personal data by the company and may request the permanent deletion of personal data, for example, if the processing is unlawful or if retention is no longer necessary for the purpose of the processing.
It is important that applicants’ personal data is both accurate and reliable. Therefore, it is important that applicants notify HS Orka of any changes to personal data during the recruitment process.
- Inquiries and notifications regarding privacy can be directed to the email address personuvernd@hsorka.is.
The company points out that applicants can file a complaint with the Data Protection Authority if they are dissatisfied with the company’s processing of personal data.
- Changes and Effective Date HS Orka may amend these privacy rules in accordance with changes in how the company processes personal data or due to changes in laws and regulations.
These privacy rules were established on November 23, 2021.