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Prodiem values your privacy and strives always to protect your personal data in the best possible way, adhering to all applicable laws and regulations regarding data protection.
Prodiem AB, reg. no. 556637-4186, and Prodiem Rekrytering AB, reg. no. 559153-9464 (jointly referred to as “Prodiem”) are joint controllers of the processing of your personal data. However, to the extent that one of the Prodiem companies is required to process your personal data under the law, that company is solely responsible for that particular processing. More information about this can be found below under the heading “When are Prodiem AB and Prodiem Rekrytering AB joint controllers, and what does that mean?”.
If you wish to contact us, you can reach us at the following address: Saltmätargatan 7, 113 59 Stockholm, phone number 08-534 801 30, and email address dataskydd@prodiem.se.
Please note: If you are employed as a consultant with Prodiem, you need to read this policy in conjunction with our employee privacy policy to get complete information on how we process your personal data.
Through this privacy policy, we aim to inform you about how your personal data is processed by us when you:
A good English translation for that sentence could be:
In summary, we process your personal data for the following main purposes:
Would you like to know more about how we process your personal data?
We provide more detailed information below on how we process your personal data. By reading our privacy policy, you will receive, among other things, information about the personal data we process about you, the legal basis we rely on for the processing, how long we retain your personal data, and the purpose of processing your personal data. We also describe the rights you have regarding our processing of your personal data.
We process different personal data depending on the relationship we have with you. More detailed information is provided below.
For you as a potential consultant
To be able to contact you and provide relevant information about current consulting assignments to you as a potential consultant whom we choose to contact on our own initiative (without you having contacted us first), we collect and process certain personal data about you. Such personal data may include your name, email address, phone number, and personal data about you published on social media (e.g., LinkedIn), in external CV databases, or that we have received from someone who has recommended you to us.
If you submit an expression of interest to join our consultant network and/or an application for a specific consulting assignment, we process the personal data you provide in connection with this. Such information may include your name, email address, phone number, and the content of documents you choose to provide us, your year of birth, and information about your current employment. Instead of filling in the information requested in our expression of interest form yourself, you can choose to retrieve your information from LinkedIn or Facebook. Prodiem will only have access to the information you would otherwise have provided by filling out the form on our website, as well as any other information from your public profile.
If we proceed with an interview with you due to your interest in joining our consultant network (including when you have applied for a specific assignment), we will also process any personal data you provide us in connection with the interview.
For those of you in our consultant network (including when you are part of a recruitment process for a specific consultancy assignment)
In order to establish and administer your consultant profile, we process the personal data that you provide to us from time to time. Such information may include your name, e-mail address, telephone number, social security number, current title, skills, education, industry experience, work experience, availability dates, previous/current assignments at Prodiem, and other information obtained during interviews that is relevant for us to match you with relevant assignments (e.g. geographical preferences, your personality and date of birth) and your CV. We may also process data about you provided to us by your references. The data collected from your referees may include information on your personal characteristics and on your skills.
In order to send you information about current assignments that may be relevant to you, we process your name, e-mail address, main title, the skills you have according to your CV and information regarding the type of assignment you are interested in. For other types of mailings, such as invitations to events, we process your e-mail address.
If you have applied for a specific consultancy assignment, we will process the personal data we have about you in your consultant profile and during any calls and interviews. If you proceed in the recruitment process, we will create a written consultant presentation about you that will be presented to the organization whose assignment you have applied for. The consultant presentation contains the personal data in your consultant profile that is necessary for the assignment in question.
To solicit leads on other potential consultants from you as a consultant in our consultant network, we will send lead requests via email to you. We will therefore process your e-mail address for this purpose. If you choose to provide a tip, any personal information about you that appears through this tip will also be processed. In the event that Prodiem uses the consultant you have tipped about within three months after we have received the tip, brokerage commission may be paid and in connection with this, Prodiem processes personal information about you such as your name and contact details. Conditions for when any commission is paid are stated separately.
In order to keep in touch with you, invite you to events and follow up with you about your future plans, we will process your email address and/or phone number. In connection with this, we make a note of what is said to the extent that it is relevant for future assignments, e.g. if you inform us of a new availability date.
In order to contact you to participate in our market surveys and/or evaluations, Prodiem may process your e-mail address and/or telephone number. The results of the surveys and/or evaluations will only be handled anonymously, and thus do not constitute personal data about you.
For those who are to be appointed or are appointed on assignment with one of our clients
In case you are appointed for the assignment you applied for, Prodiem will create an assignment confirmation that will be sent to the organization whose assignment you applied for. Prodiem will also enter into a consultancy agreement with the organization you represent (typically your company). These documents will contain personal data about you such as your name, contact details and social security number.
