There are three roles in Team tailor if we are looking in to GDPR:

• GDPR-manager;
• Recruiter;
• Hiring manager

GDPR-managers in Team tailor are:

• Group/EE: Annika Helimets
• LV: Laura Rebeka Zauere
• LT: Elena Čiarbaitė
• SE: Stefania Winroth

Recruiter in Team tailor are all recruiters in Swedbank:

• HR Consultants;
• Career Specialists;
• Career Consultants;
• SE HR Helpdesk;
• Heads of Career Centre.

Hiring manager in Team tailor are:

• Hiring manager in recruitment process;
• Other members of Hiring team.

GDPR Manager shall:

●Understand and act on the internal deletion routines in Teamtailor;
●Oversee how many missing permissions, deletion requests, upcoming outdated permissions and upcoming deletions are on local and group account in Teamtailor under section "Data & Privacy" (there is also widget on the main page Data&Privacy in local accounts, where you can see the information). Check and make sure that the system is preparing to delete candidates correctly and accordingly to this Guideline;
●Take action when candidates sends in deletion requests  - See this Guideline to know when you shall delete candidate data according to country specific standard; ●Take action when there are expired permissions – see this Guideline to know when candidates shall be deleted according to country specific standard;
●Inform other recruiters in your country about their responsibilities, make sure new team members know about our GDPR principles and routines. Re-inform recruiters once a year about GDPR routines and their responsibilities working with candidates’ personal data;
●Support, advise and help to other recruiters in your country when they face questions or situations with candidates’ personal data in Teamtailor;
●Escalate Privacy issues/questions to Group HR & Infrastructure Privacy Manager. Inform other GDPR Managers about risks and/or questions in Local/Group account you face, which can impact all country accounts;
●If other countries GDPR Manager informs you about risks, situation and/or questions they face, take action and check if the situation impacts local account. If needed, inform your local Privacy Manager about the situation;
●If something is not correct in this Guideline, escalate this issue to Group HR & Infrastructure Privacy Manager;
●Apart from the responsibilities as GDPR Manager, remember to follow the Recruiter responsibilities on next slide as well.

Recruiter shall:

●Understand internal deletion routines in Teamtailor;
●Minimize the use of personal data outside Teamtailor, e.g. do not send CV via email, link to candidate card in Teamtailor instead;
●Before starting to process added or referred candidates, make sure that candidate has confirmed permission;
●Not delete candidate in Teamtailor - only GDPR Manager may do that;
●Always involve GDPR Manager if you want to send multiple candidates vacancies or other e-mails of activities;
●When candidate have not given consent for future job opportunity, do not process that candidate in other recruitment processes;
●Inform Hiring Managers you work with about their responsibilities in Teamtailor and working with candidates’ personal data. Use Successful recruitment instructions and step-by-step guide in Teamtailor. Inform or remind Hiring manager about their GDPR responsibilities in a recruitment process;
●If you receive candidate application via e-mail (either directly or through Hiring Manager), before application deadline, contact the candidate and kindly ask them to use Teamtailor to apply. Delete CV you received via e-mail and ask Hiring Manager to do the same;
●If you receive candidate application via e-mail (either directly or through Hiring Manager), after application deadline, add the candidate to the system yourself and inform candidate to give consent to processing his personal data. (as they might miss this info). Delete CV you received and ask Hiring Manager to do the same. Delete CV from your computer if it is been saved there; Before you continue to process added candidate in the recruitment process, check if the consent by the candidate is received;
● Escalate Privacy issues/questions to local Teamtailor GDPR Manager.

Hiring Manager shall:

●Understand GDPR Guidelines in Teamtailor;
●Minimize the use of personal data outside Teamtailor, e.g. do not send CV through e-mail, link to candidate card in Teamtailor instead;
●Keep notes about candidate in Teamtailor using Notes section in Candidate card. Be professional when you leave comments about candidates;
●If CV is received in your e-mail, if recruitment project is active, ask the candidate to apply through Teamtailor, send candidate the link for the project and delete received CV in your e-mail afterwards. If recruitment project has expired and you decide to accept the candidate’s application, add the candidate in Teamtailor and delete CV from e-mail and computer afterwards. Use step-by-step guide in Teamtailor;
●Do not start processing added or referred candidates’ personal data without confirmed permission from them;
●Keep your candidates’ data confidential - we respect the privacy of the applicants. This means that we don’t discuss or send data concerning the applicant to others, especially the current manager of the applicant, unless this has been agreed with the applicant.

https://workspaces.swedbank.ne...

• Use the default job ad as a template for future job ads. When you see the need to create new templates - talk to your country's superuser. 
• Do not change “Apply” button text.
• Use only pre-set Department & roles. 
• When creating a job ad always fill in “Department” and “Role”. If you cannot find a solution – talk to your Superuser.
• You can decide yourself, if you want to add the response time or not.
• Do not add people in the “Colleagues” functionality. Use the “Hiring team” functionality for that. 
• We always use the visual layout style. 
• Always add RAFlog RMB number (example: 181044) as a tag. If the position is not posted to RAFlog - add NoRMB.
• Stockholm as location use the way as stated below:

Stockholm City - Malmskillnadsgatan, usually LC&I ads

Stockholm HQ - Sundbyberg headquarters and Järnvägsgatan 18

Stockholm - only for all bank offices. For the cross boarder positions this one should never be used. 

