Recruitment Privacy Notice

1. Information We collect from You

We collect and process some or all of the following types of information from you:

• Information that you provide when you apply for a role, including information provided through an online job site, via email, in person at interviews, and/or by any other method.

• In particular, We process personal details such as name, email address, physical addresses (current residence, permanent residence, your location at the time you submit your application), date of birth, gender, qualifications, experience, information relating to your employment history and skills, that you provide to Us.

• If you contact Us, We may keep a record of that correspondence.

• A record of your progress through any hiring process that We may conduct.

• Details of your visits to Workable’s Website including, but not limited to, traffic data, location data, weblogs, and other communication data, the site that referred you to Workable’s Website and the resources that you access.

• Contact information, designation and other relevant information related to references that you provide to Us.

• Your results from recruitment assessment tests and tools and/or related files.

• Your work, education and specialized certificates, resume, CV or cover letter; transcripts, work samples, and other related documents.

• Personal information related to dependents, health information and other facts and statements that you provide to Us.

• Copies of national identification documents and self-identification forms.

2. Information We Collect From Other Sources

Workable provides Us with the facility to link the data you provide to Us, with other publicly available information about you that you have published on the Internet – this may include sources such as LinkedIn and other social media profiles.

Workable’s technology allows Us to search various databases – some publicly available and others not, which may include your personal data (include your CV or Resumé), to find possible candidates to fill Our job openings. Where We find you in this way we will obtain your personal data from these sources.

We may receive your personal data from a third party who recommends you as a candidate for a specific job opening or for our business more generally.

1. Lawful basis for processing

We rely on legitimate interest as the lawful basis on which We collect and use your personal data. Our legitimate interests are the recruitment, selection and appointment of staff for Our business.

Where you apply for a job opening through the Indeed Apply functionality, we rely on your consent, which is freely given by you during the application process, to disclose your personal data to Indeed on the basis described below.

2. Purposes of processing

We use information held about you in the following ways:

• To consider your application in respect of a role for which you have applied.

• To consider your application in respect of other roles.

• To communicate with you in respect of the recruitment process.

• To enhance any information that we receive from you with information obtained from third-party data providers.

• To find appropriate candidates to fill Our job openings.

• To help our service providers (such as Workable and its processors and data providers) and Partners (such as the job sites through which you may have applied) improve their services.

• To support the on-boarding process in case you received and accepted an offer from Us and to retian the information in your Human Resources personnel file for legitimate interests related to your appointment as a staff member.

• To process travel and visas that are related to the recruitment process.

• To monitor the effectiveness of our recruitment and selection process.

3. Automated decision making/profiling

We may use Workable’s technology to select appropriate candidates for Us to consider based on criteria expressly identified by us, in relation to the role for which you have applied. The process for filtering out candidates who do not meet the basis requirements candidates is automated; any decision as to who We will engage to fill the job opening will be made by Our staff.

As set out above in Uses Made Of Your Information, we pass your information to our third party service providers, including Workable, who use it only in accordance with our instructions and as otherwise required by law.

Where you have applied for a job opening through the Indeed Apply functionality, and where you have consented to this disclosure, We will disclose to Indeed certain personal data that We hold, including but not limited to a unique identifier used by Indeed to identify you, and information about your progress through our hiring process for the applicable job opening, as well as tangible, intangible, visual, electronic, present, or future information that we hold about you, such as your name, contact details and other information involving analysis of data relating to you as an applicant for employment (collectively “Disposition Data”). Indeed’s Privacy Notice in respect of Indeed’s use of the Disposition Data is available on Indeed’s website.

Where you have applied to a job opening through another service provider, we may disclose data similar to the Disposition Data defined above to such a service provider. The service provider shall be the data controller of this data and shall, therefore, be responsible for complying with all applicable law in respect of the use of that data following its transfer by Us.

We may share your personal data with other providers in certain situations, such as:

• Third parties as a result of inviting you to a face-to-face interview (including but not limited to travel operators, national ministries for the processing of visas, accommodation, and ground transportation providers, safety, and security providers).

• Referees you have provided to Us.

• Financial and criminal background vetting companies.

1. Security

We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorized way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorized manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach.

Although We have put in place measures for the protection of your personal data, We cannot guarantee the complete security of your data transmitted through any online means, therefore any transmission remains at your own risk.

2. Where We store your personal data

Where we store your personal data in our own systems, it is stored on a secure cloud server.

The data that We collect from you and process using Workable’s Services may be transferred to or stored at a destination outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for Us or for one of our suppliers. Such staff maybe engaged in, among other things, the fulfilment of your orders, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing.

In particular, your data may be accessible to i) Workable’s staff in the USA or ii) may be stored by Workable’s hosting service provider on servers in the USA as well as in the EU. The USA does not have the same data protection laws as the United Kingdom and EEA. A Data Processor Agreement has been signed between Workable Software Limited and its overseas group companies, and between Workable Software Limited and each of its data processors. These data processor agreements are designed to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal data.

If you would like further information please contact Us (see ‘Contact’ below). We will not otherwise transfer your personal data outside of the United Kingdom OR EEA or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.

3. How long we keep your personal data

We will hold all the data for two years from the date you submit your application to any of our advertised vacancies.

Your personal information will be deleted on one of the following occurrences:

• deletion of your personal information by you (or by another person engaged by the Customer); or

• receipt of a written request by you (or another person engaged by the Customer) to Us.

Under the General Data Protection Regulation you have a number of important rights free of charge, to the extent you are present in the European Union. In summary, those include rights to:

• access to your personal data and to certain other supplementary information that this Recruitment Privacy Notice is already designed to address.

• require Us to correct any mistakes in your information which We hold.

• require the erasure of personal data concerning you in certain situations.

• receive the personal data concerning you which you have provided to Us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations.

• object at any time to processing of personal data concerning you for direct marketing.

• object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you.

• object in certain other situations to our continued processing of your personal data.

• otherwise restrict our processing of your personal data in certain circumstances.

• claim compensation for damages caused by our breach of any data protection laws.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

• contact Us using our Contact details below

• let Us have enough information to identify you,

• let Us have proof of your identity and address, and

• let Us know the information to which your request relates.

We hope that We can resolve any query or concern you raise about Our use of your information.

The General Data Protection Regulation, to the extent you are present in the European Union, also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at :

Website: https://ico.org.uk/concerns/ 

Telephone: 0303 123 1113

All questions, comments, and requests regarding this Recruitment Privacy Notice should be addressed to ICARDA Recruitment Privacy at icarda-recruitment-privacy@cgiar.org