Why do we process your personal data?
| What categories of personal data do we process?
| Legal ground
| Retention
|
Employer branding
|
To market Scania towards current employees
| - Web browsing data
- Education & Skills
- Personal Identifiers
- Professional experience
- Professional organization
| Consent
| Maximum 2 years after event
|
To create a fictional profile to better understand and attract future competences
| - Age, Gender, Nationality
- Professional organization
- Education & Skills
- Personal Identifiers
- Professional experience
| Legitimate interest
| Until end of interview period, maximum 3 months
|
Recruiting
|
To manage the candidate database to match candidates with jobs within the Scania Group, including creating a job requisition, advertising, screening candidates both from applications and candidate pools, assessments, interviews and offer
| - Education & Skills
- Personal Identifiers
- Employment data
- Ethnicity only when and where mandatory according to law, when applying to positions outside EU
- Age, Birthdate, Gender and Nationality
- Home Address
- Professional organization
- Behavioural and performance data
- Criminal/legal data
- Financial data
- Health reports and Health tests
- Preferred country to work
- Professional experience
- Social medial account
- Photo
| Legitimate interest
| In accordance with local laws and regulations of the recruiting Scania legal entity
|
To share data with supplier of background checks on job candidates
| - Personal Identifiers
- Result of background check
| Legitimate interest
| 30 days
|
To perform test on job candidates
| - Personal Identifiers
- Behavioural and performance data
| Legitimate interest
| |
To use for future recruiting
| - Personal identifiers
- Home Address
- Preferred country
- Employment data
- Professional experience
- Education & Skills
- Social medial account
- Photo
| Consent
| Maximum of 24 months from last editing personal information
|
To prepare and enter into employment contracts
| - Education & Skills
- Employment data
- Financial data
- Leaves, vacation and working hours
- Personal Identifiers
- Professional experience
- Professional Organization
- Salutation, Birthdate, Gender and Nationality
- Home Address
- Emergency Contact
| Contract
| Maximum of 10 years
|
To enable onboarding and cross-boarding
| - Financial data
- Salutation, Birthdate, Gender and Nationality
- Home Address
- Emergency Contact and Dependents
- Employment data
- Personal Identifiers
- Leaves, vacation, and working hours
- Photo
- IT usage data
| Contractual obligation
| Maximum 90 days after onboarding is completed
|
To enable sharing of experiences between Scania trainees through the TRATON Trainee Network
| - Employment data
- Personal Identifiers
- Professional organization
| Legitimate interest
| Three years from ending trainee program
|
Managing employment
|
To provide global support to HR systems
| - Birthdate
- Home Address
- Professional organization
- Education & Skills
- Employment data
- Personal Identifiers
- Leaves, vacation, and working hours
- Professional experience
| Legitimate interest
| Maximum 2 year after closed support case or 90 days after end of employment.
|
To enable the HR Service Centre to receive and answer questions from HR managers, managers, employees and external authorities related to employees
| - Birthdate
- Home Address
- Professional organization
- Education & Skills
- Employment data
- Personal Identifiers
- Leaves, vacation, and working hours
- Professional experience
| Legitimate interest
| Maximum 2 years after closed support case or 30 days after end of employment
|
To register new employees and administratively manage changes throughout the employment
| - Leaves, vacation, and working hours
- Age, Birthdate, Gender
- Home Address
- Professional organization
- Financial data
- Employment data
- Education & Skills
- Personal Identifiers
- Behavioural and performance data
- Health certificate
- Position data
- Emergency contact
- Photos
- Professional experience
- Leaves, vacation, and working hours
| Contract
| 24 for months after end of employment
|
To archive HR related documents
| - Birthdate
- Home Address
- Professional organization
- Education & Skills
- Employment data
- Personal Identifiers
- Leaves, vacation, and working hours
- Professional experience
| Legal obligation
| Maximum of 10 years after employment
|
To handle and follow up company cars
| - Personal Identifiers
- Professional organization
| Legitimate interest
| 10 years from paid salary
|
To handle and follow up the use of electric bikes
| - Personal Identifiers
- Geo position of bike
| Legitimate interest
| Maximum of 10 days
|
To handle and following up on electronic driving record of company cars
| - Driving time
- Milage
- Vehicle identity numbers
- Geo position of company car
| Legitimate interest
| Maximum of 90 days
|
To managing bookings at Scania training facilities
| - Birthdate
- Personal Identifiers
- Photo
| Contract
|
|
To book, manage and follow up on Scania personnel transportation
| - Personal Identifiers
- Pick up and leave spots
| Legitimate interest
| 1 month and 1 week
|
To manage Scania accommodation
| - Financial data
- Personal Identifiers
- Home Address
- Behavioural and performance data
| Contract
| From the last day of contract, the personal data is saved for one year. Personal data regarding expatriates are saved for five years. In case the tenant has a rent debt to Scania the personal data is saved until the debt is resolved
|
To manage Scania mail parcels
|
| Legitimate interest
| The data is deleted when employment ends.
