Privacy Policy

Kaiku HR Oy, acting as the data controller also for its subsidiaries
Tehtaankatu 6
26100 Rauma
FI2591194-3

Anniina Aho
Data Protection Officer
Kaiku HR Oy
anniina.aho@kaikuhr.fi
+358 (0) 45 632 4093

Kaiku HR Oy’s employee, job seeker, and client registers

The register is used for managing client relationships, communicating with job seekers and employees, and handling employment-related matters, such as payroll administration. Only necessary data is disclosed from the register to third parties when required — for example, to client companies to advance recruitment processes, occupational healthcare services, insurance companies, accounting firms, the enforcement authority, public employment services (TE Services), trade unions, Kela, etc. Data is not disclosed to third parties for direct marketing purposes.

The job applicant register contains information received and collected from the applicant regarding their work and education history, as well as personal identification details such as name, address, telephone number, email address, and date of birth. In addition, the validity periods of required qualification cards are collected from applicants, such as occupational safety, electrical safety, first aid, and hot work cards. Furthermore, any additional information provided by the applicant themselves is stored.

In addition to the above-mentioned information, the employee register contains details such as the personal identity code, bank account number, photo (if provided), tax number and information required by the tax authorities, direct debit requests for trade unions, attachment/garnishment orders, payroll details, time tracking records, etc. More sensitive data that may be required, such as sick leave certificates, is stored separately from other personal data.

The client register contains contact information for key contacts, company contact and corporate details, pay period information, and other contractual details, such as those related to invoicing.

Contact and client relationship data in the registers are obtained when a client or employment relationship is established and when recruitment processes begin. Information is primarily collected from client contact persons, the registered individuals themselves, and authorities. Data is updated whenever necessary. The company may also enter data into the registers regarding individuals with whom it aims to establish client relationships. Such information is obtained as part of daily business operations, from the registered individuals themselves, and/or from providers of register data services.

Data is not disclosed to unnecessary third parties. However, information may be disclosed to authorities within the limits required and permitted by law. In situations where the processing of personal data is outsourced, necessary information may be provided to an authorized data processor in accordance with data protection legislation, such as an accounting firm. In subcontracting arrangements, data is processed on behalf of Kaiku HR Oy, ensuring that information is not used for purposes other than providing the agreed services. Data is not transferred outside the EU or the European Economic Area without the consent of the data subject.

Necessary manual material requiring retention is stored in locked cabinets. Electronically processed data is protected from parties outside the organization using internal systems behind personal passwords and, when necessary, encrypted email connections.

Database access rights are restricted to a necessary level based on staff job responsibilities. Data is processed only by personnel whose duties require data processing. The processing of personal data respects the rights and privacy protection of the data subject and complies with the framework established by data protection legislation. The amount of personal data collected is minimized, and a fully digital approach is pursued where possible.

Personal data is processed for the duration of the contract or client relationship. Upon a registered job applicant’s own request, data concerning them will be deleted if there are no grounds for storing the data. After the termination of contract and client relationships, personal data is deleted following the statutory 10-year retention period. Personal data is stored as long as there is justification for doing so, but where necessary, for the time required by legislation.

In accordance with Section 26 of the Personal Data Act, the data subject has the right to inspect the data concerning them stored in the register by submitting a written request to Kaiku HR Oy.

If there are errors in the registered data, the data subject may request the correction of inaccurate data concerning themselves in the personal data register. The request must be made in writing and submitted to the address: Kaiku HR Oy, Tehtaankatu 6, 26100 Rauma or by email to anniina.aho@kaikuhr.fi. Personal data may be rectified, for example, based on additional clarification provided by the data subject.

In accordance with Section 30 of the Personal Data Act, the data subject has the right to prohibit the data controller from processing data concerning themselves for direct advertising, distance selling, and other direct marketing, as well as for market and opinion research, personal registers, and genealogical research. If changes occur in operations that involve such processing of personal data, data subjects will be notified of the matter, along with their rights and how their data is used.