Privacy Policy

References to Art. are to specific articles in the European Union’s (EU) General Data Protection Regulation 2016/479 (GDPR), governing how data involving individuals may be used, reviewed, shared, transferred, stored, etc., (processing personal data – Art. 4(2)). GDPR applies to the processing of personal data within the European Economic Area (EEA)¹. Nilfisk A/S, based in Denmark (EU member state), is the parent company of the global Nilfisk group of companies.

Under applicable data privacy laws, including GDPR, you are the Data Subject (an individual providing personal information – Art. 4(1)) of the personal data (information that identifies or can identify an individual – Art. 4(1)) you submit in your application through Nilfisk’s recruitment system, Workday. Nilfisk is the data controller of the personal data you submit, because we control the process of reviewing your data (Art. 4(7)). If a recruitment agency assists Nilfisk in obtaining and reviewing your data, the agency acts as Nilfisk’s data processor, acting on our instructions (Art. 4(8)).

When you apply for a job through our recruitment system Workday, by uploading your CV and other documents, you agree that Nilfisk registers, collects and reviews the personal data you provide in your application. We may share your application with our employees involved in the recruitment and with third parties who assist us in the recruitment process (our data processors), including recruitment companies, providers of personality tests, etc.

¹ The EEA comprises Norway, Iceland, Lichtenstein and all EU countries: Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxemburg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain and Sweden. Countries where Nilfisk is located are in italics.

Processing your personal data

Processing personal data includes using, storing (retaining), reviewing, sharing and transferring the data. (Art. 4(2).

By submitting your application for a job with Nilfisk, and creating your candidate profile, you give Nilfisk your explicit consent to store your application and documents for 12 months from the date of submission, unless local laws require other data retention time periods, in order that Nilfisk can review your application materials for the job you’ve applied for and for other relevant job opportunities arising during that time. At the end of that period, Nilfisk will delete all of your personal data if you have not become a Nilfisk employee. You can at any time during that period request that Nilfisk delete your data by going to your profile, then Account Settings and click “Delete my information”: https://nilfisk.wd3.myworkdayjobs.com/Nilfisk

Further, by submitting your personal data and application, you:

• declare that you have read, understood and accepted the above Data Policy
• declare that the information submitted to us is complete and true to the best of your knowledge, and understand that deliberate omissions and incorrect statements could lead to your application being rejected or to your later dismissal
• are freely giving your consent to the processing of the information submitted now and that may be collected later.

Nilfisk will process your data in order to determine whether you are the appropriate candidate for the job you have applied for, or are suitable for any other of our vacancies. In order to do this, the Nilfisk Human Resources (HR) contact person will share your data, to the extent necessary, with other HR colleagues, and the relevant job function employees and managers. We also use your data in order to contact you.

Nilfisk processes your data securely and confidentially, making it available only on a need-to-know basis. This also applies to third parties (sub-processors) assisting us in the recruitment process. Art. 28.

Sensitive data

These are data on health, trade union membership, religious, political or philosophical beliefs, sex life or sexual orientation, genetic and biometric data (e.g. photos, fingerprints), and racial and ethnic background. Except as explained below, Nilfisk only processes this data by retaining the materials you have sent us containing such data; we will share those materials with other Nilfisk companies, and with relevant third parties, as described in this Policy.

These data are not relevant in evaluating you as a candidate, unless required by the laws of the country where you are applying (for example, laws to assist disadvantaged groups), and Nilfisk will not consider such data in its evaluation process, except to the extent required by applicable laws.

We encourage you not to include such data in your application, unless required by applicable local laws, but if you choose to provide such data, you explicitly consent to Nilfisk’s sharing that sensitive data as explained above, because we cannot separate it from your application materials.

