Privacy notice for job applicants at FFW Group

Privacy notice for job applicants at FFW Group

Dernière mise à jour: Juin 10, 2022

FFW Group ApS (“FFW”, “We”)  provides you with information on the processing of your personal data collected and otherwise used throughout your application for work with FFW via this privacy notice.

This notice aims at assisting you in understanding why and how we can use your personal data.

What personal data do we process?
What are the legal grounds for personal data processing?

The categories of personal data of FFW job applicants and the legal grounds for their processing are as follows:

Personal data category

Type of personal data

Legal ground

Data from CVs, motivation letters and recommendations from previous employers

Full name, date of birth, e-mail, address, telephone, education and qualification degrees, acquired professional experience, labour experience and skills

Taking steps at the request of the data subject prior to entering into a contract

Although you are not obliged to provide us with any personal data, please note that withholding personal data in your job application (e.g. not providing a CV) can give you a disadvantage in comparison to other candidates who are applying for the same role.

Why do we process your personal data?

FFW processes your personal data solely for purposes related to your application for the announced job position with FFW:

  • Selection of job applicants

For what period do we retain your personal data?

FFW retains your personal data for the period necessary to achieve the purposes for which the personal data is collected, unless a legal obligation or another legal ground for longer data retention exists.

FFW retains separate documents that contain personal data for the purposes of recruitment as follows:

Type of personal data

Retention period

CV, motivation letter and recommendations from previous employers

6 months from the application receipt unless you consent to a longer retention with a view to future job opportunities

In case of successful applications, the retention period is set at 5 years after termination of employment as required by the Danish legislation.

With whom do we share your personal data? Why, and on what legal grounds?

  • Other organizations within the FFW Group, among which FFW Deutschland GmbH and FFW France Sarl for internal administrative purposes.  Such a purpose, for instance, is human resources management including recruitment procedures for employees who will work with other FFW Group companies. Such data disclosure is performed on the ground of our legitimate interest to organize in the most optimal way our activity in compliance with the applicable Danish and European legislation;
  • Service providers: When we use service providers in the field of human resources management. Such providers, for example, are software companies which provide solutions for application management (e.g., iCIMS, Inc., USA). In these instances, the data processing is also performed on the ground of the necessity to take steps at the request of the data subject prior to entering into a contract. In such cases FFW enters into contractual arrangements which oblige all counterparties to secure an adequate level of personal data protection.

Do we transfer data to organisations out of the EU/EEA?

FFW may transfer your personal data to the USA when working with software companies which provide solutions for application management. To safeguard your personal data, we have executed the appropriate EU Commission standard contractual clauses and taken additional technical and organizational measures.

What are your rights with respect to your personal data?

In compliance with the legislation, you may exercise the following rights related to the personal data processing performed by FFW:

  • to access your personal data processed by FFW and to receive a copy;
  • your personal data may be rectified in case of inaccuracies or when the data is incomplete;
  • to request the erasure of your personal data when the conditions for this are present;
  • to request the restriction of your personal data processing in cases provided for under the law;
  • to object against the processing of your personal data in cases provided for under the law;
  • to exercise your data portability right and to request that the data is provided in structured, commonly used and machine-readable format;
  • to file a complaint with the Danish Data Protection Agency (Datatilsynet);

If you exercise any of the rights listed above, we will generally reply within a month.

How can you contact us?

You can contact us through any of the following:

Address: Vibenshuset, Lyngbyvej 2, DK 2100 Copenhagen, Denmark 

Webpage: ffwagency.com

You can also contact our Data Protection Officer via the following:

E-mail: svetoslav.tsvetkov@ffwagency.com

Updates of the privacy notice

The present notice may be periodically updated in order to reflect changes in our practices relating to the protection of FFW job applicants’ personal data. We undertake to notify you about any changes to the notice.