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Recruitment Privacy Notice

Recruitment Privacy Notice Template for Denmark

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Recruitment Privacy Notice

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This Recruitment Privacy Notice is designed for use by organizations conducting hiring activities in Denmark or processing Danish job applicants' personal data. It fulfills the transparency obligations under both the EU GDPR and Danish Data Protection Act, providing job applicants with clear information about how their personal data will be processed during the recruitment process. The document should be provided to candidates at the point of application and covers essential aspects such as data collection methods, processing purposes, sharing practices, retention periods, and data subject rights. It's particularly important in the Danish context where specific local requirements regarding employment-related data processing must be addressed alongside general GDPR compliance.
Suggested Sections

1. Introduction: Overview of the notice's purpose and scope, identifying the data controller and commitment to data protection

2. Types of Personal Data We Collect: Detailed list of personal data categories collected during recruitment, including standard application data, assessment data, and background check information

3. How We Collect Your Personal Data: Sources of personal data, including direct submission, recruitment agencies, references, and public sources

4. How We Use Your Personal Data: Purposes of processing and legal bases under GDPR, specific to recruitment activities

5. Who We Share Your Personal Data With: Categories of recipients, including internal staff, service providers, and potential data transfers

6. How Long We Keep Your Data: Retention periods for successful and unsuccessful applications, and criteria used to determine retention

7. Your Rights: Explanation of data subject rights under GDPR and how to exercise them

8. Security Measures: Overview of technical and organizational measures to protect personal data

9. How to Contact Us: Contact details for the data controller and Data Protection Officer (if applicable)

10. Updates to This Notice: Information about how changes to the notice will be communicated

Optional Sections

1. Automated Decision Making: Required if using automated processing or AI in recruitment, explaining logic and consequences

2. International Transfers: Required if transferring data outside the EU/EEA, detailing transfer mechanisms and safeguards

3. Special Categories of Personal Data: Required if collecting sensitive data like health information or diversity monitoring data

4. Criminal Record Checks: Required if performing background checks or requesting criminal records

5. Video Surveillance: Required if using video recording during interviews or assessments

6. Cookie Policy for Online Applications: Required if using an online application system that uses cookies or similar technologies

Suggested Schedules

1. Data Categories List: Detailed breakdown of all personal data categories collected and processed

2. Retention Schedule: Specific retention periods for different types of recruitment data

3. Third-Party Processors: List of main service providers and processors involved in recruitment

4. Technical and Organizational Measures: Detailed description of security measures protecting recruitment data

Authors

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Relevant legal definitions
Personal Data
Processing
Data Controller
Data Processor
Data Subject
Special Categories of Personal Data
Consent
Legitimate Interest
Data Protection Officer (DPO)
Supervisory Authority
Third Party
Recipient
Data Transfer
Recruitment Process
Candidate
Application Data
Background Check
Reference Check
Automated Decision-Making
Profiling
Data Retention Period
Data Minimization
Privacy Notice
Job Applicant
Legal Basis
Cross-border Processing
Pseudonymization
Data Protection Impact Assessment
Cookie
Assessment Data
Clauses
Purpose and Scope
Data Controller Information
Types of Personal Data
Data Collection Methods
Legal Basis for Processing
Data Usage and Processing
Data Sharing and Transfers
Data Retention
Data Security
Data Subject Rights
International Transfers
Automated Decision Making
Special Categories Processing
Cookies and Tracking
Changes to Privacy Notice
Contact Information
Complaints Procedure
Consent Management
Third-Party Processing
Data Protection Principles
Record Keeping
Background Checks
Reference Checks
Data Breach Notification
Monitoring and Assessment
Relevant Industries
Relevant Teams
Relevant Roles
Industries
General Data Protection Regulation (GDPR): The EU's comprehensive data protection law that sets requirements for processing personal data, including in recruitment contexts. Particularly relevant are Articles 6 (lawful basis), 13 (information to be provided), and 9 (special categories of data).
Danish Data Protection Act (Databeskyttelsesloven): Denmark's national implementation of GDPR, which includes specific provisions for processing personal data in employment contexts, including recruitment.
Danish Act on Equal Treatment (Ligebehandlingsloven): Regulates equal treatment in employment, including during recruitment. Relevant for explaining what personal data might be processed to ensure non-discrimination.
Danish Act on the Prohibition of Discrimination in the Labor Market (Forskelsbehandlingsloven): Prohibits discrimination in employment, affecting what information can be collected and processed during recruitment.
Danish Processing of Personal Data for the Purpose of Recruitment Order: Specific rules about how personal data should be handled during recruitment processes, including retention periods and documentation requirements.
Danish Health Information Act (Helbredsoplysningsloven): Regulates the collection and processing of health-related information during recruitment, which is particularly relevant for certain positions.
Danish Criminal Records in Employment Matters Act: Governs when and how employers can request and process criminal record information during recruitment.
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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