Datamars Recruitment data privacy notice

1.  INTRODUCTION

1. You are being provided with a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor) (Recruitment Exercise). Datamars and our associated companies (“Company”, “we”, “us” and “our”) will be the data controller of your personal data in the course of the Recruitment Exercise.  The purpose of this privacy notice is to make you aware of what personal data we will hold, how and why your personal data will be used, namely for the purpose of the Recruitment Exercise, and how long it will be retained for. It provides you with certain information which we are required to notify you of under the General Data Protection Regulation (“GDPR”) and the new Swiss Federal Act on Data Protection (“nFADP”), as applicable.
2. If you have any questions about this privacy notice or would like to access the information, it contains in a different format please contact privacy@datamars.com.

2.  WHAT DATA DO WE PROCESS

1. Personal data means any information describing or relating to an identified or identifiable individual. In the course of the Recruitment Exercise, we will collect the following types of personal data about you for the purposes described in this privacy notice:
   1. Personal details: your name, gender, nationality, civil/marital status, date of birth, age, personal contact details (e.g. address, telephone or mobile number, e‑mail), national ID number, immigration and eligibility to work information, driving licence, languages spoken; emergency contact information, details of any disability and any reasonable adjustments required as a result;
   2. Recruitment and selection data: skills and experience, qualifications, references, CV and application, interview and assessment data, vetting and verification information (e.g. results of credit reference check, financial sanction check and a basic disclosure criminal record check relating to unspent convictions where carried out and permitted by applicable law), right to work verification, information related to the outcome of your application, details of any offer made to you;
   3. Any other personal data which you choose to disclose to us during the course of the recruitment exercise whether verbally or in written form (for example in work emails);

3.  SPECIAL CATEGORIES OF DATA

1. To the extent permitted by applicable laws the Company may collect and process a limited amount of personal data within the above data listed at 2.1 falling into special categories, sometimes called “sensitive personal data”.  This term means information relating to:
   1. racial or ethnic origin;
   2. political opinions;
   3. religious or philosophical beliefs;
   4. physical or mental health (including details of accommodations or adjustments);
   5. trade union membership;
   6. sex life or sexual orientation;
   7. biometric and genetic data, although we do not collect or expect to hold this type of data; and
   8. criminal records and information regarding criminal offences or proceedings.

4.  HOW DOES THE COMPANY COLLECT DATA?

1. The Company mainly collects and records your personal data from you.  You will provide this information directly to the Company personnel managing the recruitment exercise or enter it into our systems (for example, through your participation in recruitment and selection processes, emails and instant messages you send or through verbal information which is recorded electronically or manually).
2. We also obtain some information from third parties: for example, references from a previous employer, medical reports from external professionals, information from recruitment consultants or where we employ a third party to carry out a background check, where permitted by applicable law. Some data may be obtained from publicly accessible sources.
3. In the event that particular information is required by the contract or statute this will be indicated at the time of collection. We will also let you know where there are consequences of you not providing the information requested. Failure to provide some information will mean that we cannot continue with the Recruitment Exercise as the Company will not have the personal data, we believe to be necessary for the effective and efficient administration of the Recruitment Exercise.

5.  WHAT ARE THE PURPOSES FOR WHICH DATA IS PROCESSED AND WHAT IS OUR LEGAL BASIS FOR CARRYING OUT THE PROCESSING?

1. Whenever the Company processes your personal data, we do so based on a legal basis or justification for that processing.  Processing of special categories of data is always justified on the basis of an additional lawful condition.  In the majority of cases, the processing of your personal data will be justified on one of the following bases:
   1. The processing is necessary for compliance with a legal obligation to which the Company is subject; or
   2. Where there is no legal obligation, we will process your data where the processing is necessary for the performance of a contract to which you are a party or in order to take steps at your request prior to entering into such a contract;
   3. Where the above two grounds do not apply we may process your personal data where the processing is necessary for the legitimate interests pursued by the Company, except where such interests are overridden by your interests or fundamental rights and freedoms which require protection of personal data.
2. We may process your personal data for the purpose of legitimate interests pursued by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms which require protection of personal data (for example to meet the security requirements of our customers).
3. We have set out below the purposes we may use your personal data for and the legal basis we rely on in each case:

