If you apply for an advertised position or are employed by us

We store necessary information about you, such as basic personnel data, salary, working hours, tax deductions, which municipality you pay taxes to and whether you are a member of a trade union. We also register information related to your work tasks and to any adaptations you need in the job.

If you apply for a job with us, we process the personal data you provide us in your application to assess whether you are qualified for the position.

We use various electronic systems to process and store your information. Some information can also be found on paper. In addition, electronic traces are registered when you use access cards, various IT solutions and digital tools.

All applications for settings with us are registered (recorded) and stored in the Research Council's archives for about a year before they are shredded. The journal will not be deleted, but the personal name or name of the applicant will not be publicly available in the Public Electronic Mail Journal. Applications for positions as department director will be preserved.

We delete personal data in line with the requirements of the Accounting Act and the Archives Act.

If a document has a lasting impact on the employment or salary conditions, we have a duty to store it according to the Archives Act. This information cannot normally be deleted without the approval of the National Archivist, even after you have left us.

All employees, both former and new, have a personnel folder in our filing system. Here we store your job application between others. When you leave, we clear the personnel folder, but we keep the application.

Only individuals with a special need have access to your personal data.

We use these systems

We mainly use the following system to process personal data about employees:

Jobb Norge

We use the recruitment system Jobb Norge when we need to hire new employees. Here we handle information about everyone who applies for a job with us. Grade Jobb Norge delivers and operates the system and they process personal data on our behalf. We also collaborate with Semac AS to do background checks of relevant candidates.

Case management and archive system

Here we handle appointment cases and personnel matters. Once we have appointed you, we will create a personnel file in our case management and filing system. The folder contains documents that are important for your employment and for your pension.

Access control

We register information about you in the access control system. We do this so that you can access the Research Council's buildings and rooms with your appointment card.

Crisis and emergency preparedness system

We have a management system for safety and preparedness. Here we register your contact information so that we can reach you quickly in the event of a crisis or an unexpected event.

Finance and HR system

We process your personal data in our own financial and personnel system to ensure that you receive the correct salary, holiday and time off in lieu and to fulfil your rights and obligations as an employee.

Office 365

Office 365 is used as a collaboration solution. We process information about you to give you access to files and meetings in Sharepoint and Teams.

Travel operator

We process information about you in order to be able to book service travel.

Other systems

We also process personal data about employees in other electronic systems, for example:

• e-mail system
• phone and video conferencing system
• system for handling cases and orders for the operations department
• PBX that distributes incoming calls
• case management system
• system for allocating rooms and creating timetables

In addition, we may process information about you in systems that apply to certain roles or services in the Research Council. This can be for example:

• tools for conducting online meetings
• tools for recording, live streaming and publishing
• system for reporting deviations (errors or unwanted events)
• system for administration of and support for research projects