Privacy Policy for candidates/applicants
Privacy at Oda
You know us best as a grocery delivery company, but behind the scenes Oda is a tech company that has always focused on protecting and respecting our users’ information right from the start. All of us who work here have been through the candidate process at Oda ourselves, and we value privacy on a personal level; we know that we must strive to earn and maintain your trust.
To live up to both your expectations and our own, we have written a clearly worded privacy policy.
All our collection and use of personal data is subject to your local data protection legislation, including the EU's General Data Protection Regulation (2016/679), also known as GDPR. We consider compliance with these regulations as the bare minimum, and will always work hard to go beyond this baseline when it comes to ethical and sensible use of your data.
About this policy
Oda’s privacy policy for applicants/candidates informs you about how we collect, store, process and protect your personal data through our recruitment activities, process and system called Lever.
Put simply, when you apply for a position at Oda, you share some data with us. We want to be completely transparent about what we know about you, how we use that information, who we share it with, and the rights you have to control, change and access it.
We have written this privacy policy to:
show what we do to protect and respect your privacy;
explain how we collect, use, and store your personal data; and
give you information about your rights.
We will do our best to explain all this in an understandable way, keeping the information free of complex legal jargon. If you still have questions, please feel free to contact us.
Data collection
Personal data
When we talk about personal data, we mean information that can be linked to an individual. In the context of this policy, that might include your name, home address, phone number, email address, etc.
We will sometimes refer to this kind of information simply as “data” and we’ll make it clear in cases where the data has been anonymized (in other words stripped of details that identify you individually).
How we collect data
What data we collect about you depends on whether you as a candidate apply directly, or if you are referred to us by other sources. We collect personal data that:
You provide to us, for example when you apply for a position through our career pages and recruitment system Lever.
We receive from external job services like LinkedIn or Finn.no. If you give your information directly to these partners, we receive information from them when you decide to apply for a position at Oda through these services.
Are added as a referral, for example by other employees at Oda, recruitment partners of Oda, or from registering at an event hosted by Oda.
You register in our contact form, for getting contacted by us about positions in Oda
It’s completely voluntary to share information with us, but it’s necessary if you want to be considered for a position at Oda. If you are referred to us without your knowledge, we will inform you about this, your rights and ask and ask if we can store your data to match you up against open positions in Oda. Read more about how long we store your data in the section “How long we store your data” in this policy.
What we collect
In an application process we will typically collect personal data in the following categories:
Basic information; Name, Current company
Contact information; E-mail and/or phone number
Qualifications; Resume/CV, cover letter and transcript of grades
Background information; Information about you from references you provide us with
Feedback on applicants/candidates; Comments and feedback from interviewers when evaluating your application internally
Test results; If applicable for the position, results from assessment tests
Salary expectations, if given by candidate
Some of this information is added when you initially register, while other information such as background information, test results and similar could be added throughout the process.
How we use data
Recruitment and evaluation of candidates: The main purpose for collecting and processing your data is recruitment of candidates, typically to evaluate an application or finalize a hiring. The legal basis for this is:
When you apply directly to a specific position at Oda; we process this data as a part of necessary steps prior to entering into a contract with you, and our legal basis is contract. . As you personally save your application data to our system and ask us to review it when you apply for a position, it is considered necessary to process and store your data for the duration of time while you are being considered for this position...
When we store you in our candidate database after your recruitment process is over; we use consent as a legal basis. If we are no longer reviewing you for a position you have applied to (for example if the position is hired and the recruitment process closed) we will only keep storing your data if we have been given your consent to data storage, which we will ask you to opt-in for when you apply at Oda.
When you are added as a referral to Oda by others than yourself; We contact you to inform you about the data storage and ask you if this is of interest, and either ask for your consent for general storage in our candidate database or if you wish to be considered for a specific position (in which case our legal basis is contract). We will contact you in due time (typically within 30 days).
Statistical purposes: We could also use the information to measure statistical data like number of applications, and similar. This information will be processed and stored on an aggregated level, and can not be used to identify an individual. The legal basis for this is our legitimate interest to improve our recruitment process.
Complying with laws and regulations: We process personal data to comply with accounting laws and similar regulations, including presenting information to authorities when the law requires it.
Other purposes you have consented to: We might process your personal data for other purposes, but only when you have given us your consent. An example of this might be when you sign up to receive newsletters and marketing emails from us.
Data protection
How we store and protect your data
Protecting your data is one of our top priorities. Our security work includes both physical, technical and administrative measures and includes risk assessments, access management, archiving routines, data handling routines and much more. The security measures we have in place will prevent your data from getting lost.
We regularly review whether there are changes or improvements we can make in risk exposure, technology choices, training, and in relation to legal requirements. You can rest assured that Oda always stores your data in a secure way.
Transfers outside the EU/EEA
We mainly process personal data in Norway and within the EU/EEA. In some cases, we work with partners located outside the EU/EEA (sometimes referred to as “third countries”), and in these situations we take extra precautions to ensure that your data is processed to our standards through measures like:
Using the European Commission's standard agreement that ensures the transfer of data to third countries (Standard Contractual Clauses); and
Transferring data to countries pre-approved by the European Commission.
