Data retention policy

With regards to employees, Freetrailer collects and processes the following types of personal data:

• Name, address, telephone number, e-mail address;
• Danish CPR no., age;
• Tax information, salary information, and bank details;
• Health-related information in connection with any sick days taken by the employee, including doctor’s notes, return to work notes, and any doctor’s reports;
• Information about any trade union membership;
• Criminal records;
• Information about exam results and other qualifying tests;
• Information concerning personality tests and other individual tests;
• Documentation on further education and any courses;
• Information concerning development plans, documentation from employee performance reviews, and concerning professional assessments of the employee in question;
• Information concerning any occupational injuries and workplace accidents;
• Any (written) warnings;
• Any other internal notes concerning the employee in question;
• Information concerning the employee’s use of Freetrailer’s IT equipment and professional use of telephones and internet connections;
• Any photograph(s) of the employee in question and contact details for a next-of-kin.
• Freetrailer’s company cars are fitted with GPS that indicates where a company car is at all times.
• Freetrailer may also collect and process other information concerning health or religious affiliation, but only to the extent that such may be necessary or relevant for the affected employee’s safety and security, wellbeing, function in the workplace, or performance of duties.

Personal data concerning employees is erased as follows:

• Personal data that may have been collected in connection with recruitment processes, including where positions have been advertised and in the event that unsolicited applications are received, and where the applicant has been rejected are erased no later than 6 months after the rejection, unless the applicant consents to their data being stored for longer.
• Personal data concerning an employee’s name, address, tel. no., e-mail address, CPR no., age, tax information, and salary information is erased immediately 5 years after this employee’s employment ends.
• Personal data concerning an employee’s health is erased as soon as possible after the health matter ends. However, if this health matter could have had an impact on the employment, the corresponding personal data will be erased immediately 5 years after this employee’s employment ends.
• Personal data concerning an employee’s affiliation with a trade union is erased immediately 5 years after their employment ends.
• Criminal record information which is collected for use in a recruitment process where the applicant obtains employment is erased immediately after the end of the hiring process.
• Personal data concerning an employee’s personal and professional qualifications, development and education are erased immediately 3 years after this employee’s employment ends, unless the data in question could have had an impact on the employment, in which case the data shall be erased immediately 5 years after this employee’s employment ends.
• Personal data concerning occupational injuries and workplace accidents is erased immediately 3 years after this employee’s employment ends.
• Personal data concerning (written) warnings are erased as soon as possible once they can no longer be considered relevant for the employment. However, if these (written) warnings could have had an impact on employment, they shall only be erased immediately 3 years after the end of the incident which may have given rise to such (written) warning(s).
• Internal notes concerning an employee are erased as soon as possible once they can no longer be considered relevant for the employment. However, if the information in such internal notes could have had an impact on employment, these notes shall only be erased immediately 5 years after the employment ends.
• Data concerning an employee’s use of Freetrailer’s IT equipment and professional use of telephones and internet connections is erased immediately 3 years after this employee’s employment ends.
• Photographs of an employee and contact information for a next-of-kin are erased immediately after this employee’s employment ends.