Data Protection – Employee Information

Stellar Capacity AB (dba Swedish for Professionals, 556990-0102, (“Stellar Capacity”, “we” or “us”) is responsible for the protection of personal data and personal integrity. This privacy policy describes how Stellar Capacity AB as a data controller collects and processes personal data and other information about users, according to the definition set out in EU’s General Data Protection Regulation (“GDPR”) and the E-Privacy Regulation.

Stellar Capacity AB may, from time to time /occasionally store information about natural persons, and use such information for different purposes. This information is intended for persons applying for employment at any of the companies included in the Exponential Holding Group. Information related to natural persons is referred to as “personal data” in the following text.

What type of personal data is stored and used by Stellar Capacity AB?

Personal data can be provided to us by the employee or collected in another way / other ways. Such personal data can generally be divided into the following categories:

  • Identifying data such as name, and employee ID, citizenship, passport data, date of birth, social security number and tax registration number;
  • contact details, such as address and telephone number;
  • work-related information such as job title and job code, location, department, unit, position level, employment contract, start and end date of employment, and reason for termination of employment;
  • compensation information, such as salary, bonus and right to commission, insurance benefits (including information about the employee and relatives provided to the insurer), tax code, accrued payroll information and pension;
  • monitoring information, such as user information for the company’s computer equipment, systems and other resources;
  • communication information such as work-related email content, content in business correspondence, business documents, work-related chat content;
  • performance information and disciplinary actions, such as development talks, evaluations and assessments, information on disciplinary charges, disciplinary processes and warnings, complaints, and outcomes of the same sort;
  • number of sick days for the purpose of administering and providing compensation, resource planning, and compliance with applicable laws as well as labor law requirements (e.g. legitimate payroll mapping);
  • information about work-related accidents with the aim to administer and provide compensation, e.g. insurance compensation, and compliance with applicable laws and employment-related requirements, e.g. workplace security, reporting obligation;
  • information about disability (if the information has been provided voluntarily) for resource planning purposes, e.g. adaptation of workplace, and compliance with applicable laws and employment-related obligations; and
  • information about parental leave for resource planning purposes.

Why do we store and use personal data?

The main purpose of using personal data is to enable us to manage our obligations as an employer as well as the rights our employees have in terms of employment contracts, collective agreements or applicable laws, such as labor or tax laws. Personal data may also be used for Stellar Capacity AB’s compliance with other regulations, such as financial market rules, financial reporting standards or to respond to government or regulated workplace requirements. For example, employees who have access to inside information will be listed in Stellar Capacity AB’s insider list.

On what grounds do we store and use personal data?

The most common reason for using personal data is the employment contract or the related agreement between Stellar Capacity AB and the employee. In some cases, however, we may request consent to processing personal data. We may also use personal data to comply with legal obligations that are imposed on us or if there is a legitimate interest in using the personal data for specific purposes.

Access to personal data by third parties

Stellar Capacity AB may disclose personal data concerning its employees to the following categories of third parties and for the following purposes:

  • Within the Exponential Holding Group: personal data can be shared within the Exponential Holding Group if required by the employment contract and the employees’ position / role within the Group.
  • With some third parties: existing or potential business partners, suppliers, clients, end clients, independent external advisors, e.g. accountants, insurers and other third parties may receive personal information regarding, for example, salary and benefits, in order to administer and provide compensation and other benefits, resource planning, compliance with applicable laws and labor-related requirements, communication with employees and third parties, and to respond to and comply with claims and legal claims.
  • Acquisitions and disbursements: personal data may be shared with other companies and their advisors if Stellar Capacity AB carries out an acquisition or disbursement of the business. The data will then be shared in order to facilitate this operation, for example in the context of the due diligence process or during the integration or division of the companies.
  • IT providers: the HR department often uses IT systems or services provided by third-party providers for travel management, performance management, invoice management, etc. Personal data is shared with such providers for optimal usage of the current system or service, and is subject to personal data assistance agreement between Stellar Capacity AB and the supplier.

Personal data may be provided to parties outside the European Economic Area (EEA). Where appropriate, we will ensure that personal data is subject to measures that provide equivalent protection to that provided by data protection laws within the EU (such as the EU General Data Protection Ordinance, GDPR).

For how long are personal data stored?

Personal data are stored by Stellar Capacity AB or by other parties on behalf of Stellar Capacity AB only as long as it is necessary for the fulfillment of our obligations and for the time required to fulfill the purposes for which the information was collected. Personal data will be deleted from our records or duly anonymized when no longer required. Personal data in agreements, communications and business correspondence may be subject to legal requirements. This may require a storage time of up to 10 years. All other personal data will be deleted as a starting point after two years after the last contact with the registered person in question. For security reasons, longer storage periods may occur for backups. However, access to such data will be severely limited.

Contact Stellar Capacity AB:

We are required to provide additional information upon request and to deal with the registered persons’ request to exercise the rights described above. Such requests can be sent to your HR contact person or to the following e-mail address:

hello@swedishforprofessionals.com

Employees can also make complaints with the relevant data protection authority.