Legal basis for processing your data

Nilfisk processes your data​:

• Because we have a legitimate interest to determine whether you are a suitable candidate for a job you have applied for or for other vacancies of ours or because you have created a job alert; (Art. 6.1(f))
• If you have made sensitive data manifestly public on openly accessible social media or in your application materials; (Art. 9.2(e);
• Because you have given your consent as stated above (Art. 6.1(a));
• If we offer you the job, because we will enter into an employment contract with you (Art. 6.1(f)) and because we are required to report certain information to relevant government agencies regarding employment laws, social security etc., e.g. tax, immigration, social security, as well as with any trade union of which you are a member. (Art. 9.2(b))

Transfer of your data outside the European Economic Area

Nilfisk may need to transfer your submitted data to countries within or outside the Europ​ean Eco​nomic Area (EEA) and United Kingdom (See below) ​​to evaluate you, e.g., to other Nilfisk entities or to recruiting advisors, in accordance with Nilfisk’s legitimate interests in a thorough evaluation (Art. 6.1(f)); such transfers occur under EU adequacy decisions or EU Standard Contractual Clauses data transfer agreements (Arts. 45 and 46). If applicable laws prohibit personal data in your application being shared with parties outside the country where you applied without your prior consent, we can only transfer your data with your consent.

Sources of your data

In addition to your application materials, Nilfisk will review information you have posted, or that others have posted about you, on publicly available social media, and may obtain feedback from persons as references, based on our legitimate interest in learning about you and your previous work experience (Art. 6.1(f)). We will inform you of whom we intend to contact and when, and the information we wish to obtain. We will not disclose to you the content of their comments, due to their confidential nature.​ If you do not want us to contact someone, you must notify us immediately.

Storing your data

We will keep your application and any other information you have provided to us until the recruitment process has been completed and for as long as we consider your application could be suitable for other vacancies, but not for longer than 12 month(s) from the date of submission, or according to local data protection laws. At the end of that period, Nilfisk will delete all of your personal data if you have not become a Nilfisk employee. We will manage personal data in accordance with Danish national data protection laws and the European Union’s General Data Protection Regulation 2016/679 (GDPR) as your data is stored in our Applicant Tracking System, Workday, operated by our Headquarters located in Denmark.

Your rights to your data

You can at any time request Nilfisk to delete your data by going to https://nilfisk.wd3.myworkdayjobs.com/Nilfisk, sign into your profile, then Account Settings and click on “Delete my information”.

The GDPR, when applicable, grants certain rights regarding Nilfisk’s processing of their data. Contact Nilfisk’s Vice-President Global Compliance, Corporate Affairs, if you wish to exercise the following rights, if applicable, regarding your data:

• Request right of access to the personal data Nilfisk has about you and receive a copy of it, subject to the data privacy rights of others. (Art. 15)
• Ask Nilfisk to correct or update your data if our information is inaccurate. (Art. 16)
• Request Nilfisk to stop or limit processing your data to the extent feasible while correcting errors, subject to Nilfisk’s rights to continue processing certain personal data. (Art. 18)
  • Including for customers: stopping unsolicited contacts or direct marketing communications.
• Under certain circumstances, request data portability, e.g. to provide your personal data in a PDF (machine readable) format to you or transmit such data to another data controller, if technically feasible. (Art. 20)
• Request erasure of your personal data if specific conditions are met, and subject to Nilfisk’s rights to refuse the request in order to protect its legal rights and interests. (Art. 17)
• Withdraw your consent to processing of personal data which will be effective from the time of withdrawal, subject to Nilfisk’s rights under GDPR to retain certain data. (Art. 7.3)
• Object to the processing of personal data. (Art. 21)

Nilfisk will comply with your requests to the extent possible, subject to:

• its obligations under laws and agreements,
• its recordkeeping practices, including retaining necessary business documents
• its legal interests, including those related to possible legal claims,

all of which may limit Nilfisk’s ability to fully comply with your request. You can also contact your national data protection agency with questions or complaints about Nilfisk’s processing of your personal data.

Within your profile, you can also correct or modify your data.