|
To manage and reconcile Scania restaurant payments and invoicing
| - Personal Identifiers
- Professional organization
| Legitimate interest
| The data is anonymized after 12 months of inactivity
|
To manage programs for top executives and other key positions
| - Leaves, vacation, and working hours
- Age, Birthdate, Gender and Nationality
- Home Address
- Professional organization
- Financial data
- Personal Identifiers
- Education & Skills
- Civil status and partner's name
- Emergency contact and dependents
- Social medial account
- Employment data
- Behavioural and performance data
- Professional experience
| Legitimate interest
| Maximum of running 10 years for bonus reasons
|
To administrate the life cycle of employment to support employees and the managers
| - IT usage data
- Salutation, Age, Birthdate, Gender and Nationality
- Home Address
- Professional organization
- Financial data
- Civil status and partner's name
- Emergency contact and dependents
- Employment data
- Personal Identifiers
- Leaves, vacation, and working hours
- Behavioural and performance data
- Professional experience
| Legitimate interest
| 60 months after end of employment or according to local legal requirements
|
Fullfilling legal obligations
|
To be able to answer questions from authorities or other institutions such as the Swedish Social Insurance Agency, the Enforcement Authority, banks, AFA, Police, estates, etc.
| - Leaves, vacation, and working hours
- Financial data
- Employment data
- Personal Identifiers
- Position data
- Professional experience
- Professional organization
| Legitimate interest
| Until the question is answered
|
To manage lack of performance cases
| - IT usage data
- Leaves, vacation, and working hours
- Age, Birthdate
- Home Address
- Professional organization
- Education & Skills
- Employment data
- Personal Identifiers
- Health reports and medical certificates
- Identified illness and psychological condition
- Behavioural and performance data
- Professional experience
- Financial data
- Other Special Category Data (Opinion, Ethnicity, etc)
| Legal obligation
| Until end of employment and during limitation period in local labour legislation
|
To manage individual issues of misconduct
| - IT usage data
- Leaves, vacation, and working hours
- Age
- Professional organization
- Web browsing data
- Financial data
- Employment data
- Drug tests and Health reports
- Education & Skills
- Personal Identifiers
- Behavioural and performance data
- Scania premisses control
- Surveillance camera data
- Social medial account
- Professional experience
- Union membership
| Legal obligation
| Until end of employment and during limitation period in local labour legislation
|
To negotiate with trade unions on employment and company issues
| - Personal Identifiers
- Behavioural and performance data
| Legal obligation
|
|
To manage the redeployment process for individuals due to medical, behaviour, lack of performance or organizational reasons
| - Education & Skills
- Personal Identifiers
- Behavioural and performance data
- Medical certificate
- Professional experience
- Professional organization
- Union membership
| Legal obligation
| Until the process is closed and obligations due to legal and contractual obligations are fulfilled.