4. Additional legal basis we rely on where we process special category data
   The special categories of personal data that are processed by the Company are set out above.  Where we process special categories of data it will be justified by a condition set out at 5.1 above and also by one of the following additional conditions:

1. 1. The processing is necessary for the purposes of carrying out the obligations and exercising the rights of you or the Company in the field of employment law, social security and social protection law, to the extent permissible under applicable laws;
   2. The processing is necessary for the purposes of preventive or occupational medicine, for the assessment of your working capacity, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services, to the extent permitted by applicable laws;
   3. The processing is necessary to protect your vital interests or of another person where you are physically or legally incapable of giving consent (for example in exceptional emergency situations, such as a medical emergency);
   4. The processing is necessary for purposes authorised by applicable law.
   5. The processing is necessary for the establishment, exercise or defence of legal claims; or
   6. In exceptional circumstances the processing is carried out subject to your explicit consent (as explained below).

5. The purposes we use special category personal data for and the additional legal basis that applies
   We have identified a number of purposes for collecting and processing your special category personal data. These are set out below together with the additional legal basis we rely on in each case:

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4. 6. We may seek your consent to certain processing which is not otherwise justified under one of the above bases. If consent is required for the processing in question, it will be sought from you separately to ensure that it is freely given, informed and explicit. Information regarding such processing will be provided to you at the time that consent is requested, along with the impact of not providing any such consent. You should be aware that it is not a condition or requirement of your recruitment to agree to any request for consent from the Company.
   7. Processing data relating to criminal convictions and offences
      Personal data relating to criminal convictions and offences will only be processed where authorised by applicable laws. For example:
   