In order to get you started quickly when you begin an assignment with a customer, we usually share certain information about you with our customer, normally your name, your social security number and your contact details.
In the context of the assignment of certain tasks, we carry out credit checks and/or background checks on you personally. If we perform a credit check, we will process your name, address, social security number, marital status and information about your financial situation. Once the credit check has been completed, we will review the results and then only make a note that the credit check has been completed. The personal data we process if we perform a background check depends on the scope of the check, which depends on the type of assignment in question. Prodiem will inform you of the scope of the background check before it is carried out. After the background check has been carried out, we will review the results and note that the background check has been completed. We do not save any information from the background check, nor do we make any notes about its content.
In order to follow up on how you are doing when you are assigned to one of our clients, we will process your e-mail address and/or telephone number in order to contact and communicate with you.
In connection with your time reporting and to provide you with a personal login account to the time reporting tool, we process the following personal data about you; name, social security number, telephone number, e-mail and number of hours worked that you register in the time reporting tool.
If you are named as a reference on an invoice or otherwise mentioned on invoice documents, we will process your name, title, and number of hours worked, taking into account the Accounting Act.
In order to contact you to participate in our market surveys and/or evaluations, Prodiem may process your e-mail address and/or telephone number. The results of the surveys and/or evaluations will only be handled anonymously, and thus do not constitute personal data about you. In order to congratulate you on your birthday if you have been appointed to an assignment at one of our clients, we process personal data about you such as your name, your birthday and the postal address of the client you are working for.
For those who contact us via our contact form or email
When you use our contact form or send us questions via email, we will process the personal data you provide to us in connection with this, such as your name, email address, telephone number and any other information you provide in the contact form or email.
For what purposes do we process your personal data?For you as a potential consultant
To contact you as a potential consultant As part of our consulting activities, we are actively looking for new consultants to join our consulting network. We process your personal data in order to contact you and provide you with information about consulting assignments that we believe are of interest to you or to see if you might be interested in joining our consulting network.The legal basis for the processing is our legitimate interest in being able to contact you when we think you might be interested in joining our consulting network and/or a consulting assignment that we have been commissioned to fill.
To manage your expression of interest or application for a specific assignment The processing of your personal data takes place for the purpose of having initial contact with you and deciding whether or not to proceed with an interview. The legal basis for the processing is our legitimate interest in managing your expression of interest or application that you have chosen to send to Prodiem and deciding whether or not to proceed with an interview.
To assess whether you have the right qualifications to be part of our consultant network We process your personal data in order to assess whether you have the right qualifications to be part of our consultant network. The legal basis for the processing is our legitimate interest in being able to make a qualified assessment of whether you have the right qualifications to be part of our consultant network.
To deal with any legal disputes In the event of a legal dispute in which you are involved (directly or indirectly), we will process the personal data we hold about you that is relevant to the dispute. The legal basis for the processing is our legitimate interest to be able to defend our legal interests and to provide evidence of our point of view in the event of a legal dispute.
For you who are part of our consultant network (including when you are part of a recruitment process for a specific consulting assignment
To establish and administer your consultant profile If you are accepted into our consultant network, we will create a consultant profile about you in the network in order for us to be able to match you with consulting assignments that we have to fill on behalf of the client. The legal basis for the processing is our legitimate interest in being able to establish and administer your consultant profile so that we can match you with assignments.
Emails about current assignments that match your profile When you are part of our consultant network, some of your personal data will be used to send you e-mails with information about current assignments that match your profile. This constitutes so-called profiling and is done automatically by matching your personal data against certain criteria in the assignment description. This means that you will receive information about relevant assignments based on the information we have about you. You may also receive information about assignments where you are deemed to have relevant tips on other consultants, based on your skills profile. You will not automatically receive emails about assignments outside your area of expertise. This does not mean that you are prevented from applying for other assignments, but you will not receive a notification of these directly via e-mail but will have to go to our website for information.The legal basis for the processing is our legitimate interest in communicating with you who are part of our consultant network by providing you with customized and relevant information about current assignments that are relevant to you based on your consultant profile.
To manage your application for a specific consultancy assignment and administer the recruitment process (including assessing your suitability for the assignment) OIf you have applied for a specific consultancy assignment, we will process your personal data to assess whether you are suitable for the assignment. If you proceed in the appointment process, we will also create a written so-called consultant presentation about you, which will be presented to the organization whose assignment you applied for. The client will then select the consultant(s) in our consultant network that the client wants to meet for further interviews. The legal basis for the processing is our legitimate interest in managing your application for a specific assignment, assessing whether you are suitable for the assignment in question and presenting you to our client so that the client can make a choice about who it wants to appoint to the assignment..
