Introduction
This privacy notice explains which data we process, why we do so, and how we handle your personal data when you apply for a position at IKEA Foundation. When you apply for a vacancy, you are requested to complete an online form with the data that is necessary to process your application, and you can upload your CV and motivation letter.
The legal entity responsible for the data is Stichting IKEA Foundation (referred to as IKEA Foundation), with its registered address: Dellaertweg 9 G, Leiden 2316 XC, Netherlands.
Personal data we collect
For the purposes of an application procedure at IKEA Foundation, we may process the following data, depending on the type of role and the stage of the application:
- Name, contact details, country of residence
- Work and academical experience
- CV (and all data included)
- Motivation letter
- Correspondence with you
- Any assessment results
- Notes and reports of the job interview
- Any references
- Salary indication
- Any secondary employment conditions
How we use your data
We use the personal data you provide solely for the purpose of your application and our recruitment process. Specifically, we use your data to:
- Process and assess your application for the vacancy you applied for
- Communicate with you about your application, including scheduling and conducting interviews
- Evaluate your suitability for the role, where applicable through assessments
- Prepare an employment contract should your application be successful
- With your separate consent, consider you for other suitable vacancies (see paragraph “Data Retention”)
- Comply with our legal obligations and, where necessary, defend against legal claims.
Why we can use the data
We process your personal data on the basis of the recruitment procedure you entered into, prior to entering an employment contract and/or our legitimate interest in finding suitable candidates. Where we ask for data that goes beyond what is necessary for the application, we rely on your consent, which you may withdraw at any time without affecting the lawfulness of processing carried out before withdrawal.
Securing your data
The IKEA Foundation has taken appropriate technical and organisational security measures in order to protect personal data from unauthorised access and against loss, misuse, alteration and/or destruction. Reasonable organisational, physical, technical and administrative measures are taken to ensure personal data are secure. Your personal data is handled with strict confidence.
We do this by, among other things, taking physical and organisational access-control measures including the use of multi-factor authentication, and applying role-based authorisation management so that your data is accessible only to authorised co-workers of IKEA Foundation on a need-to-know basis.
This also includes keeping software up to date and regularly reviewing our security measures to evaluate the effectiveness of our security measures. If we become aware of any security breach which results in unauthorised access of your personal data, we will inform you in accordance with applicable data protection laws.
Data retention
We retain the data we process for the application procedure for 4 weeks after the procedure has been completed, after which it is fully anonymized.
If you are offered the position and join IKEA Foundation, the personal data collected during the application process becomes part of your personnel file and is retained for at least the duration of your employment.
Third-party services we use
To run our application process, we use the recruitment and applicant management software Personio (Personio SE & Co. KG). Data you submit as part of your application is transmitted using TLS encryption and stored in a cloud-based platform operated by Personio. In this context, Personio acts as our processor within the meaning of Article 28 GDPR, on the basis of a data processing agreement concluded between IKEA Foundation and Personio.
Your rights
You have the right to access your personal data and to receive a copy of it. You also have the right to request rectification or erasure of your data, restriction of processing, and to object to processing, as well as the right to data portability. Where we process data based on your consent, you have the right to withdraw that consent at any time.
To exercise these rights, you can send a request to privacy@ikeafoundation.org.
You also have the right to lodge a complaint with the supervisory authority, the Dutch Data Protection Authority (A
utoriteit Persoonsgegevens), or your national DPA.
Final provisions
We reserve the right to amend this privacy statement at any time to keep it in line with current legal requirements or to reflect changes in our application process.
Processing of (personal) data by the operator of the recruitment website
General information
This recruitment website is operated by Personio SE & Co. KG, which offers a human resource and candidate management software solution (
https://www.personio.com/legal-notice/).
Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. The sole controller of this data within the meaning of article 24 of the GDPR is the enterprise carrying out this online application process. Personio’s role is limited to operating the software and this recruitment website and, in this context, being a processor under article 28 of the GDPR. In this case, the processing by Personio is based on an agreement for the processing of orders between the controller and Personio.
In addition, Personio SE & Co. KG processes further data, some of which may be personal data, to provide its services, in particular for operating this recruitment website. We will refer to this in more detail below.
The controller
The controller under data protection law is:
Personio SE & Co. KG
Seidlstraße 3
80335 München
Tel.: +49 (89) 1250 1004
Entry in the commercial register
Commercial register entry number: HRA 115934
Registration Court: Amtsgericht München
Data Protection Officer contact:
privacy@personio.com
Access logs (“server logs”)
Each access to this recruitment website automatically causes general protocol data, so-called server logs, to be collected. As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual.
Without this data, it would, in some cases, be technically impossible to deliver or display the contents of the software. In addition, processing this data is absolutely necessary under security aspects, in particular for access, input, transfer, and storage control. Furthermore, this anonymous information can be used for statistical purposes and for optimizing services and technology. In addition, the log files can be checked and analyzed retrospectively when unlawful use of the software is suspected. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG.
Generally, data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp of the access to the software is collected. The scope of this log process does not exceed the common log scope of any other site on the web.
These access logs are stored for a period of up to 7 days. There is no right to object to this.
Error logs
So-called error logs are generated for the purpose of identifying and fixing bugs. This is absolutely necessary to ensure we can react as quickly as possible to possible problems with displaying and implementing content (legitimate interest). As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG.
When an error message occurs, general data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp upon occurrence of the respective error message and/or specification is collected.
These error logs are stored for a period of up to 7 days. There is no right to object to this.
Use of cookies
So-called cookies are used on parts of this recruitment website. They are small text files which are stored on the device with which you access this recruitment website. As a general rule, cookies serve the purpose of ensuring secure access to a website (“absolutely necessary”), implementing certain functionalities such as standard-language settings (“functional”), improving the user experience or the performance of the website (“performance”), or placing targeted advertisements (“marketing”).
On this recruitment website, we generally use only cookies that are absolutely necessary, functional or performance-related, in particular for implementing certain default settings such as language, for identifying the job advertising channel, or for analyzing the performance of a job advert via which a user accessed this recruitment website. The use of cookies is absolutely necessary for providing our services and thus for the performance of the contract (article 6 (1) b) of the GDPR).
Period of storage: up to 1 month or until the end of the browser session
Right to object: You can determine via your browser settings whether you allow or object to the use of cookies. Please note that deactivating cookies may result in limited or completely blocked functionalities of this recruitment website.
Rights of data subjects
If Personio SE & Co. KG as the controller processes personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (article 15 of the GDPR) and the rights to rectification (article 16 of the GDPR), erasure (article 17 of the GDPR), restriction of processing (article 18 of the GDPR), and data portability (article 20 of the GDPR), as well as the right to object (article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under article 7 III of the GDPR.
To assert your rights as a data subject in relation to the data processed for the purpose of operating this recruitment website, please refer to Personio SE & Co. KG’s Data Protection Officer (see item B).
Concluding provisions
Personio reserves the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the services offered, for example when new services are introduced. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.