Personal data and personal data processing
“Personal data” means any information directly or indirectly relating to a living natural person. Information such as names, e-mail addresses and phone numbers are typical examples, but also information contained in photos or IP-addresses will be viewed as personal data if it can be related to a natural person. “Processing” means any operation or set of operations which is performed on personal data, whether or not by automated means. Typical examples of data processing are collection, recording, organisation, structuring, storage, disclosure by transmission or erasure.

Our processing of personal data
In this section, we will describe what personal data we collect, how it is collected and for which purposes. We will also describe in which situations the data may be transferred to third parties and for how long we will process the data.

Contacts at potential customers
Establishing and maintaining business relationships with customers in order to develop its services, products and systems is an important part of EQ executive search’s core business. In order to approach you as a potential contact regarding our services and products as well as for marketing activities, the we collects your personal data. The data is either collected through our internal networks or from third parties, such as public records and social media, and is stored in the EQ executive search’s business system with the aim to establish a business relationship with you and to invite you to market activities.
The processing of the personal data is based on EQ executive search’s legitimate interest of being able to establish and keep business relations as well as being able to develop and improve its services, products and systems. In those instances where EQ executive search has initiated the first contact through an e-mail or printed material, there will always be a link or reference to this Policy in order for you to receive the necessary information regarding the processing of your personal data. Your personal data is stored on EQ executive search´s platforms for communicative and informative marketing. EQ executive search will only send you such marketing messages that are deemed to be relevant for your profession. You will also always be given the opportunity to opt-out from the marketing. In those instances where EQ executive search has made contact with you and you have declined further contact, your personal data will be labelled in such a way that the contact will not be renewed. EQ executive search will also stop sending you marketing messages.

DELETION OF DATA
EQ executive search will process your personal data until it is no longer needed for the purposes mentioned above or until you request that the data is deleted from our systems. The personal data will upon your request be deleted without undue delay. EQ executive search process all such requests on a monthly basis. If a business relation has not been established within one (1) year from the EQ executive search’s first contact with you, your personal data will be deleted. EQ executive search has also established routines to ensure that contacts’ personal data that is no longer needed for its purpose is deleted at regular intervals.

Contacts at customers
Maintaining business relationships with customers in order to develop its services and products is an important part of EQ executive search’s core business. In order to maintain contact with customers regarding our services and products as well as marketing activities, EQ executive search will process your personal data. The data is either collected through our internal networks or from third parties, such as public records and social media, and is stored in the EQ executive search’s business system with the aim to establish a business relationship with you and to invite you to marketing activities.
The processing of the personal data is based on EQ executive search’s legitimate interest of being able to maintain and develop the business relationship as well as being able to communicate with you, in your capacity of a customer contact. Your personal data is stored on the EQ executive search’s platforms for communicative and informative marketing. We will only send you such marketing messages that are deemed to be relevant for your profession. You will also always be given the opportunity to opt-out from the marketing.

DELETION OF DATA
The subsidiary will process your personal data until it is no longer needed for the purposes mentioned above. Personal data that has become outdated, due to e.g. retirement or ended business with the customer, will be deleted without undue delay as soon as EQ executive search receives information about this. The personal data will also be deleted without undue delay per your explicit request. EQ executive search process all such requests on a monthly basis. EQ executive search has also established routines to ensure that contacts’ personal data that is no longer needed for its purpose is deleted at regular intervals.

Potential candidates
A major part of EQ executive search’s core business consists of finding candidates for both external and internal recruitment and/or consulting hiring processes, as well as contacting and presenting them with job offers. The interest of finding candidates and offering them jobs weighs heavily since it promotes individual’s opportunity to career advancement and labour mobility. The processing of personal data collected from third party sources lies in the potential candidates’ interest, as it will be able to receive job offers that are adapted after their competence.

In order to be able to contact you in your capacity of a potential candidate regarding relevant career opportunities, EQ executive search collects personal data both from internal networks and searches at third party sources. Such personal data will be processed in EQ executive search’s candidate system. The processing of the personal data is based on EQ executive search’s legitimate interest of finding you as a potential candidate and presenting, from EQ executive search’s point of view, relevant recruitment and/or consulting hiring processes as well as being able to contact and present you with future career opportunities.

DELETION OF DATA
The personal data is stored in EQ executive search’s candidate system for a limited period of time, not longer than six months, in order to establish a relationship between you and EQ executive search with the aim of converting the initial contact to a recruitment and/or consulting hiring process. If in contact with one of EQ executive search’s employees, you indicate that you are not interested in a further dialogue, EQ executive search will no longer process your personal data in its candidate system. EQ executive search process all such requests on a monthly basis.
Candidates who have consented to continued relationship with EQ executive search

EQ executive search has implemented a routine according to which, every employee who contacts a potential candidate by telephone or through a digital channel and where the contact leads to a mutual wish for a continued dialogue, will send a follow-up e-mail directing the potential candidate to a digital candidate platform. On this digital platform, consent is obtained from the potential candidate to the processing of personal data in accordance with this Policy and to the storage of the personal data in EQ executive search’s database. Once consent has been obtained, the potential candidate is considered to be a candidate.