|
To manage individual rehabilitation issues
| - Leaves, vacation, and working hours
- Age
- Professional organization
- Allergies, Identified illness and psychological condition
- Drug tests and Health tests
- Medical certificates and Health reports
- Ergonomic data
- Rehabilitation data
- Work accidents, injuries etc
- Personal Identifiers
- Body descriptive data
- Behavioural and performance data
- Professional experience
- Union membership
| Legal obligation
| Two years after rehabilitation is closed
|
Staff and Salary Administration
|
To carry out salary reviews and salary revisions for employees
| - Age and Gender
- Professional organization
- Employment data
- Personal Identifiers
- Behavioural and performance data
- Professional experience
- Financial data
- Leaves, vacation, and working hours
- Union membership
| Legal obligation
| 10 years after paid salary
|
To manage the core payroll process at Scania
| - Leaves, vacation, and working hours
- Financial data
- Birthdate
- Home Address
- Professional organization
- Employment data
- Personal Identifiers
- Union membership
| Contract
| 10 years after paid salary
|
To manage payroll system support
| - Leaves, vacation, and working hours
- Financial data
- Age and Birthdate
- Home Address
- Professional organization
- Employment data
- Personal Identifiers
- Union membership
| Legitimate interest
| 10 years after paid salary
|
To perform annual compensation reviews
| - Age and Gender
- Professional organization
- Financial data
- Employment data
- Personal Identifiers
- Behavioural and performance data
- Professional experience
- Union membership
| Legitimate interest
| 10 years after salary increase
|
To provide and manage individual pensions and benefits
| - Age, Birthdate and Gender
- Financial data
- Employment data
- Personal Identifiers
- Leaves, vacation, and working hours
| Legitimate interest
| Maximum 24 months, except employment number and PID-number, which are saved during employment
|
To provide and manage individual pensions and benefits for executives and expatriates
| - Financial data
- Civil status and Partners name
- Personal Identifiers
- Employment data
- Gender and Nationality
- Home Address
- Professional organization
- Health report
- Professional experience
| Contract
| Until employment ends and as long as the data subject's insurance/pension is paid, including payments to beneficiaries
|
To manage invoicing and reporting of pensions and benefits
| - Financial data
- Civil status
- Employment data
- Personal Identifiers
| Legal obligation
| 10 years after the data subject has died. If there are beneficiaries, the data is saved 10 years after beneficiaries have died
|
To provide and manage scholarships
| - Employment data
- Home Address
- Professional organization
- Behavioural and performance data
- Professional experience
| Consent
| Application is saved for two months. Decision on granted scholarship is saved for two years
|
To manage the Scania Resultatbonus
| - Leaves, vacation, and working hours
- Personal Identifiers
- Home Address
- Financial data
| Legitimate interest
| 10 years from disbursement
|
Work environment and health
|
To conduct medical examinations of employees and related persons for expatriations missions
| - Allergies, Identified illness
- Health incidents
- Health reports and medical reports
- Health tests
- Prescriptions
- Birthdate
- Civil status, partner's name and children names
- Personal Identifiers
| Contract
| 10 years from last entry in patient record
|
To film and photograph for ergonomic risk assessments
| - Ergonomic data
- Photos and videos
- Professional organization
| Legal obligation
| Maximum 3 months when doing risk assessments. Films used in trainings are saved as long the training is used
|
To conduct medical examinations of employees before short term business travel
| - Allergies
- Identified illness
- Medical certificates
- Prescriptions
- Birthdate
- Home address
- Professional organization
- Personal Identifiers
| Legitimate interest
| 10 years from last entry in patient record
|
To report, manage and analyse work incidents
| - Personal Identifiers
- Work accidents, injuries etc
- Photos
- Position at workplace
| Legal obligation
| Retention time is set for personal data according to local work environment legislation
|
To assess employees’ ability to work and their health in order to take improving measures within the area of occupational health
| - Age, Birthdate and Gender
- Home Address
- Professional organization
- Allergies
- Drug tests
- Ergonomic data
- Health incidents and Work accidents, injuries etc
- Medical certificates
- Prescriptions
- Psychological conditions and psychological counselling data
- Rehabilitation data
- Body description, Height Weight and other body descriptive data
- Civil status and partner's name
- Children names
- Personal Identifiers
- Photos
- Leaves, vacation, and working hour
| Legitimate interest
| 10 years from last entry in patient record
|
To perform new employment health examinations to investigate if there are any medical obstacles to perform the position a candidate has applied to
| - Personal Identifiers
- Education & Skills
- Age, Birthdate and Gender
- Home Address
- Drug tests and Health tests
- Identified illness
- Prescriptions
- Height and Weight
| Legitimate interest
| Name, e-mail address, department and manager are saved for one year. Medical data is retained 10 years from last entry in patient record.
