Privacy Notice for Recruitment Process

1.      Introduction

This Privacy Notice explains how Zebra A/S processes your personal data as part of the recruitment process. It is part of our company’s core values to treat individuals with dignity and respect, and that extends to the information that individuals entrust us with about themselves.

Below you can read more about how we collect and use your personal data during the recruitment process.

2.      Who is responsible for your personal data?

When we say “Zebra”, “we”, “our”, “us”, etc., we are referring to our company Zebra A/S. Zebra is a variety store chain headquartered in Copenhagen, Denmark, with locations around the world. Flying Tiger Copenhagen is a brand owned by Zebra. Zebra also owns Digital Flying Tiger A/S, which is an affiliate that delivers digital services, so that people can shop with our Online Store and get their orders delivered. 

However, when it comes to processing information about you during recruitment processes, it is Zebra who you entrust your personal data with and who is responsible for ensuring that your information is processed in accordance with applicable data protection laws. As a data controller located in Denmark, Zebra follows the requirements by both the European General Data Protection Regulation (GDPR) and national data protection laws. 

Our contact details are:

Zebra A/S

Strandgade 71-73

1401 Copenhagen K

CVR no.: 15690488

people@flyingtiger.com

3.      How do we process your personal data?

We collect personal data about you to be able to receive and process your application and assess your suitability for an open position with us.

Below, you can learn more about the various purposes for processing your personal data in different situations, what personal data we process, as well as the lawful basis for processing your information.

We only process your personal data, when the processing is in line with one of the lawful bases that are defined by the General Data Protection Regulation. Most often the lawful basis for processing your personal data by us will be: 

Consent (Article 6(1)(a) GDPR) = we process personal data when you consent to it;  

Performance of contract (Article 6(1)(b) GDPR) = we must process your personal data to fulfil our contract with you, for example regarding an employment contract.

Compliance with legal obligations (Article 6(1)(c) GDPR) = we process your personal data when we have legal obligations to do so. 

Legitimate interest (Article 6(1)(f) GDPR) = we process your personal data when it supports our business operations without infringing on your own rights and interest. 

Purpose Activity and categories of personal data Lawful basis

Creating an application profile in our Applicant Tracking System (ATS) recruitment system.

We manage job postings, applications, candidate selection and interviews within our internal recruitment system. When you want to apply for a specific job with us or send an unsolicited application, you will be redirected to our recruitment system to create an applicant profile. We will ask for your name, address, country of residence, and email address for the purpose of creating the application profile within our system. After successful creation of your profile, you will receive a confirmation per email. Your country of residence is important to us, for example to schedule digital interviews, if relevant. When your application profile is established in our recruitment system, you can submit your application via your profile.

Legitimate interest in processing of personal data necessary for us to structure and conduct our recruitment process. Also, your consent – to the extent you choose to provide this to us prior to deletion of your profile.

Submitting your application for applying to a specific role or sending an unsolicited application.

Once you have created an applicant profile in our recruitment system, you will be able to submit your application package. Your application package will always consist of your CV. For some job postings, you have the option to upload a motivation letter, video application, references, or any other material you would like to add to your application package. If relevant for the position, we might ask some specific questions related to the role and your experience. Your application package will be stored within our recruitment system. You have the right at any point in time to delete your profile and application.

Legitimate interest in processing of personal data necessary for us to structure and conduct our recruitment process. Also, your consent – to the extent you choose to provide this to us prior to deletion of your profile.

General application process via our Applicant Tracking System (ATS) for the purpose of finding a match for an open position.

Once you have submitted your application, our Human Resource department and hiring team will be notified by the Applicant Tracking System (ATS). Your application package can only be reviewed by our internal HR department and the hiring team for the position you apply for. We will review your application and select the persons who will be called for an interview. The selection is based on your qualifications in relation to the specific position(s). You will be called for the interview by email or telephone.

Any notes taking during the interviews by the hiring team will be stored within the recruitment system. However, the information is only accessible to the hiring team and HR department.

When a specific position has been filled, all unsuccessful applicants for the position will be notified.

Legitimate interest in processing personal data necessary for our assessment of you as a person and your skills in relation to the contents of the position.

Review of your professional profile on LinkedIn.

If relevant, we will collect and process professional information published by you on LinkedIn. In some cases, we actively recruit via LinkedIn’s Recruiter Service. We only see information that you have yourself provided to LinkedIn. If we contact you on LinkedIn, we might ask you for your e-mail address and / or phone number to present the job opportunity to you in a personal dialog with our recruitment staff. If you would like to pursue the opportunity, we will ask for your email address and CV, and create a candidate profile for you in our Applicant Tracking System (ATS).

