FlexPeople (hereinafter “we,” “our,” and “us”) is committed to protecting data from and about private individuals as well as from and about companies, authorities, and others, in accordance with a business principle of responsibility as well as applicable data handling legislation, including the GDPR.

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This confidentiality policy describes what data and personal information we collect and how we process it.

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Data from Private Individuals

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We collect and process personal data through the submission of application materials, emails with inquiries and other communications, completion of forms during interviews, the provision of additional information in connection with recruitments or other matters, ongoing communication regarding references, and notes from phone calls, among other channels.

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Use of Data Collected from Private Individuals

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Data about private individuals is collected and processed by us for the following purposes:

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• To process and evaluate a private individual’s candidacy for a given position.

• To process and advise a private individual regarding consulting services beyond recruitment.

• Solely after the individual’s active prior consent, to forward relevant data—including applications and CVs—to the hiring company for the case at hand.

• To store a private individual’s data in a candidate database relevant to them.

• To answer private individuals’ questions regarding an ongoing consulting assignment.

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Methods for Handling and Storing Data

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Every inquiry, data type, note, and other information regarding a private individual will be handled exclusively by the relevant FlexPeople consultant after the individual’s prior acceptance.

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Consent to store and process data is given by submitting application materials or materials for other consulting assignments. All communications from FlexPeople, as well as job portal postings, refer to this data policy, and reading and acceptance of this policy is assumed upon submission.

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Data about private individuals is stored and processed in accordance with applicable legislation and a business principle of confidentiality and responsibility.

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Data stored by FlexPeople is kept exclusively in data centers based in the EU.

Electronic and non-electronically recorded data about private individuals is stored in locked storage facilities and/or in encrypted or password-protected electronic media, in compliance with applicable legislation.

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Data about private individuals will be retained in connection with ongoing consulting assignments and for as long as necessary for the respective purposes, for maintaining our business relationship with the individual, or as long as active consent has been provided. After that, private individuals will be contacted for further permission to store their data for an additional 6 months or for deletion of data from all physical and virtual archives. If further storage is not accepted, all data related to the individual will be deleted from all archives.

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Due to the need for follow-up and continued contact, data for employed candidates or selected individuals may be retained beyond 6 months after notification, provided active consent is obtained for the extended retention.

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A private individual may, at any time, request information on what data FlexPeople holds about them. They may also request that all such data be deleted from all physical and virtual archives, which will be done as soon as physically possible without undue delay upon request.

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Justification for Storing Private Individuals’ Data

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Storing and processing data about private individuals is necessary for our legitimate interest in fulfilling our purpose of providing consulting services for our clients and private individuals on our own initiative. Additionally, with a private individual’s consent, data may be stored and processed to send them ongoing communications and updates via email and SMS.

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Sharing with Third Parties

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In connection with delivering FlexPeople’s consulting services, a private individual’s data may, after prior verbal or written consent, be forwarded to a third party (such as the hiring company, or the company where the candidate is employed and has agreed to a consulting assignment or similar advisory engagement). Sharing will only occur under the following conditions:

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• It will always take place only after active consent from the private individual, given verbally or in writing, ensuring that they understand their data will be shared.

• Companies collaborating with FlexPeople that receive personal data will be bound by a cooperation agreement that ensures responsible and confidential handling of the data. In such cases, FlexPeople remains the data controller while the company acts as the data processor.

• In some collaborations, a client may be the data controller while FlexPeople acts as the data processor; in these cases, FlexPeople will inform the private individual before data is shared.

• For short periods, electronic data attached to emails sent from or to FlexPeople may reside on secure servers owned by third parties (such as companies hosting FlexPeople’s web servers, email services, etc.). These providers are based in the EU and will only access your personal information if necessary for their IT services, and only after obtaining permission via a court order.

• Data may be shared internally within FlexPeople among employees involved in providing consulting services. All employees are bound by this data policy, and FlexPeople is regarded as a whole rather than as individual consultants.

• In exceptional cases, personal data may be shared with authorities or law enforcement agencies if required by legal authorities.

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IP Addresses and Cookies

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We collect information about your computer, including your IP address (when available), operating system, and browser, to manage our systems. This statistical data on users’ browsing actions and patterns does not identify any individual user.

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Similarly, we may collect information about your general internet usage using cookies stored on your device. Cookies help us improve the website and deliver content that is better tailored to individual users. For more information on our use of cookies, please refer to our Cookie Policy.

If you share your computer with others, we recommend that you do not select “remember my information” when that option is offered.

 

Data Security and Rights

Any transfer of data to FlexPeople occurs only upon acceptance by FlexPeople at your own risk.
FlexPeople employs established procedures and appropriate technical and administrative security measures to prevent any unauthorized access, alteration, deletion, or transfer of your personal data.

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A private individual has the right to obtain a copy of the collected personal data and to request confirmation of its processing.
They also have the right to have inaccurate personal data corrected.

A private individual may withdraw their consent to the storage and/or forwarding of their data at any time; this will not affect the legitimacy of any actions taken by FlexPeople or third parties prior to the withdrawal of consent.

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Any private individual with data stored at FlexPeople may request that all their data be deleted from all physical and electronic archives, and such deletion will be carried out as soon as physically possible without undue delay.

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A private individual also has the right to file a complaint regarding FlexPeople’s data handling with the Data Protection Agency.

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Changes to the Confidentiality Policy

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The terms of this confidentiality and data processing policy may be amended in special cases. The current policy is the version posted on www.flexpeople.dk. In the event of significant changes, all relevant private individuals and companies will be notified.

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Contact and Inquiries Regarding Personal Data, the GDPR, and the Data Policy

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Any party in contact with FlexPeople may direct inquiries, questions, or claims regarding rights, etc., to FlexPeople’s Data Protection Officer. Their contact information is provided in this policy.

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The data controller is FlexPeople’s CEO, who can be contacted at +45 53715601 or ph@flexpeople.dk.