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