RecMan Privacy Policy

by Gøran Sæland August 5th, 2020

RecMan Privacy Policy

When you come in contact with or use any of our services, you are trusting us with your information. We acknowledge this as a tremendous responsibility and therefore work hard to protect it within the scope of our control.

What you need to know about how we protect your information

1. Introduction

This Privacy Policy (“Policy”) is meant to give you an understanding of the information we collect, the data we process, why this is done, and how you can update, manage, export, and delete your information. Note that this is a general policy, and the agreements you may have with us or our clients could override some of the content of this Policy. If you are not in agreement with this Policy, we advise you to stop using any of the services related to RecMan as an IT solution (“RaaS”).

As described in the Overview, RecMan as a whole is vast with a complex environment. We highly recommend that you read the Overview before moving forward with the content of this Policy.

2. What we are and what we do

We provide a wide range of services with RecMan at its core for organisations and individuals all over the world to smile at and trust the IT solution on their screen; either it is for manager to grow their business, organisation to administer their resources efficiently, employees or co-workers to have an easier and productive day-to-day, candidates to manage their profile with simplicity, companies believing in their suppliers, or industries in general to flourish - we are here to make it happen.

On the never ending journey to provide everyone with the security and control they deserve, RecMan is designed and built to make you the master of your information. RecMan may show itself to you in different ways, and we want you to know in which instance the RaaS is presented to you, and how this may relate to this Policy.

3. RecMan’s many faces

We do have full ownership of RecMan, where we are the one who develops, maintains, and supports it. Our clients do however license a personal and isolated entity with private entry, thus gaining access to all or some of the other commercial and supporting services and features we provide. This in itself may be confusing to some, and the following is intended to clarify.

3.1. Our own

Our face is the one of the organisation and its brand - RecMan. The website recman.no will consist of everything you will need to know about us, our services, and RaaS altogether. The RecMan logo, and the RecMan brand is there to inform you that we are the ones responsible for the instance you are observing on your computer, TV, tablet, or phone. We have no intention of hiding in the shadows, and are proud to show our presence. We do also have a page on both Facebook and LinkedIn if you are ever interested in learning more.

We do utilise RaaS to conduct our daily business, and from time to time, we publish job posts and perform recruitments of our own. This may be visible on the website career.recman.no, which is the career page for our organisation’s RecMan entity.

The privacy policies for our website and the career page are separate as these sites collect and process data and different types of information for separate purposes.

3.2 Our client

Any client of ours will have access to their own organisation’s RecMan where they “paint” this entity with one or more brands. One single entity could to the external eye be interpreted as different entities. For example, if a parent company provides the two services of recruitment and staffing, they may want to segregate the services in two departments or legal companies. With RecMan, they may then have two career pages for each of the two services they provide, and their customers, candidates, applicants, and others will interpret these pages as having no connection to each other. This is made possible as they can set up two career pages i.e. companyrecrutiment.recman.no and companystaffing.recman.no. Both of these are administered by the parent company within one RecMan entity, but as each career page is intended for separate purposes, the privacy policy, terms and conditions, and cookie notice may vary between the career pages.

We highly recommend that you as a data subject read the policies, terms, and conditions for any career page you may encounter, as these are the ones applicable to the information you are uploading. This also means that your profile on one career page may not be used on another.

3.3 Our services

RecMan is used all over the world, and in countless industries. Even though you have never worked in an organisation that utilise RaaS, or been a candidate that have registered a profile on a career page, you may still come across services which are directly or indirectly connected to RecMan. If one of our clients provides you their services or products, you could receive candidate presentations, contracts or agreements, forms, and other services available from RecMan. These may be branded with different logos and information about our client, but you will be able to see that the service is provided by a RecMan entity through the URL in which it is presented. The word “recman” or our logo will always be visible in the link where the web-based service is accessed.

Here it is necessary for you to know that the information one of our clients may be collecting from you through any of the RecMan services, the client does so at their own will and practises with probability of it not being in any relation to this Policy. This information is not owned by us in any way.

4. What data we collect and why

This section is intended to inform you of the data we collect, and why. In general, the data we collect are mainly to serve our existing and future clients. We do so from different instances with separate reasons, where they all have the intended purpose as listed below.

  • Provide our services
  • Maintain and improve our services
  • Develop new services
  • Provide personal and tailored services
  • Measure performance
  • Communicate with you
  • Protect RecMan, you, and the public
4.1 recman.no

The RecMan website collects minor amounts of information, and has a low impact on the purposes mentioned above. The website does however utilise Google Analytics for the purpose of analysing the sites traffic, and a “Contact us” form will collect the information you provide us.

4.2 career.recman.no

Our career page will collect the information you provide similarly to how our clients use their career page(s). For more information, please visit the career page.

4.3 Operations

In our operations, we collect and process information in different services and applications to run our business. This is mainly focused on business data from our clients and other external subjects we are in contact with. Business data refers to information that accumulates over the normal course of operation with RecMan, and in our relation. This may include transaction records, stored files, user profiles, analytics data and other metrics, as well as other types of information, created or generated, as users interact with RecMan’s services.

Due to the services we provide, such as support, some information about our client’s data subjects may be included in these operations, but will only be made available to us if shared by the client. The information which is shared with us may not be shared with others, sold or otherwise made available to anyone outside our organisation. It will be handled as confidential and with the utmost care. There could also be cases where a client’s data subject contacts us, not knowing that we are a solutions provider and not the client. In such cases, the data subject will be forwarded to the client in a respectful manner.

