Who processes your data? (Controller)

Arctic HR Oy (3109544-4)
Hopeatie 13 A, 02130 Espoo
+358 (0) 40 5435228
elina@arctichr.com

What is this policy for?
We collect certain personal data about our existing and potential customers and we want to be open about it.

Arctic HR collects this data so that we are, for example, able to respond to requests for new business and process agent and job applications sent to us. We also use analytics on our website to learn more about how it is used and how we can improve it.

In this Privacy Policy, you’ll find details about the data we collect about you and how we use it to make our services work in the best possible way for you.

Why do we collect your data?
We collect and process your data to provide you the best possible experience on our website, and for marketing, sales and recruitment purposes.

What data do we collect and how do we use it?
Freelancers looking for projects & software professionals looking for a job:

If you apply for an agent or seek help for your next career steps, we’ll collect the following information about you (you may have provided this on our website, or we’ve obtained it during the contacting process):

Your name and contact information;

● Professional interests and skills;
● Where you would like to work;
● Link to your LinkedIn profile;
● Cover letter, CV and other files/information that you personally wish to send us;
● And data relevant for processing the application as obtained during discussions, interviews and other communication between Arctic HR and you.

We use this data only for the purposes of processing your application, communicating with you and to find out the relevant professional information required for finding you the best jobs and/or projects. This means that we use this data for presenting your skills and employment history to potential employers and cooperation partners who are looking for talent. We do not share your information with anyone else, unless it is expressly required by applicable laws or requests by public authorities.

Recruitment candidates:

If you apply to become part of the Arctic community, we’ll collect the following information about you (you may have provided this on our website, or we’ve obtained it during the recruitment process):

● Your name and contact information;
● Professional interests and skills;
● Link to your LinkedIn profile;
● Cover letter, CV and other files/information that you personally wish to send us;
● And data relevant for processing the application as obtained during discussions, interviews and other communication between Arctic HR and you.

We use this data only for the purposes of processing your application and communicating with you during our recruitment process. We do not share your information with anyone else, unless it is expressly required by applicable laws or requests by public authorities.

Customers, Partners and other contacts:

If you are an existing Arctic HR customer or have approached us regarding new business opportunities, in order to be able to stay in touch with you, we collect and process the following data:

● Name, title, contact information;
● Information on your organisation and your position in it;
● Your requests and the necessary information and notes concerning such contacts between you and Arctic HR (such as services ordered and provided, billing information, information on meetings and communication between you and us);
● Information on newsletter, marketing, event or invitation concerning you;
● And data created based on the above described data we already have.

We obtain this data when you send contact requests to us, by receiving data from a reliable public source such as public company databases, or in the context of our services to you or your dealings with us (e.g. contact details to communicate with you about our existing customer relationship).

We use this data for:

● Managing the business relationship between you and Arctic HR;
● Processing requests you send to us, providing our services and pursuing the legitimate interests of Arctic HR related to such request and services;
● Promoting our services and communicating with you and;
● Analysing, planning and improving our operations.

We do not share your data outside Arctic HR, unless expressly required by applicable laws or relevant authorities. At your permission we may share your data to our trusted partners if making your request happen requires us to do so.

Arctic HR has a legitimate interest to process the above listed personal data for the purposes described above. This interest is based on your connection with us and concerns e.g. your position in a company related to us or your direct request to us.

What data do we collect and where?
We use cookies on our website to improve its user experience. Cookies are small text files that a browser saves on your device and they are used, for example, when a service wants to save your information when moving from one website to another. Some of the cookies are deemed as necessary for a website to function properly. Others make us wiser in how we can help you even better. If you don’t want to use cookies, you can change your cookie settings at any time in your browser.

We use Google Analytics to collect information about how users behave on our website. We use the information to compile reports and to help us improve the site. These cookies collect the number of visitors to the website, where visitors have come to the website from and the pages they visited. You can read more about these cookies and how Google safeguards them here.

Who processes your data? (Recipients)
We may process your data on Google’s cloud servers – you can find more detailed information here. We may also process your data on HubSpot’s cloud servers. You can access HubSpot’s privacy police here.

Do we share your data outside the European Union or the European Economic Area? (Transfers to Third Countries)
Data on existing and potential customers, freelancers and recruitment candidates may be stored by Trello, Inc., and Slack Technologies LLC, U.S. based service providers as necessary for processing the customer and recruitment data. Data on our clients, freelancers and other contacts may also be processed by service providers located outside of the EEA for example on our Hubspot platform.

In such cases Arctic HR ensures the legality of such data transfer by having entered into appropriate contracts with such service providers to ensure the lawful processing of your data. Such contracts include the standard contractual clauses based on the decision of the European Commission of 5 February 2010 on standard contractual clauses for the transfer of personal data to processors established in third countries.

How long do we keep your data? (Storage Period)

We store the data concerning our existing customers, requests for new business co-operations, freelancers and recruitment candidates only as long as is necessary for the respective purpose. Since this period depends on the case at hand, we review the necessity of our data regularly and erase data when it is no longer needed.

What are your rights? (Rights of Data Subject)
You can at any time ask us:
- to confirm if we process any personal data related to you and to deliver an electronic copy of such data,
- to correct any inaccurate personal data related to you,
- to erase any personal data related to you,
- to restrict us processing any personal data related to you, and
- to stop processing any personal data related to you due to personal reasons.

You can request an electronic copy of your data by emailing us at elina@arctichr.com.

You can always deny us from using any personal data related to you for direct marketing purposes. You can also at any time withdraw your consent for processing. To do this, email us at elina@arctichr.com.

What if I want to file a complaint? (Right to Complain)
Data protection laws are supervised in Finland by the Finnish Data Protection Ombudsman. If you have questions belonging to the jurisdiction of the Data Protection Ombudsman, or if you wish to lodge a complaint regarding processing of personal data, you may contact the Data Protection Ombudsman’s office as instructed at www.tietosuoja.fi.

How do we secure your data?
We consider all personal data we collect to be confidential. Your data can only be accessed by the Arctic HR employees when it is necessary for them to perform their work related to your data.

The network and equipment of Arctic HR have been secured by using appropriate measures to protect the personal data against unauthorised access and accidental or unlawful destruction, alteration, disclosure, transfer or other unlawful forms of processing.

We may outsource our processing of personal data to external service providers. In such events we enter into appropriate agreements with the providers in order to ensure that your personal data is processed confidentially and in accordance with this Privacy Policy and any applicable laws.

Changes to this Privacy Policy
We may update this Privacy Policy as we improve our website and operations. The updated policy will be made available on our website.