GDPR - Privacy Policy
Last updated: August 30, 2023
At KeyMan, we strive to ensure that you, as a consultant/customer, feel secure in sharing your personal data with us. Hence, protecting your privacy is always our priority. To achieve this, we continually aim to safeguard your personal data in the best possible way and always operate in accordance with the prevailing data protection laws and regulations. When you, as a consultant/customer, become a part of the KeyMan network by creating an account with us or applying for an assignment, we want you to always be aware of how, when, and why we process your data. We also want you to be cognizant of the rights you have as a member of our network. As a general rule, KeyMan will not process your personal data unless you have expressly consented to this.
In our Privacy Policy, you can learn more about:
· The personal data we process
· The purposes for which we process your personal data
· Who may access your personal data
· How long we retain your personal data
· Your rights as a registered individual
Who are the data controllers in our organization?
KeyMan AB is the data controller for the processing of your personal data. KeyMan AB is registered with the Companies Registration Office with organization number 556527-0153 and address: Söder Mälarstrand, berth 16, 118 25 Stockholm.
If you, as a consultant/customer, have questions or comments regarding our Privacy Policy, want to know how your personal data is handled by KeyMan, or wish to exercise your rights as a registered individual, you are welcome to contact KeyMan. We have designated a Data Protection Officer to assist with such inquiries. You can reach our Data Protection Officer at the email address: info@keyman.se.
What personal data do we process at KeyMan:
What are personal data? Personal data are details that can be used to identify you as an individual, either directly or indirectly.
Personal data you provide to us: When you join the KeyMan network, you will provide certain information about yourself to us. This is thus considered personal data that you have provided to us.
This information includes, for instance,
details like name, email, phone number, date of birth, current job, and/or title. Naturally, this also encompasses the application documents you choose to submit to us, such as quotes, your CV, personal letters, or certifications. We only process your personal data for the purposes indicated in the consent you provide during registration. In some cases, you, as a consultant/customer, might provide what are termed sensitive personal data to us, for example, social security numbers, ethnic background, sexual orientation, political views, religious beliefs, or union membership. As a principle, we advise that you do not share these particularly sensitive personal details. However, if you still choose to do so, we will only process them in accordance with your explicit consent. These kinds of details are, of course, handled with particular caution to protect your privacy to the greatest extent possible.
Personal data we collect:
At times, KeyMan also processes personal data we have gathered from you or a third party, for instance, if you’ve chosen to retrieve your personal data from your LinkedIn profile during registration. If you opt for this, KeyMan gains access to the personal data you have decided to share on your LinkedIn profile. KeyMan does not gain deeper access to your LinkedIn account. Should you progress in a selection process, KeyMan might process information about you that your references provide to us. It’s also possible that KeyMan might handle results from personality, aptitude, and competence tests you’ve undertaken during a selection process.
For what purposes do we process your personal data?
Your competence profile: We process your personal data to manage your competence profile as a consultant/customer, and thereby match you with available assignments. The legal basis for our processing of your personal data is your consent, which you provide when you become part of our network. If you choose not to give your consent to this processing, we unfortunately cannot store your data or match your profile with available assignments.
References and test results:
If we have gathered information about you during reference checks, that is, from a third party, these details are processed on the legal basis of legitimate interest. KeyMan also follows a reference procedure, which means we don’t store such information longer than necessary. If you undergo a personality, aptitude, or competence test as part of a selection process at KeyMan, we will process the results. This processing, and any updating of your competence profile, is based on your explicit consent as the legal basis. Who can access your personal data? As a general rule, your personal data is primarily processed by KeyMan, who is responsible for the data. However, we may need to share your information as outlined below. In cases where you are part of a selection process, KeyMan might share your personal data with our client, that is, the one commissioning KeyMan.
We may share your information with internal and external IT providers. Other suppliers that KeyMan chooses to engage may also have access to your information, but only to the extent that it is necessary to fulfill their commitments to KeyMan. Your personal data may also be shared with other companies within Werkey AB, the group to which KeyMan belongs, for internal administrative purposes, e.g. where sharing the data can provide a better match for available assignments for you as a consultant/customer.
How long does KeyMan store your personal data?
To fulfill our commitments to you, KeyMan will store your personal data for three years after you give your consent, or until you choose to withdraw your consent. After three years, KeyMan will ask you to give new consent, thereby continuing to be a part of our network.
Please note that KeyMan may need to retain information about you for longer than three years to the extent we are required to do so by law, regulation, or government decision.
Your rights as a registered member of KeyMan’s network: As a registered individual, you have certain rights regarding the processing of your personal data. If you wish to exercise these rights or have questions about this, please contact the data controller or our data protection officer.
Revoking consent:
You have the right to revoke the consent you have given for the processing of personal data. However, this does not affect the legality of the processing that took place before your consent was revoked.
Right of access:
You have the right to both receive confirmation if your personal data is being processed, and information about how your personal data is processed. You also have the right to obtain a copy of the personal data being processed.
Right to rectification:
You have the right to have inaccurate personal data corrected. You also have the right to supplement incomplete data by providing additional information.
Right to erasure:
Under certain conditions, you have the right to request the deletion of your personal data.
This applies when:
· The data is no longer needed for the purpose it was processed
· You withdraw your consent, thus there is no legal basis for processing
· You object to the processing, and there are no overriding legitimate grounds for continued processing
· Personal data has been processed unlawfully
A legal obligation requires deletion, and KeyMan is subject to such an obligation.
KeyMan will erase your personal data upon request, provided that KeyMan is not obliged to keep your personal data in accordance with applicable law, regulation, and government decisions.
Right to restrict processing:
Under certain conditions, you have the right to request a restriction on KeyMan’s processing of your personal data. This applies, for instance, if you dispute the accuracy of the data and KeyMan thus needs to verify this.
Right to data portability:
Under certain conditions, you have the right to obtain the personal data you have provided to us relating to you. In such cases, the data should be provided in a structured, commonly used, and machine-readable format. You have the right to transfer this personal data to another data controller if the processing is based on your consent or is automated. If technically feasible, you have the right to request KeyMan to transfer personal data directly from us to another data controller.
Right to lodge a complaint:
You have the right to submit a complaint to a competent supervisory authority. In Sweden, the competent supervisory authority is the Data Protection Authority (Integritetsskyddsmyndigheten).
Changes in KeyMan’s Privacy Policy: KeyMan reserves the right to make changes to the terms specified in our policy above. Significant changes to the terms are communicated digitally, and the latest version is posted on www.keyman.se.
