How we process your personal data
At Transcendent Group we respect your privacy and want you to feel safe with how your personal data is being processed. Below, you will find information about what personal data Transcendent Group is processing, for which purpose, the lawful basis, how long we retain data and your rights in accordance with current legislation.
Structure of Transcendent Group
Transcendent Group was founded in Stockholm in 2001 and has since inception been a value-driven company. We hand-pick our employees, and only recruit experienced consultants within Governance, Risk and Compliance. Today, Transcendent Group has grown to become a management consulting business with offices throughout Europe.
The Group consists of Transcendent Group AB as parent company with each local office as a subsidiary. As per Q2 2018 the group Transcendent Group consists of the following companies:
As the parent company Transcendent Group AB is Swedish, Swedish legislation is the minimum requirement regarding handling of personal data. If there are more extensive requirements stipulated in any local legislation concerning a local company within the group, this requirement applies for handling of personal data within that specific company.
Transcendent Group AB (corporate identity number: 556612-8939, Address: Transcendent Group AB, Sveavägen 20, 111 57 Stockholm, Sweden) is data controller for your personal data.
What personal data do we process?
At Transcendent Group we process personal data for different categories of data subjects.
How do we process and protect personal data?
Depending on which category of data subject, we process different kinds of personal data for different periods of time and for different purposes. This is further specified in in each section below.
1. Customers and potential customers
1.1 Why do we process your personal data?
Customer: if you work at any of our customer´s organizations as the responsible contact person or otherwise is involved in our professional relationship, for example as a co-worker at a finance department or involved in the assignment, we will process some personal data to be able to retain our professional relationship and comply with relevant legislations, such as accounting regulations.
Potential customers: To be able to offer our services to organizations that are not familiar with us, we collect contact information about key individuals at organizations that we want to contact in order to potentially do business with.
1.2 What kind of personal data do we process?
1.3 How do we collect your personal data?
1.4 With whom do we share the information?
Your personal data is being used in our organization in order for us to maintain or receive the opportunity to create a professional relationship with the organization you represent. During an assignment we may share the data between different entities within Transcendent Group if it is required to fulfil our assignment.
We may share your personal data with third party suppliers that we hire to perform services on our behalf (such as technical, administrative, market related or other services) when such is required for administrating our relationship or in our prospecting of you as a potential customer. These third-party suppliers are not allowed to use your personal data for their own purposes, which is stipulated in contracts with said supplier.
2.1 Why do we process your personal data?
When you become employed at Transcendent Group you enter in to a contract with us as an employer. In this relationship, it is required by us as an employer to process a larger amount of personal data as we must comply with the regulations that employers must follow, as well as for us to fulfil the employment contract with you by paying your salary, ensuring that you follow our internal policies and similar. Examples of the legal requirements on us to process your personal data are work-environmental legislation, legislation regarding discrimination, legislation about salary when being ill, legislation relating to vacation, tax regulations, etcetera.
2.2 What kind of personal data do we process?
Please observe that the list is not exhaustive, and that other data may be processed as well.
2.3 How do we collect your personal data?
2.4 With whom do we share the information?
If you are employed at Transcendent Group your personal data may be shared with consultants, customers, suppliers and other parties who may be relevant to communicate with regarding your position at Transcendent Group. For consultants we may also share certain personal data to our customers for them to be able to give you access to their IT-systems, receive access to the customers premises, for the customer to perform eventual background checks on you and other processing that is necessary for the assignment. The customer will in turn share information to Transcendent Group regarding your performance at the present assignment.
We share your personal data with third party suppliers that we hire to perform services on our behalf when such is required for administrating your employment, e.g. the local payroll administrator and insurance companies. These third-party suppliers are not allowed to use your personal data for their own purposes, which is stipulated in contracts with said supplier.
Your personal data may also be shared when such is required by law, for example tax authorities.
