1. Introduction

This Privacy Statement for job applicants (’Privacy Statement’) describes how [Company] – based at [Address] – process the personal data of candidates we contact and applicants that apply to a position (‘you’) in connection with [Company] recruitment process.

We have carefully drafted this Privacy Statement to inform you in plain language about our privacy practices. The Privacy Statement tells you what personal data we process about you, why we process it and how we use it during our recruitment process. We encourage you to read the Privacy Statement in full.

2. When does this privacy statement apply?

This Privacy Statement applies to the processing of personal data of job applicants or job prospects by [Company]. Processing personal data is a broad term and includes (amongst other things) collecting, recording, storing, amending, reviewing, using and deleting personal data.

Some countries may have stricter or deviating local legal requirements. For example, local law may impose different requirements on how long we have to keep your data (data retention). In case of a conflict between this Privacy Statement and such requirements, the latter will prevail.

3. What is personal data?

It is important for you to know that ‘personal data’ (or ‘data’, ‘personal information’ or ‘your data’), refers to any information relating to an identified or identifiable natural person (‘data subject’).

An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier – or by reference to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

4. What personal data do we process about you?

During the recruitment process, we ask you to provide us with information that enables us to assess your suitability for certain positions.

We may process personal data about you, such as:

• Government-issued data and documentation required under immigration laws, such as passport number and expiry date, nationality, social security/national insurance/equivalent identification number and work permit;
• Recruitment data, such as curriculum vitae, application form, educational qualifications, professional qualifications, background and educational checks, and statements of conduct;
• Identifiers, such as contact details (i.e., name, alias, telephone number, postal address, e-mail address);
• Information given by you during face-to-face and video interviews, via emails, phone calls and other means of communication;
• Results of tests and analyses that you have performed at our request;
• Internet or other electronic network activity information, such as IP address and information obtained from cookies and similar tracking technology used on our websites and job application forms, from your use of our websites and job application forms.

Special categories of personal data and sensitive personal data

We may also process personal data that is considered a special category of personal data or sensitive personal data. You may, for example, provide us with a photo that may reveal your race or ethnic origin, physical health or religious beliefs. Furthermore, we may process personal data that is considered sensitive, such as veteran status or information relating to criminal convictions or offences (statement of conduct).