Before going into details, we would like to highlight three important aspects that this document is about. The aspects are important to us because we know they are important to you:

1. We want to clarify the responsibility for protecting your rights and your privacy.
2. We explain how we use the personal data you share with us, so that we can offer you Recruto’s services and give you the best possible experience of them, the website and when you are in contact with us.
3. The document should give you an understanding of what data we collect and what we do – and do not do – with it.
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All processing of personal data within Recruto takes place in accordance with applicable personal data legislation.

Parties and responsibility for the processing of your personal data

Recruto AB, 556648-7517, Box 7080, 300 07 Halmstad, is a system provider of web-based tools designed to support recruitment, staffing, and time-reporting processes, hereinafter referred to as the “Service”. Recruto acts as a data processor for the processing of your personal data within the Service and is therefore responsible for the organizational and technical security measures described in the Data Processing Agreement attached as an appendix to the User Agreement.

The person responsible for the processing of your data in the Service is the “Customer”, which is the registered organization with Recruto, which can be companies, associations, municipalities, and government agencies. You who are a user and have your own login information in the Service are hereinafter referred to as “the User”. In the Service, there is a role called “Main admin” which is the representative of the Customer in the Service with the responsibility to add users and other Superadmins, assigning rights and giving instructions to Recruto regarding the processing of data, including personal data in the Service. You who are a partner, supplier, or reseller of Recruto’s web-based tools are hereinafter referred to as “Business Partners”. Customers and Business Partners have employees whose contact information is registered with Recruto so that Recruto can contact them. They are hereinafter referred to as “Contact persons”.

Recruto is responsible for the processing of the personal data that you share with Recruto when:

1. you order the Service
2. you receive login details and become a user of the Service
3. you enter into an agreement with Recruto and become a Customer or Business Partner
4. you are registered as a contact person with Recruto for your organization
5. you register for one of our online training courses
6. you have a question and/or contact us
7. you visit our website and accept cookies

What personal data does Recruto process about you?

The personal data processed varies depending on the type of company you have. Business data can be personal data for Customers and business partners who are sole proprietors. When you order the Service, we collect contact information about you as a contact person and company data about you as a Customer. All users have registered contact information, online identification and login information in order to use the Service. If an agreement has been entered into with Recruto, we process information about you as a Customer/Business Partner, which in the case of sole proprietors becomes personal data, and contact information about you as a Contact Person. If you have a question or contact us regarding any other matter, the amount of personal data and who it is may vary depending on the communication channel used. Categories of personal data are usually contact information, online identification, company data and the matter itself as unstructured material, which contains the personal data you have chosen to share with us. A detailed list of which personal data occur within different categories, on which occasions and on which legal basis the processing is based, can be found in Appendix 1 below. Information about what cookies are and how Recruto handles cookies is described on our “Cookies” page at www.recruto.se.

Why does Recruto process your personal data?

Recruto collects personal information about you as a user and customer in order to provide the Service and give you the best possible experience of both the Service and our website. This information is necessary for us to identify you, manage your account, for statistical purposes, and for direct marketing (from which you can opt out). The personal data collected when you place an order is needed to process the order, issue an invoice, send you login credentials, and contact you. All users’ personal data is required to provide you with access to the Service, to enable you to use the Service, to create a treatment history for you as a Customer, to identify you, and to know which users and customers are using the Service. Company information about you as a business partner is needed to fulfill the agreement, and contact information about you as a contact person is needed so that we can contact you. Company information and contact information are also needed to invoice you. We also process this data to send out evaluations and conduct follow-ups. When you contact us through any of Recruto’s communication channels, the information about you is used to handle your inquiry, contact you, for training purposes, and to help improve our service by saving the inquiry in case of recurring questions from you or others asking the same question. By visiting Recruto’s website, you consent to the use of cookies for the processing of your data.

Who does Recruto share personal information with?

We may share personal data with suppliers to Recruto both within and outside the EU/US Data Privacy Framework (DPF). The suppliers have corresponding obligations regarding the processing of personal data that you as a customer have agreed to which is stated in the Personal Data Assistant Agreement. When you contact us, we use subcontractors. Who these sub-assistants are and their place of treatment is shown in Appendix 2 below. If you choose to activate an integration via the Service, such as the transfer of advertisements to various publishing channels, we will share the personal data required by that integrator, which will then be done at your request. Recruto has full-fledged assistant agreements with all its suppliers to ensure that the processing takes place in accordance with established rules. Recruto shall, upon request, inform the User of which sub-assistants Recruto has engaged.

How long do Recruto store your personal information?

Recruto retains your personal data as a customer for as long as there is a customer relationship or as long as it is necessary to achieve the purposes described in this policy. Upon termination of the agreement, Recruto will delete or anonymize your data within a reasonable time after termination, unless otherwise required by Swedish or European law, a court, or a government agency. Your data may be retained based on a balancing of interests if there are security or financial reasons. How long your personal data as a user is stored with us varies depending on the purpose for which it was collected. Data in the Service is deleted by the system administrator; however, in cases where there is no technical function for deletion, your system administrator must contact Recruto. Data collected when you contact Recruto is stored for as long as you are a Recruto customer in order to fulfill our obligations. Upon termination of the customer relationship, we may store necessary data based on a balancing of interests as evidence in the event that any issues arise. Storage is then limited and subject to controlled access controls.

What rights do you have?

As a registered user with Recruto, you have several rights that you should be aware of. As a customer, you can contact us to find out what information we have collected, as well as to receive instructions on how you, as a customer, can access this data yourself. You have the right to request, free of charge once a year—provided you have legitimate grounds—a copy of the information we have on file about you. In certain cases, you also have the right to data portability regarding your personal data. You have the right to have your personal data corrected if it is inaccurate, incomplete, or misleading, and the right to restrict the processing of personal data until it is corrected. You have the right to be forgotten, but personal data cannot be deleted if it is necessary to fulfill the agreement or if other Swedish or European law, a court ruling, or a decision by a public authority stipulates otherwise, or if the retention is based on a balancing of interests. If you believe there are no legitimate grounds or that the balancing of interests is incorrect, you have the right to object to the processing. You also have the right to withdraw your consent, file a complaint regarding the processing with the Swedish Data Protection Authority, object to automated decision-making and profiling, and object to direct marketing.

Data Protection Officer

Recruto complies with current data protection laws and therefore has a data protection officer. The data protection officer’s overall responsibility is to ensure that Recruto complies with applicable data protection laws. The Data Protection Officer’s responsibilities include gathering information about how Recruto processes personal data and providing advice within the company to maintain a high level of data protection. The Data Protection Officer bears no personal responsibility for Recruto’s processing of personal data. Recruto, as a company, is responsible for ensuring compliance with Swedish data protection laws.

If you want to know more

If you have any questions about this policy or the processing of your personal data, or if you wish to delete or correct inaccurate information, you can contact us using the contact information provided on Recruto’s website, as well as through the user support available within the Service.