3.1 Why do we process your personal data?
If you are interested in one of our positions at Transcendent Group or if you have a profile that can be relevant, we will process some personal data to be able to communicate with you and to administrate your application or to suggest that you apply for a position. During a recruitment process we evaluate your competence related to work, skill and personality. In the final steps of the recruitment process we use personal data to verify your identity to offer you the position if relevant. In addition we use personal data for other statistical purposes, for example to maintain and develop the quality of our services and to measure requirement process efficiency.
3.2 What kind of personal data do we process?
*Transcendent Group advices you to not share sensitive information about ethnical origin, political views, religious or philosophical beliefs, trade union memberships, data concerning health and data concerning sexual orientation, as well as personal data about individuals other than yourself.
Please observe that the list is not exhaustive and that other data may be processed as well.
3.3 How do we collect your personal data?
3.4 With whom do we share the information?
We do not share personal data regarding candidates to anyone outside Transcendent Group except if we use a recruiting agency as a support in the recruitment process.
Your personal data may also be disclosed when such is required according to law, such as when laws against discrimination are applicable or when such is required by the data protection agency.
4.1 Why do we process your personal data?
The personal data we process regarding our suppliers is restricted to what we need in order to retain our professional relation. This could be regarding personal data for the supplier’s responsible personnel, support functions, service personnel, finance department or other key individuals.
Your personal data is being used in our organization for us to maintain our professional relationship with you as a supplier.
We may share your personal data with third party suppliers that we have hired to perform services on our behalf when such is required for administrating our professional relationship with you as a supplier (e.g. invoice management). These third-party suppliers are not allowed to use your personal data for their own purposes, which is stipulated in contracts with said supplier.
5.1 Why do we process your personal data?
When you are a subcontractor to Transcendent Group you enter in to a contract with us. The personal data we process regarding our subcontractors is restricted to what we need in order to retain our professional relation.
5.2 What kind of personal data do we process?
Please observe that the list is not exhaustive and that other data may be processed as well.
5.3 How do we collect your personal data?
5.4 With whom do we share the information?
If you are a subcontractor we will share certain personal data to our customers for them to be able to give you access to their IT-systems, receive access to the customers premises, for the customer to perform eventual background checks on you and other processing that is necessary for the assignment. The customer will in turn share information to Transcendent Group regarding your performance at the present assignment.
We share your personal data with third party suppliers that we hire to perform services on our behalf when such is required for administrating your subcontractor agreement. These third-party suppliers are not allowed to use your personal data for their own purposes, which is stipulated in contracts with said supplier.
Your personal data may also be shared when such is required by law.
6. Other categories
6.1 Why do we process your personal data?
The category “Other categories” includes all individuals that are not included in any of the other categories. This category can consist of professional references in a recruitment process, a contact in a professional network, an industry colleague, sales personnel from other organizations, etcetera. Therefore, it is difficult to describe and cover exactly what we will use the data for in every instance and case. Below you will find examples that will cover some parts of our processing.
When a candidate is relevant for a vacancy, other individuals that can give information about how the candidate has performed in a workplace will be contacted. In order for Transcendent Group to initiate contact with the professional reference, name and telephone number to that individual is needed. In most cases we need to find out what professional role that individual has and what relation the individual has had with the candidate (the candidates’ manager, for example)
When someone is employed at Transcendent Group we will collect a so-called emergency contact, usually a close relative to the employee that we can contact if something should happen during work hours or in engagements/travels that transpire within the limits of the employment.
If you as an individual have initiated contact with Transcendent Group regarding a specific matter or occurrence, we may retain your personal data in order to contact you in regard to the specific matter or occurrence or to be able to enhance your experience visiting our web page.
We may save your contact details for future communication.
6.2 What kind of personal data do we process?
6.3. How do we collect your personal data?
6.4 With whom do we share the information?
At Transcendent Group, we make a distinction between individuals that is in contact with us in the role of a private individual and individuals that are in contact with us on behalf of an organization.