To request tips on potential consultants and pay any agency commission In order to get in touch with potential consultants, Prodiem may send you requests for tips on new consultants. If you refer someone or some people, we will note that it is you who have referred the persons, in order to be able to assess whether you are entitled to any brokerage commission. The legal basis for the processing is our legitimate interest in being able to receive tips about potential consultants from you who are already in our consultant network and to be able to give you a possible reward if the tips you provided lead to the person(s) you tipped about joining our consultant network and the consultant is hired out to our customer within three months of us receiving the tip from you.
Otherwise communicate with you We have ongoing contact with you who are part of our consultant network and invite you to events and similar that we offer our consultants. The legal basis for the processing is our legitimate interest in having ongoing contact with you who are part of our consultant network and conducting follow-ups in order to maintain a good relationship and ongoing dialog with you and keep track of, for example, your availability in the future. Invitations to events and similar are sent with the support of our legitimate interest in being able to offer you as a consultant the opportunity to participate in events and other things that we offer those who are part of our consultant network.
To conduct market research and/or evaluations We are constantly working to improve our operations. We may therefore contact you as a member of our consultant network to participate in market research and/or evaluation. The legal basis for the processing is our legitimate interest in conducting market research and evaluation of our services in order to improve our business and our service offering.
To handle legal disputes and complaints In the event of a legal dispute or if our customer complains about a service we have offered to the customer and in which you are involved (directly or indirectly), we will process the personal data we hold about you that is relevant to the dispute. The legal basis for the processing is our legitimate interest to be able to defend our legal interests and to provide evidence of our point of view in the event of a legal dispute and/or complaint.
For those who are to be appointed or are appointed on assignment with one of our clients
To send an assignment confirmation to our customer, enter into a consulting agreement for your appointment and facilitate the start-up of assignments at the customer When you are to be appointed on assignment, Prodiem will create an assignment confirmation that is sent to the organization where the assignment is to be carried out (i.e. Prodiem’s customer). We will also produce a consulting agreement that will apply between us and the organization you represent (typically your company). In order to facilitate the start-up of assignments at the customer so that you can quickly get started when you start your assignment, we share the necessary personal information about you with our customer so that he can prepare any access card and other necessary authorizations that must be in place when you start your assignment. The legal basis for the above processing is our legitimate interest in providing the necessary personal data about you in the assignment confirmation we send to our customer and the agreement we enter into with the organization you represent (typically your company), as well as facilitating a quick start-up of the assignment at the customer. When we share your personal identification number with our customer, we do so because it is clearly justified by the purpose of the processing.
Credit information check Depending on the type of assignment you are appointed to, we may conduct a credit check on you personally via the external credit reference agency we use and, within this framework, process your personal data to assess your financial situation. The legal basis for the processing is that it is necessary for the performance of our contract with you to carry out a credit check when required for a customer assignment. If we do not have such an agreement with you, the legal basis is our legitimate interest in being able to assess your financial situation when you are to be appointed to an assignment where it may be relevant to carry out a credit check on you, e.g. if you are granted authorization or will perform work with sensitive and valuable material. Your social security number is processed because it is clearly justified in view of the purpose of the processing.
Background check (including any criminal record check) In exceptional cases, if you are to be appointed to a post, we may carry out a background check on you personally. This may be the case, for example, if the post you have applied for involves particularly sensitive tasks, such as handling or having access to large amounts of money. In some exceptional cases, the background check may also involve asking to see an extract from your criminal record.To the extent that a background check is carried out, we carry it out with the help of a supplier specialized in conducting background checks. We will only have access to a summary of the background check. Our handling of the result of the background check is limited to reading the summary and noting that the background check has been carried out. In other words, we do not take any notes or save any information from the background check. The legal basis for the processing is our legitimate interest in being able to make a more qualified assessment of whether you are suitable for the type of work or at the type of organization/activity to which the assignment relates.
Follow-up We will continuously follow up on how you are doing on the assignment by being in contact with you and our client. The legal basis for the processing is our legitimate interest in being able to follow up on how you are doing on your assignment in order to be able to act if necessary.