   
   1. 1. a criminal record check may be carried out on recruitment or transfer or intermittently where ongoing screening is required where authorised by applicable laws; or
      2. an allegation of a criminal offence or conviction arising during your relationship with the Company may be processed where required or authorised by applicable law. For example:
         • where we have a legal or regulatory requirement to report an offence; or
         • where applicable laws authorise the Company to process information about the offence (e.g. in a disciplinary process) for the purpose of making decisions regarding your relationship with the Company.
   6. AUTOMATED DECISION MAKING AND PROFILING
   1. We do not currently rely on automated decision making.
   2. We carry out a small amount of profiling from time to time related to assessment of performance and potential as part of our appraisal process or other career development programmes. This is used for development and may be considered for promotion or succession planning but is not used as the sole basis for any decision.
   3. We use a Predictive Index Platform to record information about candidates who have completed the assessment as part of our recruitment process, but it is not used as the sole basis for any decision
   7. RETENTION OF PERSONAL DATA
   1. The Company endeavours to ensure that personal data are kept as current as possible, and that irrelevant or excessive data are deleted or made anonymous as soon as reasonably practicable.
   2. We generally retain personal data for as long as is required to satisfy the purpose for which it was collected. This will usually be the period of the Recruitment Exercise plus the length of any applicable statutory limitation period thereafter. However, some personal data may be retained for varying time periods in order to comply with legal and regulatory obligations and for other legitimate business reasons.
   8. DISCLOSURES OF PERSONAL DATA
   1. Within the Company, your personal data can be accessed by or may be disclosed internally on a need to know basis to:
      1. local, regional and global Human Resources, including managers and team members involved in the recruitment exercise;
      2. local, regional and global executive management responsible for managing or making decisions in connection with your relationship with the Company;
      3. system administrators; and
      4. where necessary for the performance of specific tasks or system maintenance by staff in the Company teams such as the Finance and IT Department and the Global HR information systems support team.
   2. Your personal data is also accessed by third parties whom we work together with (including without limitation, Sage People and their associated companies and sub contractors) for providing us with services, such as hosting, supporting and maintaining the framework of our HR information systems.
   3. Personal data will also be shared with certain interconnecting systems such as the main HR system and local payroll and benefits systems. Data contained in such systems may be accessible by providers of those systems, their associated companies and sub contractors.
   4. Examples of third parties with whom your data will be shared include IT administrators, lawyers, consultants and other professional advisors. The Company expects such third parties to process any data disclosed to them in accordance with applicable law, including with respect to data confidentiality and security. Where these third parties act as a “data processor” they carry out their tasks on our behalf and upon our instructions for the above mentioned purposes. In this case your personal data will only be disclosed to these parties to the extent necessary to provide the required services.
   9. SECURITY OF DATA
   1. The Company is committed to protecting the security of the personal data you share with us. The Company uses a variety of technical and organisational methods to secure your personal data in accordance with applicable laws.
   10. INTERNATIONAL TRANSFER OF PERSONAL DATA
   1. In the course of the recruitment exercise your personal data (including special categories of personal data) will be transferred to associated companies of the Company to process for the purposes described in this privacy notice. This will be applicable for example where the relevant company or a manager from that company is responsible for conducting or approving the Recruitment Exercise. Some of these associated companies or managers are located outside the European Union.
   2. Personal data will also be transferred to third parties (e.g. service providers or regulators as set out above), who may have systems or suppliers located outside the European Union.As a result, your personal data may be transferred outside of the European Union to countries whose data protection laws may be less stringent than ours.
   3. The Company will ensure that appropriate or suitable safeguards are in place to protect your personal information and that transfer of your personal information is in compliance with applicable data protection laws.
   4. Where required by applicable data protection laws, the Company has ensured that service providers (including our associated companies) sign standard contractual clauses as approved by the European Commission or other supervisory authority with jurisdiction over the relevant Company exporter. You can obtain a copy of any standard contractual clauses in place which relate to transfers of your personal data by contacting privacy@datamars.com.
   5. The Company has an intra group data transfer agreement in place which regulates cross border transfers of personal data within the Group.
   11. YOUR RIGHTS AS A DATA SUBJECT
   1. Right to access, correct and delete your personal data: You have the right to request access to any of your personal data that the Company may hold, and to request correction of any inaccurate data relating to you. You have the right to request deletion of any irrelevant data we hold about you.
   2. Data portability: Where we are relying upon your consent or the fact that the processing is necessary for the performance of a contract to which you are party as the legal basis for processing, and that personal data is processed by automatic means, you have the right to receive all such personal data which you have provided to the Company in a structured, commonly used and machine readable format, and also to require us to transmit it to another controller where this is technically feasible.
   3. Right to restriction of processing: You have the right to restrict our processing of your personal data where:
      1. you contest the accuracy of the personal data until we have taken sufficient steps to correct or verify its accuracy;
      2. the processing is unlawful, but you do not want us to erase the data;
      3. we no longer need the personal data for the purposes of the processing, but you require them for the establishment, exercise or defence of legal claims; or
      4. you have objected to processing justified on legitimate interest grounds (see below) pending verification as to whether the Company has compelling legitimate grounds to continue processing.
   Where personal data is subjected to restriction in this way we will only process it with your consent or for the establishment, exercise or defence of legal claims.
   4. Right to withdraw consent:
      Where we have relied on your consent to process particular information and you have provided us with your consent to process data, you have the right to withdraw such consent at any time.
   5. Right to object to processing justified on legitimate interest grounds:
      Where we are relying upon legitimate interest to process data, then you have the right to object to that processing. If you object, we must stop that processing unless we can either demonstrate compelling legitimate grounds for the processing that override your interests, rights and freedoms or where we need to process the data for the establishment, exercise or defence of legal claims. Where we rely upon legitimate interest as a basis for processing we believe that we can demonstrate such compelling legitimate grounds, but we will consider each case on an individual basis.
   6. Right to complain: You also have the right to lodge a complaint with a supervisory authority if you consider that the processing of your personal data infringes applicable law.
   7. If you want to review, verify, correct or request erasure of your personal data, object to the processing or request that we transfer a copy of your personal information to another party, please contact privacy@datamars.com.