HR Privacy Policy for current employees, applicants, and former employees

Omada’s Privacy Policy for employees and applicants

This Privacy Policy applies to all Omada’s current and former employees (including retirees), as well as applicants, which are subject to the protection of the GDPR.

Omada is compliant with the GDPR, and only processes Personal Information for legitimate purposes. Some of these legitimate purposes may consist of but are not limited to the hiring process, the promotion process, offboarding employees, and analyzing employee Personal Information for internal purposes.

This Privacy Policy explains how Omada processes and handles future, current and former employee information, as well as what information Omada collects and how that information can be accessed.
 

Collection and processing of Personal Information

The processing of (former) employee and applicant Personal Information is compliant with article 6 (1) of the GDPR. The purposes are set out in detail below.

Purpose of collection and processing of Personal Information from employees

Purpose of collection and processing of Personal Information from applicants

In the recruitment process, Personal Information is processed by Omada’s recruitment partner. Please find their Privacy Policy here: Privacy policy relating to general usage of HR Manager applications (hrmts.net): Privacy Policy (hr-manager.net).

During the recruitment process, Omada will ask for Personal Information about professional background, educational history, and contact information. The purpose of processing this Personal Information is to authenticate the registration, and to contact the candidate with information and suggestions related to their application.
 

Purpose of collecting and processing former employees’ Personal Information

Omada is obliged to keep Personal Information on former employees for 5 years, or more dependent on the which of Omada’s entity they were employed at, after the employment has ended in the case that any of the information will be necessary for either the former employee, the company or the authorities.
 

Purpose of collecting and processing retirees’ Personal Information

Similar reasons as mentioned above.
 

Sharing of Personal Information /who has access to your information?

Omada only shares information on the ‘need-to-know’ principle. This means that Omada will only disclose Personal Information to third parties and partners when there is a specific need for the Personal Information to be shared. In addition, Personal Information is only shared for those purposes for which Omada has a legal basis and the processing is based on explicit consent from the employee. Omada may disclose Personal Information with third parties outside of the European Union, with the explicit consent from the employee. An example of such a situation is to be able to pay out salaries to employees outside of the European Union, or when a customer requires relevant information for a background check. In these cases, the processing is covered by the relevant legislations of the respective area.
 

Records of Personal Information processing/retention period

Omada retains the Personal Information in Omada’s databases only for as long as such information is needed and useful for the purpose for which it was initially collected. Omada stores Personal Information for verifying durations, depending on the type of Information, but only as long as Omada continues to have a valid reason and is in compliance with the employment laws.
 

Security measures

We have implemented a variety of security measures for when current employees, applicants, and former employees enter, submit, or access their information to maintain the safety of their PII.
 

Employees rights with regards to their Personal Information

If Omada processes Personal Information based on employee consent, the employee has the right to withdraw his/hers consent at all times. This does not affect the lawfulness of the processing and collection of the Personal Information before a withdrawal.

The employee also has the right to access or request the Personal Information that Omada has processed or collected from the employee, as well as erase or restrict this processing or collection.

The employee can send a request of or access to the Personal Information as well as a complaint to our Data Protection Authority, either by issuing a ticket (current employee) or (applicants and former employees) to the following email address: [email protected].
 

Update to this Privacy Policy

Omada has the right to alter and enhance this Privacy Policy by publishing an amended Privacy Policy on this webpage. Visit Omada’s website regularly to make sure to possess the latest information on the categories of Personal Information Omada processes and collects and for which purposes.
 

Contact details

Please contact [email protected] for a request regarding Personal Information or more information about the way in which Omada processes and collects Personal Information. Use also this E-mail for deletion of Information, or in case of not wanting to receive more messages from Omada.
 

Copenhagen, October 10 2023