Data Privacy notice for job applicants

Alfa Laval respect and process your personal data with due care at all times. When applying through our career site, you shall feel confident that your privacy is respected. This Privacy Notice describes how Alfa Laval process the personal data you submit when applying for a job position and joining our talent community for job opportunities.

Please read this privacy notice carefully to understand how Alfa Laval process the information you provide. It is your own free choice to accept this privacy notice. If you do not want to accept, Alfa Laval will not be able to collect and process your application and we cannot take you into consideration for job positions.

Responsibility as Controller

The Alfa Laval Group consists of many different companies situated in various geographical locations. The relevant Alfa Laval Group company that you apply for a job with is the controller for the information we collect and process about you for the purposes detailed below. Personal information will only be collected and processed by Alfa Laval in accordance with applicable privacy laws. A list of companies included in Alfa Laval Group is made available in the Group Annual and Sustainable Report available on our website.

How we handle the data that is submitted by you

Personal data is entered when creating a candidate profile, by applying for a job position and by joining our Talent Community. Your personal data is handled in accordance with this Privacy Notice.

In the event of your application resulting in an offer and your acceptance of a position at Alfa Laval, your personal information will be stored and maintained by Alfa Laval according to internal policies.

In the event of your recruitment process being unsuccessful, your personal information may be stored in our Talent Community for future job opportunities with Alfa Laval.

What information do we collect?

The information about you that we may collect, hold and process is set out below:

Your name
Your email address
Your telephone number
CV and or work history
Job preferences including role, geographical areas, and salary
Any other work-related information you provide, for example, education or training certificates
Gender identity (voluntary)

If relevant, we may also collect, hold and process the following:

Your citizenship
Your location
Passport
Permits and visas
Date of birth
National insurance number
Full details of job offers, placements and preferences
Outcome of criminal record checks and security clearance for certain roles
Medical information
References
A log of our communications with you by email and telephone
Assessment results

The information will have been provided, or will be provided, by you directly or by a third party who we work with, such as employment business or agency.

In the case of references, these will be from your previous employers. Please note, that you are responsible for informing such references that they may be contacted by Alfa Laval and to obtain acceptance from the reference before providing us with personal information such as name and contact information to such references.

How we use the information

The personal data is collected to facilitate the recruitment process and may be used as follows:

To evaluate you as a potential candidate for vacant positions you applied to
To ascertain that you have the right to work in the relevant jurisdiction(s)
To undertake relevant security and criminal record checks as required by and as permitted by law
To deal with any medical and health and safety issues relating to certain positions and as permitted by law
To put in place contractual arrangements and documentation once a role has been secured
To match your skill sets with listed job vacancies to assist in finding you the positions that most suit you
To keep you informed of available opportunities as they arise
Anonymized reporting purposes.

What is the legal basis for the processing of your personal data?

Legitimate interest – Alfa Laval has a legitimate interest in processing and storing your personal data for evaluating you as a potential candidate for the position you apply to and to document the recruitment process.
Consent - we rely on your consent to store your information in our Talent community to contact you regarding relevant positions.
Contractual obligation – We rely on this legal basis if you are hired. We keep your personal data to be able to enter a contract with you and to document the recruitment process.
Legal obligation – We rely on this legal basis if we need information and documentation to establish your right to work is processed by us as we are legally obligated to do so.
Legal obligation or consent for medical purpose - In respect of medical information, our basis for processing this category of personal data will depend on the circumstances but will usually be for one of the following reasons: Alfa Laval having a legal obligation or Consent from you.
Legal obligation or consent for criminal record checks - Information in relation to criminal record checks, which are relevant for certain positions, will be processed on the basis that we comply with the applicable law. In certain instances, we may require your consent.

Once a position is assigned to you, we will process your personal data, for the purpose of you entering a contract. When the contract is entered, your personal data will be processed in accordance with the internal Data Privacy Policy for employees at Alfa Laval. The policy will be a part of the employment contract or onboarding material.

Talent Community

The Talent Community is a shared community where candidates can be contacted for future job opportunities. Candidates can enter the Talent Community by either;

Entering personal information by using and of the functions, on our career site, example:

Refer a friend
Sign up for Job Alert
Apply button transferring to create Workday account
Join our Talent Community (and sharing their CV/resume)

When you decide to join the Talent Community, you consent to Alfa Laval processing and storing your personal data for this purpose and in accordance with this Privacy Notice, the data will be made available and disclosed to HR Talent Acquisition professionals in Alfa Laval companies around the world. This includes areas other than your preferred employment location, read more about this is section 7 & 10 below. A list of Alfa Laval Group companies is made available in the Group Annual and sustainable Report available on our website.