Personal data in the first case we are more restrictive with and do not share this type of data with any external stakeholder. When it comes to personal data regarding individuals acting on behalf of a company we are not as restrictive, as sharing business contacts within professional networks benefits business and corporate growth. Personal data where you represent an organization is by us viewed as less sensitive information than the personal data concerning private individuals.
We use third party suppliers that we hire to perform services on our behalf (such as technical, administrative, market related or other services) when such is required for administrating contacts with other stakeholders. These third-party suppliers are not allowed to use your personal data for their own purposes, which is stipulated in contracts with said supplier.
7. How long do we retain the information?
Generally we retain personal data only as long as it is relevant and necessary for our ongoing business, e.g. in our ongoing assignments, in our professional collaboration as a supplier or customer, in a recruitment process or as an employee.
However, we are obliged to retain specific personal data for a stipulated period of time in line with the different legislations in the countries we operate in. These legislations can for example be accounting legislation and legislation against discrimination. The retention time varies in the different local legislation, our companies within the group are following their specific local legislation. However, personal data that is used in accounting is saved for at least seven (7) years in line with Swedish accounting legislation due to the fact that the parent company of the group is Swedish and must follow Swedish accounting legislation. In addition we retain information provided as part of performed assignments for ten (10) years.
Customer: If you as the representative of an organization has ordered a service from us at Transcendent Group, and your name has been the reference for the actual assignment, we will save your personal data as part of our accounting documentation in line with the timeframes stipulated in the local accounting legislations.
Customer and potential customer: We will continuously update our CRM database. This means that we continuously work with having an updated and relevant database to ensure having relevant and correct contact information. See further information in section 8 about your rights.
Employees: As long as you are employed with Transcendent Group we will process your personal data. When you end your employment with Transcendent Group, the personal data that is no longer needed will be erased. However, some personal data such as log files, emails and similar may be retained for up to a year after your employment. Some of your personal data will also have to be retained for a longer period of time as required by applicable legislation, such as for example employment legislation or accounting legislation.
Candidates: Your personal data will be kept in confidence and we will hold it as long as is necessary for the recruitment purpose and for a period not exceeding what is stipulated in local legislations regarding for example discrimination.
You own the personal data that is registered on your profile and you are free to erase part of the information or your whole account. If you have a profile in our database and have not logged on to or updated your account during a two (2) year period, your account will automatically be erased. However, we may need to retain some information according to specific local legislation and will keep that information for a period of time even if specific information or the profile is erased. See further information in section 8 about your rights.
We reserve the right to erase user profiles if we see that the account has been misused in any way.
Suppliers: As long as you are an important individual with regards to our professional relationship we will retain your data. If it comes to our attention that your job assignments have changed or that you have changed employer your data will be erased.
We will have to retain certain personal data for a longer period when such is required by local national accounting legislation.
Subcontractors: As long as you are under contract with Transcendent Group we will process your personal data. When your subcontractor agreement has ended, a large part of your personal data will be erased. However, we will have to retain certain data for a longer period of time when such is required by the local accounting legislation or when your personal data is included in assignment information.
Professional references in a recruitment process
The professional references contact information will be retained solely for the candidate that has received and accepted a job offer. We will retain the data and a professional reference protocol, together with the candidate’s other documentation in line with the timeframe regarding the appeal of final job offerings stipulated in local legislation.
Emergency contacts/close relatives to employees
The data will be retained as long as the relevant individual is employed. The employee is responsible for the information to be correct and updated.
Individuals that establish contact with us on social media, through our telephone exchange, homepage or via e-mail
The data will be retained as long as the data is required in order to establish and maintain communication.
Partners, colleagues in the industry, sales representatives and key individuals at other organizations, contacts in professional networks, media contacts and similar
The data will be retained as long as it has a purpose and is relevant with regard to said purpose.
8. Your rights
8.1. Right to access to your personal data – extract from register
You have the right to access the categories of personal data that applies to you. Please contact us with a written request.
