Privacy policy, Jot-Rent Oy
Data controller: Jot-Rent Oy
Data protection officer: CEO Jari Riihijärvi
Personnel authorized to handle data: Assistant Pirkko Karjalainen, Supervisor Jarkko Markus, Supervisor Tomi Tervo
Collecting data:
What:
- Jot-Rent collects data from job applicants who fill out the job application form as well as data from employers who fill out the workforce application form on the jot-rent.fi -website
- Detailed information from job applicants will be enquired again at the time of hiring. The data will be added to the Tikon-system.
Why: Recruitment, hiring, employment
Registers:
Job applicants’ and employers’ form roster and labor union roster
- Paper versions in locked cabinet at the Jot-Rent office
- Excel versions in cloud computing on the Jot-Rent office365service
- Access to rosters for authorized personnel
- The cabinet is locked, access to keys for authorized personnel
- Personal usernames and passwords for cloud computing
Job applicants’ information in the Jot-Rent Tikon -payroll system
- In protected and encrypted computers 1 and 2 at the Jot-Rent office
- Access to information for the assistant and CEO
- Personal usernames and passwords for the Tikon-system
Employees’ occupational health register
- Terveystalo’s cloud computing
- Encrypted server
- Access to information for CEO and assistant
- Personal usernames and passwords for CEO and assistant
Employees’ payroll information
- Accounting company
- Encrypted server
- Access to information for CEO and assistant
- Personal usernames and passwords for CEO and assistant
Data processing
- Right to process data for authorized personnel
- Jot-Rent asks for permission to register information from every individual separately (also on employment contracts)
- Individuals under 16 will require a guardian’s permission
- Job applications will be kept for 6 months, workforce applications for 5 years. After this the data will be completely deleted.
- Documents, such as employment contracts, are stored according to operation system and law enforcement guidelines
- All individuals in the register have the right to remove or edit their own information
- The register data is stored in an operation system folder in a locked cabinet at the Jot-Rent office and cloud computing at office365
- The cabinet has a lock – keys for authorized personnel
- Personal usernames and passwords for authorized personnel in cloud computing
- The data protection officer must inform surveillance authorities within 72 hours in the case of an information security violation
- All contracts must be made in written form
Attachments in locked cabinet at the Jot-Rent office
- Confirmation Accounting company
- Confirmation Terveystalo
- Confirmation Office365
- Mindmap of all registers