Data Protection – Information for job applicants

Stellar Capacity AB (dba Swedish for Professionals, 556990-0102, (“Stellar Capacity”, “we” or “us”) is responsible for the protection of personal data and personal integrity. This privacy policy describes how Stellar Capacity AB as a data controller collects and processes personal data and other information about users, according to the definition set out in EU’s General Data Protection Regulation (GDPR) and the E-Privacy Regulation.

Stellar Capacity AB may, from time to time /occasionally store information about natural persons, and use such information for different purposes. This information is intended for persons applying for employment at any of the companies included in the Exponential Holding Group. Information relating to natural persons is referred to as “personal data” in the following text.

What type of personal data is stored and used by Stellar Capacity AB? 

Personal data can be provided to us by the applicant or collected in another way. Such personal data can generally be divided into the following categories:

  • Identifying data, such as name, user ID, password (when applying via our home page), citizenship, and date of birth;
  • contact details, such as address and telephone number;
  • recruitment-related information, such as previous work experience information (including previous employer references), qualifications and work history, educational background, language skills, professional skills and talents, professional membership, community engagement, geographic location preferences, and recruitment company reports (where available);
  • interview notes; and
  • communication information, such as content in e-mail conversations.

Why do we store and use personal data?

The main purpose of using personal data is to carry out recruitment to various positions within the Exponential Holding Group. The information is used to communicate with the applicant, to assess whether individual applications are aligned with qualification requirements, to make selections between different candidates and as a basis for decision making. Personal data can also be used to meet employment-related requirements or to handle applications internally between relevant Exponential Holding companies.

On what grounds do we store and use personal data?

When the applicant applies for potential employment at a company within the Exponential Holding Group, the applicant agrees that Stellar Capacity AB uses all information in the application as well as in any supplementary documents and information provided during an interview, in order to complete said recruitment process. Stellar Capacity AB may also use publicly available personal data, such as information contained in social media, based on a legitimate interest to assess whether an applicant or other potential candidate is suitable for a specific position.

Access to personal data by third parties

Stellar Capacity AB may share personal data belonging to applicants or other potential candidates to the following categories of third parties for the following purposes:

  • Within the Exponential Holding Group: personal data can be shared between companies within the Exponential Holding Group, if necessary in relation to the recruitment process.
  • IT providers: The HR department may use IT systems or services provided by third-party providers for support in the recruitment process. Personal data is shared with such suppliers for optimal usage of the current system or for the performance of the service, and is subject to personal data agreement between Stellar Capacity AB and the supplier.

Personal data can be provided to parties outside the European Economic Area (EEA), for example, if an applicant applies for employment with an Exponential Holding company outside the EEA. Where appropriate, we will ensure that personal data is subject to measures that provide equivalent protection to that provided by data protection laws within the EU (such as the EU General Data Protection Ordinance, GDPR).

For how long is personal data stored?

Personal data are stored by Stellar Capacity AB or by other parties on behalf of Stellar Capacity AB, only as long as it is necessary for the fulfillment of our obligations and for the time required to fulfill the purposes for which the information was collected. Personal data will be deleted from our records or duly anonymized when no longer required. As a rule, data related to a job application are deleted as soon as a decision has been taken and the applicable period during which an appeal or dispute may occur is concluded (?). For security reasons, longer storage periods may occur for backups. However, access to such data will be severely limited.

What rights natural persons have?

A consent that gave us the right to store or otherwise use personal data can always be revoked. In addition, natural persons have the following rights:

  1. Right of access: physical persons have the right to ask us if personal data related to them is processed and, if necessary, request information about what information we have. We are also required to answer questions such as, why we use personal data, what information we have and who has accessed the data. However, this is not an unconditional right, and other stakeholders’ interests may limit the right of access.
  2. Right to rectification: we are required to correct incorrect personal information on request and to supplement incomplete personal data.
  3. Right to Delete (The Right to Forget): under certain circumstances, we are required to delete personal data at the request of the person to whom the information relates.
  4. 4. Right to limitation of treatment: in certain circumstances, we are required to limit the processing of personal data at the request of the person to which the data relates. Where applicable, the data concerned will be processed only for certain limited and statutory purposes.
  5. Right to data portability: under certain circumstances, registered persons have the right to obtain the personal data related to them and to which we have access, in a structured, widely used and machine-readable format. Where appropriate, these persons may have the right to transfer this data to any entity other than us without us hindering this.
  6. Right to object: in some cases, registered persons may have the right to object to the processing of their personal data, whereby we may be required to cease processing their personal data.

Contact Stellar Capacity AB:

We are required to provide additional information upon request and to deal with the registered persons’ request to exercise the rights described above. Such requests can be sent to the specified HR contact person at the concerning Exponential Holding Company or to the following e-mail address:

hello@swedishforprofessionals.com

Job applicants can also make complaints with the relevant data protection authority.