Disclosure of your information

Access to your information is limited to Alfa Laval HR Talent Acquisition Professionals and Alfa Laval employees involved in the recruitment process. Depending on the circumstances of the case, authorized third parties such as agencies and technical staff assisting Alfa Laval in the recruitment process may also be provided access to your information. Data Processing Agreements and Non-Disclosure Agreements are established where relevant as well as access restrictions. Third parties entrusted with such personal data may only use it for the assigned purpose.

How we protect your data

We implement and maintain appropriate technical and organizational security measures designed to protect your personal data against accidental, unlawful, or unauthorized destruction, loss, alteration, access, disclosure or use.

International Data transfers

Alfa Laval may transfer your data within the Alfa Laval Group and to third parties inside and outside the European Union. We will always ascertain that a legal basis for transfers to third countries exists, and a relevant safeguard method for such data transfers so that your Personal Data is treated in a manner that is consistent with and respects the EU laws and other applicable laws and regulations on data protection.

Within the Alfa Laval Group

The Alfa Laval entity you are applying to is a part of a group with headquarter in Sweden and entities located across the world. Alfa Laval may transfer or allow access to the applicant data within the Alfa Laval Group. A list of Alfa Laval Group companies is made available in the Group Annual and Sustainable Report available on our website.

Data Retention

We will only retain your Personal Data for a specific period, as listed below.
In the event of your recruitment process being unsuccessful, a copy of your application including your personal data will be kept in the Alfa Laval portal for the period stated below. You will find more information in below table with country specific needs according to local practice or legislation.

Country	Data retention period after completion recruitment	Data retention period in candidate tool
Germany, Austria, Switzerland, United Kingdom	6 months	1 years
China, Finland, France, Ghana, Italy, Nigeria, Norway, Qatar, Saudi Arabia, Sweden, United Arab Emirates.	2 years	2 years
United States of America	4 years	4 years
All other countries	1 year	1 year

When the retention period ends for being a part our Talent Community, we will ask for your renewed consent, otherwise your profile, including all personal data will be removed/deleted. If you are employed by Alfa Laval relevant data from your recruitment process will be stored during your employment.

Your rights

You have certain rights as an individual which you can exercise under certain circumstances in relation to your Personal Data that we hold. These rights are;
Right to access and information: You have the right to information regarding what personal data we process about you. The right includes access to copies of the personal data but may be limited if e.g. there is confidentiality and the information therefore cannot be disclosed.
Right to rectification: You have the right to request rectification of incomplete or incorrect personal data relating to you.
Right to erasure: You have the right to request erasure of your Personal Data; after which the requested personal data will be erased. The erasure may result in Alfa Laval not being able to include you in recruitment processes or other benefits from the Talent Community.
Right to restriction of processing: You may request restriction or limitation of processing of your Personal Data; (e.g. if the data is no longer needed for the purpose it was processed or if your consent is withdrawn). You may also object to specific processing activities.
Right to objection: You may object to the processing of your Personal Data in general or for specific processing purposes.
Right to data portability: You may in some circumstances request that we transfer your data to you or possible another controller in a structured and usable machine-readable format.
- If you want to exercise these rights, please register your request here.
Right to withdraw consent

You may at any time request to withdraw a consent where consent constitute the lawful basis of our collection and processing of your Personal Data.
You may at any time withdraw your consent by either;
- logging in to your account and on “My Account” “Delete my information”,
- submitting this form, if you don´t have an account.
- Sending an email to dataprivacy@alfalaval.com
Once we have received and processed your notification that you have withdrawn your application, we will no longer process your information for the purpose(s) to which you originally consented.

Contact

Please address any questions, comments and requests regarding our data processing practices here or at dataprivacy@alfalaval.com.

Concerns

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the lead supervising authority, the Swedish Authority for Privacy Protection (“IMY”) at imy@imy.se

Changes to the Privacy Notice

We may from time to time make changes to this Privacy Notice to reflect changes in its legal or regulatory obligations or in the manner in which we deal with your personal data.

We will communicate any revised version of this Privacy Notice, if the change may affect how we process your personal data. Any changes to this Privacy Notice will be effective from the time they are communicated.

Please note, that we only accept applications submitted to our Career Site. We do not accept applications sent via e-mail or other forms of communication, as we do not consider it to be a safe way of processing your personal data.

Version

This notice was published on March 15th, 2024.