|
To perform random drug test of employees and offer employees with help to overcome addictions
| - Birthdate
- Professional organization
- Drug tests
- Personal Identifier
| Legitimate interest
| Maximum 10 years after last entry in patient record in case of positive test. Maximum 6 months in case of negative test
|
Planning and follow-up
|
To build and maintain a competence inventory to support the strategic workforce planning within the Scania Group
| - Education & Skills
- ·Personal Identifiers
- Behavioural and performance data
- Professional experience
- Professional organization
| Legitimate interest
| Maximum of 10 years or in accordance with local legislation
|
To enable career planning and skills assessments to identify skills and competency gaps by comparing current and potential future roles
| - Education & Skills
- Employment data
- Personal Identifiers
- Behavioural and performance data
- Professional experience
- Professional organization
| Legitimate interest
| 60 months after end of employment or according to local legal requirements
|
To perform the Employee Satisfaction Barometer and other surveys
| - Age, Birthdate and Gender
- Professional organization
- Personal Identifiers
- Employment data
- Education and skills
- Professional experience
| Legitimate interest
| For Employee Satisfaction Barometer until the data is aggregated and anonymized, before reporting. For other surveys, until the surveys are updated and re-launched, maximum of 10 years
|
To perform HR related statistics for follow-up and to form the basis for HR-related decisions
| - Leaves, vacation, and working hours
- Financial data
- Employment data
- Personal Identifiers
- Age, Birthdate and Gender
- Professional organization
- Education & Skills
- Health and Work accidents, injuries etc
- Rehabilitation data
- Professional experience
- Behavioural and performance data
- IT usage data
- Civil status
| Legitimate interest
| Whenever possible, personal data is aggregated and anonymized before reporting. Data exported from outside source system is retained for a maximum of 60 days after completed project.
|
To perform analytics within the HR area to form the basis for HR-related decisions
| - Leaves, vacation, and working hours
- Age, Birthdate, Gender and Nationality
- Home Address
- Professional organization
- Financial data
- Education & Skills
- IT usage data
- Employment data
- Personal Identifiers
- Behavioural and performance data
- Professional experience
- Rehabilitation
- Work accidents, injuries etc
- Scania premises passage
| Legitimate interest
| As a rule, data is saved about 3 months after requested analytics have been produced.
