Klaveness recruitment privacy notice
Last updated: 23 November 2022
This Privacy Notice applies to potential candidates for employment with a Torvald Klaveness company (“Klaveness”) and is effective as of 20 July 2018.
Your privacy is important to us. This Information outlines how Klaveness collect, process, use and transfer (collectively “process”) your personal data during a recruitment process. Personal data is information that relates to an individual who can be identified from that information. Common examples of personal data include names, addresses, telephone numbers and other contact details, and CVs.
Legal entities and privacy contacts
If you have questions regarding the processing of your personal data, you may contact the privacy contact (see below) of the company that you are applying for a job with, or
Chief Legal and Compliance Officer at the head office in Oslo, Henrik Semb Rønningen.
This Privacy Notice applies to the following Torvald Klaveness companies unless otherwise stated or follows from law:
| Legal entity | Country | Local privacy contact |
|---|---|---|
| Klaveness AS | Norway | Head of HR – Trine Hellum |
| Klaveness Digital AS | Norway | Head of HR – Trine Hellum |
| Klaveness Dry Bulk AS | Norway | Head of HR – Trine Hellum |
| Klaveness Ship Management AS | Norway | Head of HR – Trine Hellum |
| Klaveness Combination Carriers ASA | Norway | Head of HR – Trine Hellum |
| Klaveness Shore Services, Inc. | The Philippines | Data Protection Officer (DPO) – Randy Magnaye |
| Klaveness Asia Pte Ltd. | Singapore | Data Protection Officer (DPO) – Clara Ng |
| Klaveness Combination Carriers Asia Pte Ltd. | Singapore | Data Protection Officer (DPO) – Clara Ng |
The company you apply for a job with is the data controller. Governed by data processing agreements, Klaveness AS is the data processor for Torvald Klaveness companies in Norway concerning candidates applying for a job onshore.
Purpose – why we process your personal data
Klaveness will process your personal data for job recruiting purposes, including notification of future job opportunities and, for successful candidates, employment purposes. This includes processing in order to:
verify your identity, academic and professional qualifications, working experience, evaluate your suitability for the position applied for, if necessary conduct background checks, and for purposes to comply with any applicable local laws.
to keep you informed by email, telephone, mail and/or other communication methods about future work opportunities.
Additionally, in case of legal proceedings, Klaveness will need to process your personal data to establish, exercise or defend Klaveness against any legal claim.
If your initial application is unsuccessful, we may wish to retain your personal data in order to consider you for existing or future positions within Klaveness. We may contact you for this reason for up to one year after you apply for a position at Klaveness if we have a position assumed relevant for you, unless you do not consent to such processing.
If you accept an offer of employment, some of the personal data collected during the recruitment period will become part of your personnel records.
The legal basis for the processing
The legal basis for Klaveness’ processing of your personal data is the GDPR art. 6.1 (b) – as the processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract. If your application includes special categories of personal data such as health information, Klaveness’ legal basis for processing is GDPR art. 9.2 (b) and (d).
When Klaveness processes your personal data for the purpose of keeping you informed of future work opportunities, the processing is based on your voluntary, explicit and informed consent. You may withdraw such consent at any time by contacting us, please see contact information.
The personal data we collect
Generally, the type of personal data collected directly from you would include your name and contact information, date of birth, citizenship, gender, information about your prior employment, your educational background, courses and additional information that may be provided by you in your CV or during the recruitment process. Information on certain health conditions or other special categories of personal data will only be processed if relevant for the fulfilment of the employment relationship with Klaveness and in accordance with applicable law.
We encourage you to supply only the information you are comfortable with. In particular, care should be taken when you supply sensitive personal data.
Where do Klaveness obtain personal data from?
Most of the personal data we process is obtained from you when you apply for a position, but we also obtain personal data about you in the course of the application process (for example, during interviews or in general correspondence). Other data types may be obtained from third parties, including, for example, recruitment agencies.
If you are invited for an interview, to the extent permitted by law and relevant for the position, we may also collect additional personal data, such as credit history, background checks etc. We may also store documentation from interviews you have attended.
If you provide us with details of a reference or any other third party as part of your application, it is your responsibility to obtain consent from that third party prior to passing their personal information to us.
Sub processors and transfer of personal data
Klaveness may use manning agencies or third party service providers who provide recruitment services (data processors). In providing the services, your personal data will, where applicable, be processed by the service provider on Klaveness’ behalf. We will only use sub processors that can provide sufficient guarantees regarding the confidentiality and security of your data. We will have written contracts with them which provide assurances regarding the protections that they will give to your data and their compliance with our data security standards and international transfer restrictions.
We may transfer your personal data we process in Europe also to countries outside the European Economic Area (”EEA”), for example to Torvald Klaveness companies outside the EEA, or when one of our service providers use staff or equipment based outside the EEA. We have put in place adequate safeguards with respect to the protection of your privacy, fundamental rights and freedoms, and the exercise of your rights, e.g. we establish an adequate level of data protection, usually through EU Standard Contractual Clauses.
Where your personal data is disclosed to third parties, we will ensure that those third parties abide by the practices and policies relating to the collection, use and retention of personal data of the company you apply for a job with.
Security
Klaveness has implemented strict procedures and appropriate security measures to protect your personal data and prevent any unauthorised disclosure or access to your personal data which is under our control. Within Klaveness, access is only granted on a need-to-know basis to those people whose roles require them to process your personal data.
How long we store your personal data
We will keep your personal data only for as long as we need it to fulfil the purposes for which it was collected (see above) and in order to comply with legal and regulatory requirements.
If your application was unsuccessful, your personal data will be deleted after the recruitment process has ended, unless longer storing is required by law or necessary due to legitimate reasons and in accordance with applicable law. You may have also given your consent for us to retain your data for a longer period so that we can contact you in case of future job vacancies.
If your application for employment is successful and you commence employment with a Torvald Klaveness company, your personal data will be transferred to your personnel file and will be processed for employment purposes in accordance with our internal rules for processing employee personal data.
Your rights
By law you have various rights which you can enforce, including the right to be informed in accordance with this information. Please be aware that some of the following rights might not be available to you in all jurisdictions.
You have the right to find out exactly what personal data we have stored about you, and the right to request access to your personal data.
You have the right to withdraw your consent to any processing for which you have previously given that consent.
Subject to certain conditions, you have the right to object to or ask us to restrict our processing of your personal data, for example if you think that the personal data is inaccurate.
Subject to certain conditions, you are also entitled, on certain grounds, to have your personal data erased, e.g. where you think that the information we are processing is inaccurate, or the processing is unlawful.
Data portability – subject to certain conditions, you are entitled to receive the data which you have provided to us and which is processed by us by automated means, in a commonly-used machine readable format.
If you consider that we are in breach of our obligations under applicable data protection laws, you may lodge a complaint with the competent Data Protection Authority.
If you would like further information about your data protection rights, including rights about access to data and correction of inaccurate data, please contact the privacy contact listed on the first page or the Chief Legal and Compliance Officer (henrik.semb.ronningen@klaveness.com).
We reserve the right to amend this Privacy Notice any time, in order to address any changes in applicable data protection laws.