We at MySpeaker are committed to protecting the privacy of our employees. We ensure that the processing of your personal data takes place responsibly and in accordance with the applicable data protection legislation.
In this privacy policy we explain how we process your personal data as employee, and describe what personal data we process and for what purposes, retention period of your personal data, to whom we may disclose your personal data and your rights as the data subject. We advise you to read this privacy policy carefully.
1. Data controller and contact details
Controller: MySpeaker Oy
Business ID: 2907553-2
Address: Vuoritontuntie 22, 02200 Espoo
Email: info@myspeaker.fi
2. Types of personal data we process
When you are our employee we collect and process, among other possible information, the following types of data of you:
- Employee’s basic information, such as name, address, phone number, email address, personal ID number
- Information relating to your employment relationship, such as duration and form of employment relationship, position in the company, place of work, any employee’s ID numbers, applicable collective bargaining agreement, fringe benefits and other employment-based benefits, clearances for facilities and systems
- Competence information, such as education, employment history and specific fields of competence
- Working time information, such as working hour entries and logs, holidays and other leaves and absences (such as family leaves, absences due to illness)
- Information relating to payment of salary, such as bank account information
- Other possible information relevant to the management of your employment relationship, such as evaluations, warnings and possible health reports and medical certificates
We collect the personal data and other information from you directly or otherwise with your consent from third parties when concluding an employment agreement with you. We may update and revise your personal data during your employment.
3. Purposes and grounds of processing
We process your personal data for the following purposes on following legal grounds:
- Contract: Your personal data and information is processed for the purposes of implementing, managing, maintaining and enforcing the employment relationship between MySpeaker and you in accordance with the employment contract. We may also use the information to negotiate an agreement with you.
- Legal obligation: We have a legal obligation to process your personal data and information, for example, to keep working time records, provide employment certificates, make mandatory legal payments, procure and provide you with occupational health services, store payslips and for other purposes relating to employer’s legal obligations defined in mandatory laws.
- Consent: Based on your consent we may collect information from you through, for example aptitude tests.
We do not process personal data to make automated decisions which produce legal effects or would otherwise significantly affect you.
4. Data retention
Your personal data will be stored for the duration of your employment and after termination of your employment for such time period as may be required to meet any statutory obligations we may still have in relation to your employment, for example, for the establishment, exercise or defence of legal claims and to provide you with an employment certificate.
5. Disclosures and transfers of your personal data
We do not disclose your data to any third parties except in situations described below:
- Group companies: We may disclose your personal data to companies within the MySpeaker group for purposes described in this privacy policy.
- Occupational healthcare providers: We may disclose your personal data to occupational healthcare providers we have contracted to provide healthcare services for our employees.
- Pension insurance companies: We may disclose your personal data to pension insurance companies as we are obligated to do so in accordance with applicable legislation.
- Authorities: We may disclose your information to authorities when we have a legal obligation to do so under applicable law.
- Business transactions. We may disclose your personal data in connection with a business transaction (such as a transfer of undertaking) to the other party/parties of the transaction, if and to the extent necessary.
- Consent: Based on your consent we may disclose your information within the limits of the specific consent you have given.
We may transfer your personal data to third parties who are providing services to MySpeaker. These third parties, such as IT service providers, process personal data on our behalf and under our instructions. When transferring your data to third party service providers we have ensured that those service providers are also committed to protect your privacy in accordance with applicable legislation.
In case we need to transfer your personal data outside EU/EEA, we will only transfer your data by using the transfer mechanisms permitted under applicable legislation, such as the EU Commission’s Standard Contractual Clauses.
6. Data security measures
We have employed necessary technical and organisational security measures to protect your personal data against unlawful or unauthorised access, disclosure, loss and other unauthorised processing. These measures include, for example, use of firewalls, encryption technologies and secure facilities, appropriate access control, controlled grant of access rights and supervision of use of systems and properly instructing our personnel participating in the processing of personal data.
7. Your rights as the data subject
In addition to having access to the information provided in this privacy policy, you have the following rights as the data subject:
- Right of access, rectification and erasure: You have the right to request access to your personal data we process. At your request we will also rectify any inaccurate or incomplete personal data relating to you. You also have the right to request your data to be erased (right to be forgotten) in accordance with applicable law. You may address these requests to your HR contact person.
- Data portability: You have the right to receive the personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to another controller when we process your data automatically based on a contract or your consent, by contacting your HR contact person.
- Right to object and right of restriction: You have the right to object to processing we carry out based on legitimate interest on grounds relating to your particular situation. You also have the right to request the restriction of the processing of your personal data, for example, in case you object to processing as described above or contest the accuracy of your personal data. You may address these requests to your HR contact person.
- Withdrawal of consent: You may withdraw the consent you have given at any time by contacting your HR contact person. Please note that revoking your consent does not affect the legality of the processing we have carried out prior to the withdrawal.
- Right to lodge a complaint: You have the right to lodge a complaint with the relevant supervisory authority in case you feel that we have processed your personal data contrary to this privacy policy or the applicable legislation. Contact details of the Finnish supervisory authority can be found at www.tietosuoja.fi.
8. Changes to this privacy policy
MySpeaker continuously develops its business and services, which is why we may occasionally need to make changes also to this privacy policy. We will inform you about any changes we make.
This privacy policy was last updated 03.06.2022