4.4 RaaS

RecMan as an IT solution applied by our clients may consist of some features that will require our involvement for the features to function as intended. Such features are optional and may be activated or deactivated by the client’s RecMan system administrators and used by all or some users or data subjects. We want to highlight that it is only a selected few of these features which require us to be involved, and that we do not collect any data from other features than these few. The collection of data may include your Internet Protocol (IP) address, your device type and version number, your activity within the service, time and date, error logs, and other details that may be applicable to evaluate for the purposes mentioned at the beginning of this section. What is collected may be dependent on the individual settings of your personal account.

4.5 RecMan Employee

RaaS includes the possibility of making use of the RecMan Employee application for mobile phones. This application is optional, and may be made available for data subject upon clients approval. Due to the complexity of this application, it will remain as a separate instance and therefore collects and processes data differently than described in this Policy. Please visit the RecMan Employee page for more information.

5. Confidentiality

Any RecMan employee or party with direct or indirect access to any personal, sensitive, or business information must sign a confidentiality agreement before given access. As part of our onboarding of new employees, suppliers, or any other party, contracts must be signed to ensure the protection of your and our information.

6. What data our clients collect and why

Our clients collect information in their RecMan and other databases or platforms without the participation of us. RaaS is an open and customisable solution which may be utilised in unique ways to suit our clients’ needs and requirements. We have no control over the data they are collecting, and can not be held responsible for the practices performed by our clients or their RecMan entity.

We strongly advise you to read the policies and terms of any career page and websites that you may encounter.

7. Connections and links

Any RaaS, both internally and externally, may contain links or connections to other websites or services that are not owned or controlled by us. For example, a career page provided by one of our clients could include links to sites that are not related to RecMan, or it could be connected to other services we do not facilitate.

We have not reviewed all of the links or connections, and are not responsible for the contents of any such linked sites or connected services. The inclusion of any site or service does not imply endorsement by us. Use of any such links or connections is at your own risk.

We strongly advise you to read the policies and terms of any websites or services that you may encounter.

8. Legal basis

RecMan will process your personal information confidentially, lawfully, fairly, and in a transparent manner. We collect and process information about you only where we have legal basis for doing so. The legal basis depends on the services you use and how you use them, meaning that we collect and use your information only where it is needed or required by law. We do not keep personal information for longer than is necessary.

Where you consent to the use of information about you for a specific purpose, you have the right to change your mind at any time. This may however not affect any processing that has already taken place.

9. Transfer of information

The personal information we collect is stored and processed in Norway, or where we or our partners, affiliates, and third party providers maintain facilities. By providing RecMan with your personal information, you consent to the disclosure to these parties.

We will ensure that any transfer of personal information from countries in the European Economic Area (EEA) to countries outside the EEA will be protected by appropriate safeguards, for example by using standard data protection clauses approved by the European Commission, or the use of binding corporate rules or other legally accepted means.

10. Your rights and responsibilities

You may at any time request to gain insight to the information we have collected about you, and the request shall be responded to within reasonable time. Should you wish to act on any of your rights relating to GDPR or privacy laws, our personnel will take action to process your request and wishes with confidentiality and care.

If we however receive a request from a client's data subject to exercise one or more of its rights in relation to data being processed in RecMan, we will respectfully redirect the data subject to make its request directly to the client. The client is responsible for responding to any such requests, and where possible, by using the functionalities of RecMan.

10.1 Choice and consent

By providing us with personal information, you consent to RecMan collecting, holding, using, and disclosing your personal information in accordance with this Policy. If you are under 16 years of age, you must warrant to the extent permitted by law to RecMan, that you have your parent’s or legal guardian’s permission to access and use the services and that they have consented to you providing RecMan with your personal information. You do not have to provide personal information to us, however, if you do not, it may affect your use of our solution or services.

10.2 Information from third parties

If we receive personal information about you from a third party, we will protect it as set out in this Policy. If you are a third party providing personal information about somebody else, you represent and warrant that you have such person’s consent to provide the personal information to us.

10.3 Restrict

You may choose to restrict the collection or use of your personal information. Please contact us regarding such restrictions.

10.4 Access and data portability

You may request details of the personal information that RecMan holds about you. You may request a copy of the personal information. Where possible, we will provide this information in machine readable format. You may request that we erase personal information about you at any time. You may also request to transfer this personal information to another third party.

10.5 Correction

If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant, or misleading, please contact us so that we can take reasonable action to have the information corrected.

10.6 Notification of data breaches

RecMan will comply with laws applicable to us in respect of any data breach.

10.7 Complaints

If you believe that RecMan have breached a relevant data protection law and wish to make a complaint, please contact us using the details below and provide full details of the alleged breach. RecMan will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the actions RecMan will take to deal with your complaint. You also have the right to contact a regulatory body or data protection authority in relation to your complaint.

11. Changes to this policy

At our discretion, we may update this Policy to reflect changes to our services or the current practices. RecMan will take reasonable steps to let users know about changes though the Solution or on this page. Your continued use of the RecMan services after any changes to this Policy will be regarded as acceptance of the practices related to privacy and personal information.

12. Questions and contact

If you have any questions or wish to contact us about this Policy, please contact support@recman.no with the subject of “Privacy Policy”. If you however have any questions regarding the policies to any of our clients, please contact them directly.

Gøran Sæland
Head of compliance, RecMan AS