8.2 Right to rectification or erasure of personal data
You have the right to demand that we correct or erase your personal data by contacting us with a written request. If you have the ability to correct or erase the data yourself, e.g. as an employee or as a candidate that have registered a profile in our database, you have the right to erase or correct the data yourself. If we do not have any purpose with retaining your personal data we will erase all said data. However, in some cases we may have to retain your personal data due to legal requirements, please see below.
As an employee or subcontractor you are obliged to notify us if your data is incorrect as we otherwise may have difficulties with paying your salary/reimbursement, establish contact with you in regard to your employment and similar.
If you are included in our CRM as a potential customer you can either notify us or de-register yourself from newsletters and further contact. In order for us to avoid contacting you after you have de-registered, we need to retain either your name or e-mail address in a list that specifies you as not wanting news and communication from us. If you choose to be entirely erased from our registers, the risk is great that we may find your contact information and establish new contact with you.
Please observe that there are exemptions to your right to completely erase all your personal data upon request due to specific legislation requirements, such as accounting legislation and discrimination legislation, which stipulates that information must be saved for a specific period of time. Please see section 7 for more information. Furthermore, you do not have the right to have your data erased from Transcendent Group during your employment.
8.3 The right to object
You have the right to object against our usage of your personal data, see section 12 for contact details.
9. Lawful basis
In order for Transcendent Group as a corporation to process different data subject’s personal data, we need to have a relevant lawful basis for the processing. If we do not have a lawful basis we are not able to process your personal data. GDPR lists six (6) common lawful basis, where four are applicable for Transcendent Group:
Which lawful basis do we base our processing of personal data upon?
Customers, suppliers and subcontractors: In situations where Transcendent Group purchase or deliver goods or services from or to different organizations, there is a contract that binds both organizations. In these cases the lawful basis is contract and legal obligations.
Potential customers: When Transcendent Group is marketing ourselves to other organizations and process personal data for employees at these corporations, we base our processing on the lawful basis of legitimate interest.
Employees: If you are employed by Transcendent Group you have an employment contract that serves as a lawful basis based on consent and legal obligations.
Candidates: As a person within our recruitment process we process your personal data based on legal obligations and consent.
Other data subjects
The lawful basis of processing for this group can vary depending on how our contact has been initiated. In most cases we will initially use legitimate interest as the lawful basis. If we make the assessment that the individual whose personal data we process fits any of the above said categories, the lawful basis for that group will apply instead.
10. Securing your personal data
Appropriate technical and organizational security measures are taken and maintained to protect personal data against accidental, unlawful or unauthorized access, use, disclosure, alteration, destruction or loss of personal data.
11. Regarding cookies
Personal data can be collected when you visit our homepage (transcendentgroup.com), which means that information about your usage of the site and what pages you visit will be processed. The data that is being processed could be technical information about your device and internet access such as operating system, browser version, IP-address, cookies and other unique identifiers. During visits to transcendentgroup.com, different techniques that are intended to recognize you as a user and learn more about you to offer a better and more personalized user experience may be used. This can transpire directly or through usage of technique from a third party. Such techniques could be usage of third party cookies for example.
What is a cookie?
We use two types of cookies. One type saves a text file during a longer period, but has an expiration date. This cookie aims to for example inform you of what is new since your last visit. The other type of cookie is a so-called session cookie that is lacking the expiration date. The text file is being saved temporarily while you are visiting a webpage, and is helping you to for example visit said webpage in a certain language. As soon as the browser is shut down the text file will be erased.
In order for you to use www.transcendentgroup.com to its full extent, you have to accept cookie usage via the pop up. If you do not wish to accept cookies you can shut off cookies via your web browsers safety settings. This will unfortunately mean that transcendentgroup.com will not work as intended.
12. Our contact information
If you would like to get in touch with Transcendent Group AB in regard to your personal data, you can send an e-mail to firstname.lastname@example.org or if you are a candidate or employee at HR@transcendentgroup.com..
On the same address you can also:
You could also contact us via mail, send your requests to: Transcendent Group AB, Sveavägen 20, 111 57 Stockholm Sweden.