The following information describes how Aalborg University processes your personal data when you apply for a position in our recruitment system.
1.Contact information for the data protection officer (DPO)
If you have any questions on how we process your personal data, you are always welcome to contact our data protection officer by emailing email@example.com.
2.The purpose and legal basis for processing your personal data
We process your personal data for the purpose of ensuring that the best possible candidate for the advertised position is selected based on an individual assessment of the candidates’ competences and qualifications.
The legal basis for processing your personal data is articles 6(1)(e) and 9(2)(f) of the General Data Protection Regulation (GDPR) and section 8 and 12 of the Danish Data Protection Act.
3.Categories of personal data
In connection with your application, we encourage you to provide general information only such as your name, address, education, previous employment and qualifications.
Aalborg University has no interest in information of ethnicity; political, religious or philosophical beliefs; information on trade union membership; or information about health or sexuality; therefore, please do not include such information in your application and CV. If your application or CV include sensitive information, Aalborg University processes this data om basis of articles 9(2)(f) of the General Data Protection Regulation.
4.Recipients or categories of recipients
Your information is treated confidentially and is only available to the AAU staff who are involved in the recruitment process; that is, the management of the place of employment, the members of the appointment committee, the HR staff involved in recruitment and, if relevant, an assessment committee’.
Your information is also disclosed to Talent Soft, which is the data processor of our recruitment system.
5.The origin of your personal data
The personal data we process comes from the information you have typed or uploaded in the recruitment system.
If you have applied for an academic position, we might compile an outline of bibliometrics and H-index based on available information from Web of Science, Google Scholar and Scopus.
If we need references, you will be asked for your consent before these are obtained.
6.Storage of your personal data
If you are not appointed to the position, your personal data will be deleted automatically from the recruitment system no later than three years after your application was rejected.
According to the GDPR, you have the following rights concerning our processing of your personal data.
Please contact us if you want to make use of your rights.
Right to see information (right of access)
You have the right to gain access to the information we process about you as well as other information.
Right to rectification (correction)
You have a right to have incorrect information about you rectified.
Right to erasure
In special cases, you have the right to have information about you erased before the ordinary time of erasure.
Right to restriction of processing
In some cases, you have the right to restrict the processing of your personal data. If you have a right to have the processing restricted, we may, in future, only process your information with your consent or for the purpose of determining, relying on or defending a legal claim or to protect a person or vital public interests. However, we may still store your data.
Right to object
In certain cases, you have a right to object to our otherwise lawful processing of your personal data.
Right to transmit data (data portability)
In certain cases, you have the right to receive your personal data in a structured, commonly used, machine-readable and interoperable format and for your data to be transmitted to another controller freely.
You can find more information on your rights in the General Data Protection Regulation, chapter III.
8.Submitting a complaint to the Danish Data Protection Agency
You have the right to submit a complaint to the Danish Data Protection Agency if you are dissatisfied with the way in which we process your personal data.
You can find the contact information for the Danish Data Protection Agency at www.datatilsynet.dk/english/