Information for applicants
Processing of personal data by the National Museum of Denmark
Here you can read about how the National Museum of Denmark processes your application and your personal data.
Vacancies at the National Museum of Denmark are usually filled through open competition. Vacancies are advertised on www.natmus.dk, on Jobnet, on the Ministry of Culture’s website and in other relevant media.
The National Museum of Denmark, Frederiksholms Kanal 12, DK-1220 Copenhagen K, is the data controller of the personal data collected and processed in connection with your application. HRM Talent Solutions is the system supplier and data processor.
Purpose of processing your personal data and the basis for processing
The National Museum of Denmark collects information in connection with job applications to allow us to contact and assess applicants who are interested in and qualified for vacancies at the museum. We also do so to be able to offer qualified applicants employment at the museum. The data processing is carried out in accordance with Article 6(1)(a), (b) and (e) and Article 9(2)(a), (b) and (f) of the EU’s General Data Protection Regulation (GDPR) and sections 8, 11 and 12 of the Danish Data Protection Act (Databeskyttelsesloven).
What personal data does the National Museum of Denmark process?
We process the information, including personal data, contained in your application, CV and other supporting documents in order to evaluate your application.
We recommend that you do not include sensitive personal data in your application, such as information that reveals your racial or ethnic background, religion, union membership etc. However, it may be appropriate to provide information about any disabilities you may have to allow you to exercise your preferential right to an employment interview for jobs in state organisations under the rules on compensation for disabled persons in occupations. If you indicate that you wish to make use of the rules, the museum will process your data in order to comply with applicable law.
If the position requires you to complete personality tests, skills tests or the like, you will be informed once we have processed your application. The results of such tests are treated confidentially, but are included in our assessment of your application. The results will be deleted once the evaluation process is complete.
If the museum offers you a position, you may be asked to submit a criminal record and/or child protection certificate depending on the position in question. Depending on the position you are offered, you may also be asked to undergo a security clearance check. Such information will also be treated confidentially.
The basis for our processing of your personal data is your request that we process your application prior to the signing of an employment contract, as well as your consent.
As part of the recruitment process, we may collect information that is publicly available about you on the Internet, including from social media.
As part of our evaluation of you and your application, we may obtain references from your former and/or current employers. We only obtain references if you have given your consent and if they are relevant to the position you are applying for. If you do not wish to give consent, it may, following a specific assessment, have an effect on whether the National Museum of Denmark will offer you employment.
If information becomes available that affects whether the National Museum of Denmark wishes to hire you, you will be made aware of this and given the opportunity to comment before we make a final decision on whether to offer you the position. If there is no information that speaks against your employment, the National Museum of Denmark will usually notify you that the museum intends to offer you the position. Before committing to offering you a position, the National Museum of Denmark may need to assess your criminal record or carry out a security clearance check, as outlined above. If you have a criminal record, or if you cannot obtain security clearance, we will make a specific assessment of whether your circumstances are compatible with employment at the museum.
If you are offered a position at the museum, your application as well as additional personal data collected in connection with the appointment will become part of your employee file with us.
If you are not offered a position, your application and other documents in our personnel management system will be deleted six months after you created a profile and submitted your application. For research positions, the information will be deleted 12 months after you created your profile and submitted your application. Where relevant, the National Museum of Denmark stores personal data collected in connection with a recruitment in print for a period of six months after the museum has sent out rejections. The personal data mainly relate to correspondence with an applicant before or after the recruitment process has been completed.
If you register in the Jobagenten recruitment system, your information will be deleted 18 months after you register or change the information.
Who gains access to your personal data, including third parties?
Your information will be accessible to employees in the Personnel department, the recruiting manager and an employment committee.
If you apply for a research position, a specialist evaluation committee – which may include one or more external members – will have access to your profile and application in the recruitment system to be able to assess your research qualifications for the position.
For some appointments, the recruitment is wholly or partly financed by external funds. Some foundations require that, before the museum offers an applicant a position, the foundation must receive the application, CV etc. of the applicant the museum intends to offer the position to. In this situation, we share your information with the foundation that fully or partially finances the employment.
In connection with certain appointments of managers and deputy managers, your information will be shared with a recruitment agency.
You may withdraw any consent you have given as part of the application or during the recruitment process at any time. Withdrawal of consent will have an effect on the future processing of your personal data. If you wish to withdraw consent, please contact us as described below.
You have the right to access the personal data we process about you, though with certain statutory exceptions. You also have the right to object to the collection and further processing of your personal data. In addition, you have the right to ask that the processing of your personal data be restricted, that your personal data be rectified if necessary, or in certain cases that your personal data be erased.
In exceptional circumstances, you may also request an overview of your personal data in a structured, commonly used and machine-readable format, and ask us to transmit such information to another controller.
Complaints or exercise of rights
If you wish to exercise any of the above rights or have any questions about the processing of your personal data, you are welcome to contact the museum’s Data Protection Officer/the Legal Advisor to the Danish Government (Kammeradvokaten) at firstname.lastname@example.org or the Personnel department at the National Museum of Denmark on tel. +45 41 20 66 02 or +45 41 20 66 04.
If you wish to complain about the processing of your personal data, you can contact our Personnel department. You can also lodge a complaint with the Danish Data Protection Agency at the address Datatilsynet, Borgergade 28, 5., DK-1300 Copenhagen K.