If your profile is created manually by our team on our Applicant Tracking System (ATS), you will receive an automatic email confirmation to the email address you provided to us. You can then use the link in this email, to access your profile and manage/delete/change your information as you wish.

Legitimate interest in the processing of the personal data being necessary for our assessment of you in relation to the contents of the position.

Collection and evaluation of information from your professional references.

If we would like to proceed with you as a final candidate, we might ask you for professional references, such as current or former managers and colleagues, to gain insight on your professional behaviour, experience, and knowledge from somebody who has previously worked with you. Unless you are otherwise specifically notified by us, the information we obtain in that connection will include information about your previous employments, including information relating to work assignments, skills, and performance. A representative from our HR department will contact your reference per phone for a short dialog. The content of that dialog is confidential. Any notes taken during the call by the HR representative, will be stored in our Applicant Tracking System (ATS) and deleted with the rest of the application at the end of its retention period (see chapter 4 for more details). The notes are confidential and exclusively accessible to the hiring team.

Legitimate interest in the processing of the personal data being necessary for our assessment of your qualifications to perform a specific job function.

Use of personality and logical tests to assess the suitability of candidates for specific job roles based on their personality traits and logical reasoning skills.

During the recruitment process relating to some positions, we may use a personality test and/or a logical reasoning test. Typically, the tests are taken after our first interview with you. The purpose of the tests is to identify your personal preferences and skills and forming a basis for a dialogue with you about your personal resources and conduct. The tests will be part of the overall basis for selecting the right candidate for the position.

To provide you with the tests, we will process and share your full name and e-mail address with our testing provider. Our testing provider will process your test answers and test statistics according to their analysis model to provide a metric-centred, quantified description of your personality and skills. The testing provider will provide us with the final analysis result. We do not have access to your individual answers.

The test results are confidential and only accessible by our HR department. During a follow-up dialog, we will share and discuss your test results with you and share the results with the hiring manager.

You, as the applicant, are legally the owner of your own test result data. When taking the test and during the feedback session, you will be informed about your rights including the right to not answer questions during the feedback session, the right to receive your result reports and the right to request deletion of your data.

Legitimate interest in the processing of the personal data being necessary for our assessment of your personal skills based on the tests.

Review of criminal records

During the recruitment process, we may ask you to present your criminal record certificate. Whether a criminal record certificate is required depends on the position, including the responsibilities involved. If we consider it to be relevant to the position for which you have applied, we will ask you to request a personal criminal record certificate.

No processing of personal data takes place, as you will in any case only be asked to show us a physical copy of the criminal record certificate (and you are thus not asked to send us a copy via email or otherwise provide us with a copy for us to keep).

Providing you with an employment contract

If we offer you a position, we will process the personal data necessary for HR administration purposes, including the offered compensation package. You will receive the offer by phone and/or email before it will be finalized in an employment contract. The employment contract requires your digital signature to be valid.

We will process all details of the employment agreement between you and the hiring manager, including you full name and address, salary, benefit package, pension information, work hours, phone preference, next-of-kin information in case of an emergency. We will ask for a CPR number, when the employment contract is sent for signing, and will receive your CPR number with the signed agreement. If relevant, we will require your national ID, a passport, and a work permit. Once you have signed the employment contract, the recruitment process is completed.

Performance of contract as it is necessary to process the personal data in question for the purpose of drafting an employment contract.


4.      How long do we store your personal data?

Your CV, job application and other information you have provided us with as part of your application will be deleted 6 months after submission to us, unless you chose to provide us with your consent to store it for an additional 6 months.

Personal data related to assessment tests are deleted 90 days from test completion.

If your application is rejected, we will delete the information that we have processed about you during the recruitment process 6 months from creation of your application profile in our recruitment system.

If we employ you, the personal data that we have processed during the recruitment process will, if relevant, be stored in your personnel file in accordance with the applicable retention periods. In that case, you will be further notified of the processing of your personal data.

In general, we delete or anonymise your personal data according to these retention periods, unless we must process your personal data longer for the purpose of handling legal cases.

5.      Who do we share your personal data with?

We share your personal data internally within Zebra A/S and with external parties primarily providing services on our behalf. 

Sharing within Zebra A/S:

We share your personal data within Zebra A/S only with hiring managers and hiring teams, who are part of your recruitment process. 

Sharing with our service providers:

We share personal data with our trusted service providers who support us in providing our recruitment platform as well as highly professional and standardized assessment tests. These service providers are our data processors which means they only process personal data in accordance with the written instruction we give them.

