Use of personal data in the recruitment process

How we use and secure your personal information

The purpose of collecting personal data in the recruitment process is to assess whether a given candidate is qualified for a position at Melsing.

When you apply for a position with us, encouraged or unsolicited, we receive and process a number of personal information about you. This means that we are the data controllers of the personal data that we process about you.

Contact info
Melsing Engineering & Consulting ApS | CVR: 20286830
Strib Landevej 7, Strib
5500 Middelfart
Phone: + 45 64 40 66 11

In connection with the recruitment process, we use basic personal data about you, but it may also occur that we process special personal data such as your Personal ID number (CPR). In the following text you can read more about what type of information we use when you apply for a position with us.

Data Protection Advisor
If you have any questions about the personal information we deal with about you, please contact our Data Protection Advisor on the contact email mentioned above.

When we receive your application
In the recruitment process, it is the personal data that appears from your application, CV and other documents that are enclosed that are stored.

Typically the data include the following information: Name, address, date of birth, sex, phone number, email address, personal ID number (CPR), civil status, education(s), career history, driving license information, recommendations / references and diplomas.

We use the Data Protection Regulation. 6 (1) (b) as a legal basis, since it is a personal data that you have submitted to us for the purpose of being hired.

Assessing the application
We specifically assess each applicant’s qualifications in relation to the position posted. When we have read the applications, we select candidates for interview(s). The candidates who have not been called for an interview will be notified.

When we have selected you for an interview
In connection with the employment interview(s), we receive additional information about you, which we note and keep for the further recruitment process.

We use the Data Protection Regulation. 6 (1) (b) as a legal basis, since it is a personal data that you have provided for the purpose of being hired.

Information from social media
When recruiting for positions with a focus on customer and collaborative relationships, it may be relevant that we conduct a search on social media such as LinkedIn and Facebook.

We use the ‘interest balancing rule’ of the data protection regulation. 6 (1) (f) as a legal basis for obtaining information on candidates from social media. We do this in order to assess whether you have a profile that fits in with the company and in the specific position.

Information from former employer
For some postitions is necessary to obtain references from previous employers. If we obtain references from one or more of your former employers, we will record the information we receive.

We use your consent under Article 6 (1) (a) of the Data Protection Regulation as a legal basis for processing this information and you will therefore be asked to give your consent before contacting one or more of your former employers. You can withdraw your consent at any time. You can do this by contacting us at the contact details above. If you withdraw your consent, it will not be effective until that time. Therefore it does not affect the legality of our processing of the information until the time you withdraw your consent.

Storage and deletion
If you receive a rejection, we will delete the information we have registered about you within 6 months.
If you are employed, we will store the information that has been part of the recruitment process in your staff folder.

Keep application for later recruitment
In some situations we would like to save your application even if you have been refused, for later recruitment. If we want to save your application, we will ask for your consent to this.

Other recipients who can process your information
In connection with the recruitment process, there may be others who will receive your personal information. This can be public authorities in connection with flex jobs or similar schemes.

Your rights
According to the legislation in the Data Protection Regulation and the Data Protection Act, you have a number of rights. If you want to exercise your rights, please contact us.

Right to see information (right of access), Article 15
You have the right to gain insight into the information we deal with about you, as well as a number of additional information.

Right to rectification, Article 16
You have the right to get incorrect information about yourself corrected.

Right to deletion, Article 17
In special cases, you have the right to have your information deleted earlier than our  deleting procedure is scheduled for.

Right to limitation of treatment, Article 18
In special cases, you may have the right to limit the processing of your personal data. In that case we may only process your information – except for storage – with your consent or for the purposes of legal claim, enforcement or defense, or for the protection of a person or important public interest.

Right to objection, Article 21
In some cases, you have the right to object to our otherwise legal processing of your personal information.

Right to transmit information (data portability), Article 20
You may, in certain cases, be entitled to receive your personal information in a structured, commonly used and machine-readable format, and to have these personal data transferred from one data controller to another without hindrance.

You can read more about your rights at

Appeal to the Data Inspectorate
You have the opportunity to complain about our processing of your personal data to the Data Inspectorate. You will find the Data Inspectorate’s contact information on the Data Inspectorate’s website

Changes in the processing of personal data by recruitment
We reserve the right to update and modify this document “Use of personal data during recruitment”. If the guidelines are changed, the date of “Latest revised” is corrected at the bottom of the page. Guidelines are reviewed and, if necessary, reviewed once a year.

Last reviewed: 25-05-2018

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