Time tracking and accounting We process personal data about you to the extent necessary in the context of the time tracking you perform and to provide you with a personal login account to the time tracking tool. The legal basis is our legitimate interest in ensuring that all our consultants report time in one tool in a seamless way by having personal login accounts, as well as to ensure that the number of hours worked is in line with the agreement we have with our client and with the organization you represent (typically your company). Your social security number is processed because it is clearly justified in view of the purpose of the processing. We may also process personal data about you for accounting purposes (e.g. if you are named on an invoice). The legal basis is that the processing is necessary for us to fulfill our legal obligations in accordance with the Accounting Act. Prodiem AB is the sole data controller for this processing.
To congratulate you on your birthday We would like to show our appreciation for those of you who have been appointed on behalf of one of our clients. We may therefore send you a congratulatory greeting on your birthday. The legal basis for the processing is our legitimate interest in being able to congratulate you on your birthday and show our appreciation.
To conduct market research and/or evaluation We are constantly working to improve our operations. We may therefore contact you if you have been commissioned to participate in market research and/or evaluations. The legal basis for the processing is our legitimate interest in being able to conduct market research and evaluations regarding our services in order to improve our business and our service offering.
To deal with any legal disputes and complaints In the event of a legal dispute or if our customer complains about a service we have offered to the customer and in which you are involved (directly or indirectly), we will process the personal data we hold about you that is relevant to the dispute. The legal basis for the processing is our legitimate interest to be able to defend our legal interests and to provide evidence of our point of view in the event of a legal dispute and/or complaint.
For those who contact us via our contact form or email
For communicating with you and responding to your message To communicate with you and reply to your message sent via our contact form or by email to us. The legal basis for the processing is our legitimate interest in contacting you who have chosen to contact us and replying to your message. If you who contact us are a potential consultant, are part of our consultant network or are to be appointed/are appointed on assignment with a client, we process your personal data in the manner described above in this policy under the applicable headings.
Prodiem AB and Prodiem Rekrytering AB are joint controllers for most of the processing of your personal data described in this policy. However, each Prodiem company is the sole controller for such processing that each company is required to perform by law – this applies, for example, to certain processing of your personal data when you as a consultant in our consulting network are employed by a Prodiem company and to fulfill the requirements of the Accounting Act when you are named as a reference on an invoice. How your personal data is processed when you are employed by a Prodiem company can be found in our privacy policy for employees.
The joint personal data responsibility means that Prodiem AB and Prodiem Rekrytering AB are jointly responsible for ensuring that your rights under applicable data protection legislation are met. You can always contact either Prodiem AB or Prodiem Rekrytering AB to exercise the rights described below under “Your rights” when the companies are joint controllers. Prodiem AB and Prodiem Rekrytering AB have agreed on their respective roles and relationships towards you as a registered individual. The agreement essentially means that Prodiem AB is primarily responsible for ensuring that your rights under applicable data protection legislation are upheld. If you would like to know more about the shared responsibility for personal data and how the Prodiem companies have allocated their obligations under the applicable data protection laws, you are welcome to contact us using the contact details provided on the first page of this privacy policy.
When we process your personal data based on legitimate interest as the legal basis for the processing, we have assessed that our legitimate interest in performing the processing outweighs your interest and fundamental rights in not having your personal data processed. If you would like to know more about how we have made this assessment, you are welcome to contact us. Our contact details can be found at the beginning of this privacy policy.
Your personal data is primarily processed only by Prodiem. However, we may share your personal data as described below.
• When you are involved in a recruitment process or are assigned to a project, we may share certain personal data with the organization for which you have applied or where you are assigned. When we share your personal data with the client, the client is solely responsible for their processing of your personal data.
• We may also share your personal data with our internal and external IT providers, as well as other service providers (such as credit reporting and background check companies, market research providers, evaluation and personality and logic test providers, and email distribution service providers) that we engage, but only to the extent necessary for them to fulfill their commitments in relation to Prodiem.
Below is stated how long Prodiem keeps your personal data. However, your personal data may be stored longer than stated below if we are required to retain them longer under law, regulation, or authority decision. Please note that you may be subject to retention periods under more than one heading below, for example, if you apply for a specific assignment while being part of our consultant network.
For you as a potential consultant
Personal data about you as a potential consultant is stored for different periods depending on our contact with you. If you are not interested right now but want us to contact you again at a later time or for another type of consulting assignment, we will keep your personal data according to your wishes. If you are interested in joining our consultant network, we will keep your data until we have assessed whether you have the right qualifications to be part of our network. If you inform us that you are no longer interested, we will delete the personal data we have about you.
For you as a member of our consultant network (including when you are involved in a recruitment process for a specific consulting assignment)
Personal data about you as a member of our consultant network is stored as long as you are part of our consultant network (i.e., until we assess that you no longer meet the required qualifications to be part of the network or until you inform us that you no longer wish to be part of the network) or otherwise affect our processing by exercising any of your rights described below.