Do not change

• Overall structure of the ad
• Headlines
• Application deadline sentence
• Bottom salary info for Latvia and Lithuania
• Pre-set heather of the job ad (no images shall be used)

Do not add

• Pitch (exeption with temporary position - choose "Temporary job" or "Temporary job for x months") 
• Images/videos

Free to change

• First catch phrase (choose passionate about/interested in/looking for/curious about, and add important keywords which are found through Google search)
• Bullets’ content
• Pitch, when posting temporary job (choose "Temporary job" or "Temporary job for x months"). If longer explanatory text is extra needed, please include that to the Job ad text.

• Asking the candidates full name is mandatory. In any other case it has errors with integrations.
• You can add questions to the application form (example: can add video question). Here please keep in mind what kind of information you are gathering and take the GDPR into account.
• In the regular cases we do not change the auto reply.
• By default, the chat widget is enabled. Make sure you choose a person, who will answer the questions that might come up. Candidates come with the “lead” tag. 
• You can remove stages. Do not add stages. 
• When you want to send out personality tests – set the trigger when creating the project to Team Tailor. 
• You can add the trigger functionality for yourself, also set guide times. 
• Always add the recruiter and recruiting manager to the “Hiring team”. 
• Use the „Fit for Swedbank“  Interview kit for every recruitment. You can create new ones for yourself under settings. 
• For the Swedbank fit evaluation it is mandatory to use the stars on the candidate card. “Fit for Swedbank” interview kit scorecard is used for mismatch.  
• All the process is in Teamtailor environment – when creating a project, mark the posting unlisted, let the hiring manager to edit their job ad inside the system. You can let them know by going under collaborate and use the functionality.
• Using promote "trackable share link" option always use unique link names 
  • cv.ee
  • cv.lv
  • cvonline.lt
  • likeit.lv
  • lkarjera.rtu.lv
  • cvkeskus.ee

• Answer “leads” within 1 day.
• Guide time for candidate to be in the inbox is 8 days. 
• When rejecting a candidate use only the pre-set “reject reasons”.
• Use message templates for communicating with the candidates in different stages in the process. Templates can be changed, when sending them out to the candidate. 
• The candidate can stay in the “Meeting with the manager” phase for 5 days maximum. (Invite to the interview within 5 days).  
• Top candidates’ profiles can be shared with the team members participating in the evaluation process. Share only necessary information with additional team members, when clicking the “share” button on the candidate card. We do not add team members to the hiring team. After the evaluation is done the share link must be revoked. 
• Assessio results are shown the best way, if you combine both MAP and Matrigma. You can also generate a Mint test and get the integrity score. Service First will also show you a percentage result. If you use only MAP you will not get the score. You can still generate a detailed assessment report.
• Always use the “share” functionality. When forwarding people to background check. 
• Always use the Job offer message templates. When forwarding to HR Administration, use the “share” functionality email on the candidate card. 
• Use custom field "Warning" on a candidate card for the candidates who we cannot make a job offer in Swedbank over all. Use the following text there: Contact /Recruiter name/ or HRHelpdesk before you contact this candidate.

• Recruiting manager is added to the hiring team. No new additional permissions are given.
• Hiring manager inserts job ad draft to the pre-made “unlisted” project in Team Tailor. 
• After the draft ad is added to Team Tailor the hiring manager uses “Collaborate” functionality and lets the recruiter know with the “@name” functionality. 
• Recruiter let’s the recruitment support know about publishing the job ad by adding “@name” functionality. 
• Hiring manager evaluates candidates for Swedbank by using the “review” tab on the candidate card. 
• Hiring manager evaluates candidates based on the role by leaving feedback in the interview tab in the “Role fit” interview kit. 

• All employees have “user” rights. 
• Employees sign in by using SSO. 
• Employees can apply and refer candidates to open position on the employee dashboard.

We add good candidates, who we have had at least 1 contact with to suitable talent pools and see we can offer roles in the future.

We use role based and seniority based tags. 

To any position add tag: Junior; mid; senior, manager

• Backend Developers: TAG: backend (specify the technologies the person is focused on ex JAVA).
• Scrum Masters: TAG: scrummaster
• Product Owners: TAG: productowner
• Business Analysts: TAG: Businessanalyst
• Frontend Developers: TAG:frontend (specify the technologies the person is focused on ex. CSS)
• Data Engineer TAG:Database
• Full Stack Developer: TAG: fullstack
• Mobile Developer (iOS, Kotlin etc.): TAG:mobile
• Testers: TAG:testing
• RPA Developer: TAG:RPA
• Machine Learning: TAG: ML
• Infrastructure Engineers: TAG: Infrastructure
• AML/KYC: Tag: AML
• Swedish language: TAG: swedish
• Investment: TAG: investment
• Project manager: TAG: project
• Operations: TAG: operations
• Team lead: TAG: leader

• Remove lines under email signature in personal account settings
• Swedbank Global account is used for all English job advertisements. 
• Swedbank Sweden/Estonia/Latvia/Lithuania is used for job advertisements in the local language only. 
• Data & Privacy related permissions are the responsibility of the account superuser as GDPR manager. Permissions are given weekly. 
• Teamtailor GDPR superusers must be consulted in any activities where many candidates (200+) are affected or sensitive data is involved (e.g. before sending out any campaigns).