|
To identify and develop cross talent
| - Personal Identifiers
- Education & Skills
- IT usage data
- Behavioural and performance data
| Legitimate interest
| Maximum of 2 years after end of process
|
To enable succession planning and management
| - Age, Gender and Nationality
- Professional organization
- Employment data
- Education & Skills
- Personal Identifiers
- Behavioural and performance data
- Professional experience
| Legitimate interest
| Maximum of 60 months after end of employment or according to local legal requirements
|
Learning and development
|
To enable employees to share digital certificates
| - Personal Identifiers
- Education & Skill
| Legitimate interest
| As long as the employee uses the service
|
To conduct performance reviews of employees
| - Personal Identifiers
- Behavioural and performance data
- Education & Skills
- Leaves, vacation, and working hours
- Professional experience
- Employment data
- Gender
- Professional organization
- IT usage data
| Legitimate interest
| 2 years from review, but a maximum until end of employment
|
To enable employees to share learning activities and follow others on learning platforms
| - Education & Skills
- Personal Identifiers
- Photos
| Legitimate interest
| Maximum of 10 years
|
To manage and coordinate training activities
| - Food preferences
- Education & Skills
- Clothing and Shoes size
- Employment data
- Personal Identifiers
- Professional experience
- Professional organization
- Education & Skills
| Legitimate interest
| Maximum of 10 years
|
To implement and evaluate training activities
| - Web browsing data
- Personal Identifiers
- Monitoring, Recordings, and Images
- IT usage data
- Professional organization
| Legitimate interest
| Maximum of 1 year
|
To create and follow-up on development plans for employees
| - Education & Skills
- Personal Identifiers
- Behavioural and performance data
- Employment data
- Professional experience
- Professional organization
| Legitimate interest
| One year after end of employment
|
To train future leaders and enhance their network
| - Food preferences
- Birthdate and Nationality
- Home Address
- Professional organization
- Clothing and Shoe size
- Personal Identifiers
- Employment data
- Education & Skills
- Behavioural and performance data
- Photos
- Professional experience
| Legitimate interest
| End of employment
|
Travel Management and Expatriation
|
To manage the expatriation process for employees as well as related persons
| - Leaves, vacation, and working hours
- Age, Birthdate, Gender and Nationality
- Home Address
- Financial data
- Education & Skills
- Emergency contacts
- Civil status and partner's name
- Education & Skills
- Medical certificates
- Personal Identifiers
- Professional experience
| Contract
| Maximum of 10 years
|
To manage travel bills and the expense process
| - Food preferences
- Work accidents, injuries etc
- Birthdate, Gender and Nationality
- Home Address
- Professional organization
- Financial data
- Personal Identifiers
- Employment data
- Position data
| Legitimate interest
| 7 years in total
|
To conduct analyses on travel patterns
| - Personal Identifiers
- Professional organization
| Legitimate interest
| Maximum of 5 years
|
Other processing
|
To follow safety processes and routines in case of emergency
| - Personal Identifiers
- Employment data
- Professional organization
- Name and contact information of emergency contact
- Citizenship
- Nationality
| Legitimate interest or Protection of your vital interest
|
|
To protect our employees and our company assets
| - Personal Identifiers
- Employment data
- Professional organization
- Photos
- IT usage data
- Web browsing data
- Scania premises passage control
- Surveillance camera data
| Legitimate interest
|
|
To transfer personal data externally in order to identify you as a Scania employee and to enable you to perform your work duties
| - Personal Identifiers
- Employment data
- Professional organization
- Photos, film and audio
| Legitimate interest
|
|
To analyse, improve and develop existing and new products and services
| - Personal Identifiers
- Employment data
- Citizenship
- Professional organization
- IT usage data
| Legitimate interest
|
|
To provide you with requested information and relevant updates
|
| Legitimate interest
|
|
To comply with licences of open-source programs
| - Contributors’ Personal Identifiers
| Contractual obligation
|
|
Termination of employment
|
To support HR and managers with legal advice concerning termination of employments
| - Age
- Professional organization
- Financial data
- Personal Identifiers
- Union membership
| Legal obligation
|
|
To offboard employees ensuring a good exit and a structured knowledge transfer
| - Personal Identifiers
- Employment data
- Professional organization
| Legitimate interest
| Data on offboarding is retained until offboarding tasks are completed and the employment has ended.
|
To handle redundancy according to legal requirements and common processes
| - Age and Birthdate
- Professional organization
- Education & Skills
- Employment data
- Personal Identifiers
- Leaves, vacation, and working hours
- Professional experience
- Behavioural and performance data
- Financial data
- Union membership
| Legal obligation
| Maximum 2 years from end of employment. Data on employment time is retained until reached retirement age.
|