We respect the privacy rights of individuals and are committed to handling personal information responsibly and in accordance with applicable law. It is important that you read all of this Notice (the “Notice”) carefully as it sets out how Cysiv Inc., a Delaware Limited liability company in the U.S., ("the Company", "we" or "us"), handles your personal information when you apply for a job or other role with us and the rights you have in connection with that information. The term "applicants" is used in this Notice to refer to anyone who applies for a job role, or who otherwise seeks to carry out work with or for us (whether on a permanent or non-permanent basis). The term “registrant” is used in this Notice to refer to anyone who creates a profile on the platform.
If you are in any doubt, or have any comments or questions about this Notice, please contact us using the contact details set out at Section 8 below.
2. Types of personal information we collect when you apply or create a profile
The types of personal information we collect and process when you apply for a role or create a profile with the Company (and during our recruitment process if applicable) includes (but is not limited to):
Identification data and contact details – depending upon what you choose to provide may include your name, address, email address, phone number and other contact information, gender identity, date of birth, nationality/ies, national identifiers (such as national ID/passport, social security number(s)). We may also require your passport to book any travel required as part of the recruitment process.
Employment history – such as previous employers and job titles/positions.
Background information – such as academic/professional qualifications, job qualifications, education, details included in your CV/résumé (which might include details of any memberships or interests constituting Sensitive Personal Information), transcripts and employment references.
Details of your nominated referees (including their name, contact details, employer and job role).
Details of your immigration/visa status.
Previous applications/roles (information relating to previous applications you have made to the Company or its affiliates and/or any previous employment history with the Company or its affiliates).
Other information you voluntarily provide throughout the process, including through assessment centers / exercises and interviews.
As a general rule, during the recruitment process, we try not to collect or process any of the following: information that reveals your racial or ethnic origin, religious, political or philosophical beliefs or trade union membership; genetic data; biometric data for the purposes of unique identification; or information concerning your health/sex life ("Sensitive Personal Information"), unless authorized by law or where necessary to comply with applicable laws.
However, where required we may need to collect, or request on a voluntary disclosure basis, some Sensitive Personal Information for legitimate recruitment-related purposes, for example:
You may provide, on a voluntary basis, other Sensitive Personal Information during the recruitment process. Personal information collected from other sources if required for the role includes:
(in each case, where permissible and in accordance with applicable law).
3. Purposes for processing personal information
We collect and use this personal information and Sensitive Personal Information primarily for recruitment purposes – in particular, to determine your qualifications for employment and to reach a hiring decision. This includes assessing your skills, qualifications and background for a particular role, verifying your information, carrying out reference checks or background checks (where applicable) and to generally manage the hiring process and communicate with you about it. We also use it to assist in organizational planning and to comply with legal obligations (more fully set out below).
If you are accepted for a role at the Company, the information collected during the recruitment process will be used to assist with the process of on-boarding (including establishing systems access and preparing for induction), will form part of your ongoing staff member record and will be processed in accordance with our Staff Privacy Notice.
4. Who we share your personal information with and transfers abroad
We take care to allow access to personal information only to those who require such access to perform their tasks and duties, and to an individual in Cysiv or third parties who have a legitimate purpose for accessing it. Whenever we permit a third party to access personal information, we will implement appropriate measures to ensure the information is used in a manner consistent with this Notice and that the security and confidentiality of the information is maintained.
Transfers to individuals in one of the Cysiv group companies: We may transfer your information to an individual in Cysiv affiliate outside of your home country where the recruiting manager is based in a different country.
Transfers to third party service providers: We may make certain personal information available to third parties who provide services relating to the recruitment process to us, including:
For a full list of providers relevant to your specific application please contact Cysiv Recruitment.
These service providers may change over time but we will always seek to ensure that any third parties who handle your personal information or Sensitive Personal Information will do so in a manner consistent with this Notice and in accordance with applicable data protection law. For further information about our service providers and partners, please contact us using the details set out at Section 8 below.
We may also disclose personal information to third parties on other lawful grounds, including:
In some cases, the sharing described above may result in your personal information being transferred internationally. These countries may have data protection laws that are different to the laws of your country (and, in some cases, may not be as protective).
Specifically, our third party service providers operate around the world. This means that when we collect your personal information, we may process it in any of these countries.
However, we have taken appropriate safeguards to require that your personal information will remain protected in accordance with this Notice.
5. Legal basis for processing personal information
Our legal bases for processing your personal information as part of the recruitment process include:
You can choose not to provide personal data to us. However, unless otherwise indicated, where we request information from you, it is necessary to comply with a legal requirement or to consider whether to enter into an employment relationship with you (or to enter into such relationship).
If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us using the contact details provided in Section 8 below.
6. Data retention periods
Personal information will be stored in accordance with applicable laws and kept as long as needed to carry out the purposes described in this Notice or as otherwise required by applicable law. This means your personal information (and Sensitive Personal Information) will be retained
For registrants who have not applied for a role:
You may have the right to exercise control over your personal information under the laws that are applicable in your country. These rights may include:
We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.
8. Contact details
Please address any questions or requests relating to this Notice to your local HR department or the contact detail below:
Cysiv Privacy Program
c/o Legal Department
225 East John Carpenter Freeway
Dated March 16, 2020