In certain cases, we may process your personal data for a period other than what is stated above. This applies in the following cases:
For you who are to be appointed or have been appointed to an assignment with one of our clients.
Your personal data is stored as long as the recruitment process is ongoing or, if you are appointed to an assignment, as long as the consulting assignment is ongoing.
In certain cases, however, we may process your personal data for a period other than what is stated above. This applies in the following cases:
For you who contact us via our contact form or email.
To respond to your message and assist you with your case when you have used the contact form on our website or sent your message via email, we store your personal data from the moment you send your message to us until your case is concluded and for a period of time thereafter.
As a general rule, Prodiem processes your personal data within the EU/EEA. However, in some cases, we may transfer your personal data outside the EU/EEA to our suppliers (e.g., providers of email distribution services and market research/evaluation services).
When we transfer personal data outside the EU/EEA, this is done only if we have taken appropriate protective measures for the transfer in accordance with applicable laws and regulations regarding data protection. For example, we may use so-called standard contractual clauses or transfer data to countries that the European Commission has determined provide an adequate level of data protection.
To the USA, transfers may, for example, be made to Privacy Shield-certified organizations, which Prodiem has ensured applies to our email distribution service provider. Privacy Shield is an agreement between the EU and the USA aimed at protecting the fundamental rights of Europeans and ensuring legal certainty for organizations transferring personal data to the USA.
If you have any questions about how we share your personal data or would like a copy of the appropriate protective measures we have taken, you are welcome to contact us using the contact details provided at the beginning of this privacy policy.
You have certain rights regarding the processing of your personal data, which are described in more detail below. To exercise your rights, you are welcome to contact us using the contact details provided at the beginning of this policy.
Right of access
You have the right to receive confirmation of whether personal data relating to you is being processed, as well as access to information about how the personal data is processed, such as the purposes of the processing and which categories of personal data are being processed. You also have the right to receive a copy of the personal data being processed.
Right to rectification
You also have the right to have inaccurate personal data corrected without undue delay, and to complete incomplete personal data by providing additional information.
Right to erasure (right to be forgotten)
Under certain conditions, you have the right to request the erasure of your personal data. These conditions apply if:
• The personal data is no longer necessary for the purposes for which it was collected or processed;
• You object to the processing and there are no legitimate grounds for continuing the processing that outweigh your legitimate reasons for not continuing;
• The personal data has been processed unlawfully; or
• The personal data must be erased to comply with a legal obligation that Prodiem is subject to.
Prodiem will delete your personal data upon your request, provided that Prodiem is not obligated to retain the personal data in accordance with applicable data protection laws and regulations.
Right to restriction of processing
Under certain conditions, you have the right to request that the processing of your personal data be restricted. These conditions apply if:
• You dispute the accuracy of the data (but only for a period that allows us to verify this);
• The processing is unlawful, and you oppose the erasure of the personal data and instead request a restriction on its use;
• You need the personal data to assert or defend legal claims, even though we no longer need the personal data for the purposes of processing; or
• You have objected to the processing, and we have not carried out an assessment to determine whether our legitimate interest in processing your personal data outweighs your legitimate grounds for restricting the processing of your personal data.
Right to object to processing
You have the right to object at any time to the processing of your personal data based on Prodiem’s legitimate interest, such as email distributions about events and/or available assignments. You always have the right to object when your personal data is processed for marketing purposes, and if you do, we will cease processing your personal data for such purposes. For other purposes, however, Prodiem may continue to process your personal data, provided that Prodiem can demonstrate compelling legitimate grounds for the processing that outweigh the interests of the data subject or if the processing is necessary for the establishment, exercise, or defense of legal claims.
Right to lodge a complaint
You have the right to lodge a complaint with a supervisory authority (without affecting any other administrative remedy or legal action). Such a complaint is preferably submitted to the authority in the EU/EEA member state where you have your residence, where you work, or where an alleged violation of applicable data protection laws and regulations has occurred. The competent supervisory authority in Sweden is the Swedish Data Protection Authority (Datainspektionen).
Right to data portability
You have the right to obtain and request that we transfer your personal data, which you have provided to us, to another organization in a structured, commonly used, and machine-readable format (data portability). The right to data portability applies when:
• The processing is based on a contract where you are a party; and
• The processing is automated.
You have the right to have the personal data transferred directly from us to another data controller when this is technically feasible.
This privacy policy for consultants has been established by Prodiem AB and Prodiem Rekrytering AB. Version 1.0.