Should you wish to receive more information on the precautions applicable to transfers of personal data outside the EU/EEA, please contact us at privacy@oda.com.
How long we store your data
Candidate data is stored in our recruitment system Lever.
If you apply to Oda and have not opted in to future data storage, meaning you have not given us consent to store your data, we will anonymize your data after the recruitment process in which you applied for is closed or your evaluation for the given position is concluded. In these instances, we will anonymize your data in due time (typically within 30 days).
If you apply to Oda and opt-in to future data storage, meaning you have given us consent to store your data for the purposes of later recruitment processes, we may store your information for up to two years.
If you have been referred/sourced to Oda, we will contact you to ask for your interest in Oda and your consent to data storage. If you do not give your consent, we will delete your data in due time (typically within 30 days). If you indicate to us that you are interested in being considered for a position at Oda, we will store the data in the same manner as for applicants.
After storing your information for 2 years, we will either: Anonymize your data or — if we wish to consider you for future opportunities — we will send you a new email when the deadline arrives to ask for your consent to extend the data storage.
How we handle data breaches
In the case of a personal data breach, we will without undue delay and, where feasible, not later than 72 hours after becoming aware of it, notify the personal data breach to the local Data Protection Authority. The only exception to this routine is if the breach is unlikely to result in a risk to your rights and freedoms.
Data sharing
Only employees at Oda’s Talent Acquisition department and employees at Oda involved in the recruitment process will have access to your information.
Our recruitment vendor partners and support functions in our recruitment system Lever will have access to the information, to the extent it’s necessary for them to fulfill their services with us. In all these cases we have contractual agreements to make sure that they can’t use your information for their own purposes.
Cookies and tracking
Background
We use cookies and similar technologies on our websites and other digital services, such as our career website. A cookie is a piece of text that is stored on your device that helps us determine which parts of our websites are most popular, as well as which pages users visit, and for how long. The data is used to give you a good experience and to improve performance of our websites.
We may combine cookie data with other data we have registered about you and your relationship with us, but only when permitted by applicable laws or when you have given us your consent.
How and why
Here are some details about the type of cookies and how we use them on our career sites:
Analysis of use and development of the career page: These cookies help us look at people’s use of our career web page so that we can improve them. We collect and store basic data about which pages our users click on or search for, which parts of the site are most popular, which links you came from or follow, and how long you stay. This is to be able to learn what you are interested in, as well as to improve the content of the page.
Third-party providers: We use Google Analytics on our career website for audience measurement and basic analytics. We have embedded videos from youtube on our website. These videos are played from a Youtube frame and when you play a video, you access the Google Inc. website www.youtube.de via the frame itself. We do not control of influence the data collection and use from this frame, Google is data controller for your data. You can find more information about how Google handles your data under the following link: https://policies.google.com/privacy?hl=de&gl=de
Oda respects the "Do Not Track" header, which you can enable in most browsers. You can also read more about advertising with cookies and opt out completely for one or more third-party providers on the opt-out page of the Network Advertising Initiative.
Your rights
On requests sent to privacy@oda.com, you always have the right to:
Know what data we have about you
This is known as “Right of access”. You have the right to know what personal data we process and how we process it.
Correct any incorrect information
This is known as “Right to rectification”. It’s important that the information we have about you is correct. If it isn’t, you have the right to demand that we correct it.
Receive your data in a readable format
This is known as “Right to data portability”. You have the right to receive personal data we have about you in a structured, commonly used and machine-readable format.
Withdraw your consent
This is known as “Right of withdrawal”. You have the right to withdraw your consent for us to process your data in cases where consent is the reason we process it.
Object to our processing
You have the right to object to the processing of your personal data which is based on our legitimate interests.
Restrict the use of your data
Under certain circumstances you have the right to request that the processing of your personal data is restricted.
Be forgotten
Sometimes known as “Right to erasure”, you can always delete your personal data when applying at Oda. We automatically erase personal data when it is no longer needed, but you can also request that we erase your personal data upon request.
Changes to this policy
When you apply to a job at Oda, you agree to the contents of the policy and take on responsibility to familiarize yourself with it. Our latest Privacy Policy is always available on these pages, and we will always state the date of the most recent change. We might update our Privacy Policy when there are changes in legislation, our practices, or when needed for any other reason. We will share information about any significant changes, which will apply from the time and date of this announcement.
Questions and concerns
Oda Group Services AS is responsible for the processing of personal data as described in this policy. If you disagree with how we process your personal data or have questions, please feel free to send us an email at privacy@oda.com or write a letter to: Oda Group Services AS, Nydalsveien 24, 0484 Oslo, Norway.
If you believe that the way we process personal data doesn’t match up with what we have described here, or that we are in violation of data protection legislation, you can also get in direct contact with your local data protection authority. You can find information on how to contact your local data protection authority on their website. You may also contact our data protection officer by e-mail at dpo@oda.com.
Publish date: 16.11.2021
Last updated: 15.11.2022