Safe and secure handling of employees’ personal data

Last changed: 22 October 2021

On this page, you will find information on how SLU handles the personal data of employees and others working for SLU. SLU follows the guidelines of the General Data Protection Regulation (GDPR).

Data controller

The Swedish University of Agricultural Sciences (SLU) is the data controller for the processing of your data. The SLU data protection officer can be reached at dataskydd@slu.se or 018–67 20 90.

Purpose

SLU processes personal data to:

  • handle recruitment;
  • process your employment and salary;
  • display the correct information (name, position, etc.) on our websites
  • document work and residence permits and supporting documents for these;
  • communicate with employees and other staff;
  • allocate relevant resources, rooms and materials to employees and other staff;
  • register presence at and other information about completed in-house training;
  • create and report official statistics;
  • investigate and handle disciplinary cases;
  • decide on relevant support measures, e.g. in the case of rehabilitation;
  • administer internal elections such as faculty boards and heads of department.

SLU will also process personal data as required to comply with regulations on official documents and public authority archives.

Categories of personal data and sources

We primarily collect personal data from your application and supporting documents in Reachmee; these are stored in your employee case folder and in Primula, our salary management tool. You may provide additional personal data yourself, or additional data may be created as a result of your employment.

Legal basis

When we process personal data, it is to fulfil our task as a public authority and to follow the rules and regulations in force. This means that we process personal data to fulfil a task of public interest, to exercise public authority or because of a legal obligation.

When we process sensitive personal data, it is because of requirements in Swedish labour legislation, primarily concerning rehabilitation, notification of illness, negotiation with unions etc.

Disclosure

In many cases, personal data can be found in official documents. If a document is official, it means that anyone can request to see it unless the document is confidential. If the document is not classified as confidential, SLU will disclose it to anyone who requests to see it, including any personal data in the document.

Transferring personal data

SLU will transfer personal data to other organisations or public authorities in some cases, such as:

  • Statistics Sweden to create official statistics;
  • the Swedish Social Insurance Agency, the Swedish Tax Agency, the Swedish Enforcement Agency and any other public authority that requests data from us;
  • insurance companies providing insurance for employees and other staff, like the business travel insurance and occupational injury insurance;
  • public authorities in Sweden or the EU, to handle applications for work and residence permits;
  • the Swedish Public Employment Service, for labour market measures;
  • trade unions at SLU.

Storing data

In most cases, rules governing official documents will determine for how long we store personal data (rules on appraisal and disposal). These rules may require job applications to be stored for 24 months, while the application and supporting documents for someone who is offered a post at SLU will be stored indefinitely.

Personal data that are not part of official documents will be deleted when they are no longer needed for the purpose for which they were collected.

Your rights

You have the right, under certain circumstances, to have your personal data erased, corrected or limited. You also have the right of access to the personal data being processed. You also have the right to object to processing. To exert your rights, contact the data protection function (contact details below).

Comments

If you have any comments on the way SLU processes personal data, contact dataskydd@slu.se, phone 018 - 67 20 90.

If you are not happy with the answer provided by SLU, you can take your complaint to the Swedish Authority for Privacy Protection, imy@imy.se or 08-657 61 00.

Read more about the Swedish Authority for Privacy Protection.


Contact

HR-specialists
HR Unit, Division of Human Resources