In order to contact or present job offers to candidates who have consented to the storage of their personal data in EQ executive search’s candidate database and to maintain a relationship with these candidates, EQ executive search processes the candidates’ personal data. EQ executive search has collected the personal data from you, EQ executive search’s internal networks and/ or through searches in third party sources. Apart from information regarding dietary preferences (in connection with events and lectures etc.) EQ executive search will not actively collect or process any special categories of personal data (such as trade union membership, political opinions, sexual orientation or religious beliefs) or data that is irrelevant to recruitment and/or consulting. It is therefore important that you as a candidate do not provide such sensitive personal data when applying for a job. It is also important that you, if applicable, inform any references that their personal data has been transferred to EQ executive search. During a recruitment and/or consulting process, you, as a candidate, may need to perform personality and/or competency tests provided by a third party. Your personal data may be transferred to and processed by the third party provider for the performance of such tests. The processing of your personal data for the purpose of the performance of recruitment and/or consulting processes is based upon your consent.

DELETION OF DATA
EQ executive search will store your personal data for future career opportunities. You may at any time send an e-mail to contact@eqexecutivesearch.com to withdraw your consent. EQ executive search process all such requests on a monthly basis. Personal data that is relevant only to a specific recruitment or consulting process, such as notes from interviews and information from references is stored as long as it is needed for the process in question and thereafter up to two years. The data is stored in order for EQ executive search to exercise its rights in the event of a discrimination dispute. EQ executive search also has routines in place for deleting personal data in its candidate system in order to keep it updated. Transferring of personal data to customer

RECRUITMENT PROCESSES
EQ executive search may transfer your personal data to a customer during a recruitment process. With regard to your integrity, EQ executive search only transfer personal data stored in your profile after there has been a dialogue and you have shown interest for the job in question. EQ executive search does however preserve the right to share (not transfer) your profile with customers that EQ executive search regards to be of interest due to your professional qualifications. Your test results delivered from a test provider may be transferred to the customer for the job you have applied for.

CONSULTING HIRING PROCESSES
EQ executive search may transfer your personal data to a customer or a potential customer during a consulting hiring process. With respect to your integrity, EQ executive search will only transfer personal data stored in your profile after there has been a dialogue and you have shown interest for the assignment in question, EQ executive search does however preserve the right to share (not transfer) your profile with customers that EQ executive search regards to be of interest due to your professional qualifications. Your test results delivered from a test provider may be transferred to the customer for the assignment you have applied for.

Seminars and educational sessions
In order to provide seminars and educational sessions, register the number of participants, print the necessary documentation and market such seminars and educational sessions, EQ executive search has a need to process the participants’ personal data.

The processing is based on EQ executive search’s legitimate interest of being able to, inter alia, draft attendance lists and to administer the seminars and educational sessions that you have signed up for. It is also in your employer’s interest that you attend such seminars that you have shown an interest in. Your personal data that is included on a participants’ list may be transferred to the external lectures who are responsible for conducting the seminars and educational sessions and to hired printing companies. The transfer of personal data is made for preparatory purposes, such as the printing of teaching materials, certificates and diplomas.

DELETION OF DATA
Your personal data will be processed by EQ executive search during the relevant seminar or educational session and one year thereafter for marketing purposes. The processing of your personal data will however cease without undue delay upon your explicit request. EQ executive search process all such requests on a monthly basis.

Processing of civic registration numbers
EQ executive search will only process your civic registration number without your consent when it is justified with regard to the purpose, the importance of a secure identification or some other noteworthy reason. This means that civic registration numbers will only be processed in order to conduct background checks or in those instances where the customer’s business is run in the form of a sole proprietorship.

Security measures
EQ executive search has taken a number of security measures to ensure that the personal data is kept secure and to protect it against unauthorized access, disclosure or misuse. For example, access to areas where personal data is stored is limited to employees and service providers who require it in the course of their duties and who are informed of the importance of maintaining the security and confidentiality of the personal data that EQ executive search stores. Moreover, EQ executive search has established routines for the usage of passwords and work that is conducted outside of the office and abroad. EQ executive search also monitors its systems to discover vulnerabilities in order to protect your personal data.

The use of personal data processors
In those instances where it is necessary in order for EQ executive search to be able to offer its services, EQ executive search will transfer your personal data to companies, who in relation to EQ executive search, takes the position of personal data processor. The data processors may only process the transferred data on behalf of EQ executive search and in accordance with EQ executive search’s documented instructions. EQ executive search will only transfer your personal data to data processors for purposes that are compatible with the purposes for which EQ executive search has collected the personal data. EQ executive search will also ensure, through written agreements that the data processors undertake to comply with the subsidiary’s security requirements and restrictions as well as requirements regarding international transfer of personal data.

Your rights
As a data subject, you always have the right to turn to EQ executive search to exercise your rights. You are also always entitled to contact us at contact@eqexecutivesearch.com.