Sharing with social media providers:

Zebra has a joint controllership with social media providers in relation to the recruitment services Zebra receives from these providers. You may exercise your rights under the GDPR towards us and the social media providers. You can find a more detailed description of the joint controllership here:

LinkedIn

Sharing with our external advisers: 

If necessary, e.g., in relation to any disputes (e.g. in relation to a product or purchase) or when we otherwise need external advice, we may disclose information to our advisers, including e.g. auditors and lawyers. It depends on the situation what personal data may be disclosed. 

6.      International Data Transfers

All personal data within recruitment processes are collected and processed within Denmark and other European countries.

7.      What rights do you have in relation to your personal data? 

The GDPR gives you specific rights regarding your personal data. We are happy to assist you with your data protection rights. You can make a data rights request by reaching out to our Human Resource department at people@flyingtiger.com. 

Under the GDPR, you have the following data protection rights: 

Right to be Informed and have Access: You have the right to have confirmed whether collection or processing your personal data has taken place, and, if so, you have the right to request a copy of your personal data in a digital format. 

If you wish a copy of the personal data we process within our recruitment system, you can do so by simply clicking on the relevant button within your applicant profile.

Right to Data Rectification: You have the right to request that we correct any inaccurate personal data, and that we complete incomplete personal data. 

Right to Erasure: In certain circumstances, you have the right to request that we erase personal data concerning you; for example, if processing is no longer necessary for the purposes in which the personal data was originally collected for. 

If you wish to delete your applicant profile and application, you can do so by simply clicking on the relevant button within your applicant profile.

Right to Restrict Processing: In certain circumstances, you have the right to request that we restrict the processing of your personal data, for example, if you believe that the personal data is not accurate or lawfully processed. 

Right to Object to the processing: In certain circumstances, you have the right to request that we stop processing your personal data. You have a right to object to the processing of your personal data for direct marketing at any time. If you object, the personal data cannot be processed for the purpose of direct marketing. 

Right to Data Portability: In certain circumstances, you have the right to receive the personal data you have provided us with in a structured, commonly used, machine readable format, and the right to have us transmit the data to another entity, where technically feasible. 

Right to Withdraw Consent: You have the right to withdraw your consent to the processing of your personal data, where consent is the lawful basis. For example, if you wish to withdraw your consent to the processing of your CV and other application material, you can do so directly in your applicant profile by deleting your profile.

If you do not wish extended storage of your application after the initial 6-month retention period, you can simply not provide your consent, which will trigger the deletion of your applicant profile.  

If you withdraw your consent, the withdrawal will not affect the lawfulness of processing that has already been carried out based on your consent.  

There may be conditions or limitations on these rights. It is therefore not certain for example you have the right of data portability in the specific case - this depends on the specific circumstances of the processing activity.

You can read more about your rights in the Danish Data Protection Agency's guidelines on data subjects' rights, which is available here (only in Danish).

 

8.      International Data Transfers

We are not required to employ a Data Protection Officer (DPO). However, our internal Data Protection Lead supports our HR office in answering any questions, concerns, or requests regarding the processing of your personal data, and in assisting you in exercising your data rights. 

You can always reach out to us per mail at people@flyingtiger.com. 

9.      Unhappy with how we process your personal data?

If you want to lodge a complaint with a supervisory authority about our processing of your personal data, you can do so by contacting the Danish Data Protection Agency.  

If you are a resident of another EU country and would like to contact your local supervisory authority, you can find an overview of authorities and their contact details here: https://www.edpb.europa.eu/about-edpb/about-edpb/members_en. 

 

10.      Mandatory processing of personal data

Under the data protection rules, you are entitled to be informed of whether the provision of personal data is a statutory requirement, or a requirement necessary to enter into a contract, and of whether you are obligated to provide the personal data and of the possible consequences of failure to provide such data.

It should be noted in that respect that under the Danish Health Information Act, an employee must state of their own motion or at the employer's request to that effect, whether the employee knows that they suffer from an illness or shows symptoms of an illness which will significantly affect the employee's ability to carry out the work in question.

Further, as a potential future employee, you are subject to the general duty of transfer which means that you must not knowingly withhold information that may be relevant to your opportunity for being employed.

Moreover, it should be noted that if you are offered a position, we will use certain personal data about you to draft your employment contract, including your name and address; see the provisions of the Danish Employment Contracts Act.

If you do not wish to provide the information that you are required to provide under the provisions of the Danish Health Information Act and/or according to your duty of transfer or the information necessary for drafting an employment contract, or any other information which we are required to collect from you by law, we will be unable to offer you a position.

11.   Changes to this Privacy Notice

This Privacy Notice was last updated February 2025.

We may update this Privacy Notice from time to time to reflect changes in our practices or legal requirements. We encourage you to review this notice periodically for any updates. Thank you for trusting Zebra A/S with your personal data and application.