We understand that you care how we use your information, and we appreciate your trust in us. This Notice outlines how we collect and use the personal data of our candidates.
Please note that this Notice covers all candidates of 2C2P and its affiliated companies.
1.1 For the purpose of this document:
2.1 The Company takes the privacy and security of the personal information of Candidates seriously. This Privacy Notice describes how we collect, hold and use personal information or “personal data” about you and explains your rights as a “data subject”.
2.2 The Company intends to comply with its legal obligations under the GDPR and the local data protection law together with any other replacement law applicable to the protection of personal data in effect from time to time.
2.3 The Company will be what is known as the “data controller” of the personal data that you, as a Candidate, provide to us. This means that we are responsible for deciding how we hold and use that personal data. We are required under Data Protection Legislation to notify you of the information contained in this Privacy Notice. If you accept employment with or are otherwise engaged by the Company we will collect more information about you and make other uses of your information.
2.4 Information may be shared with third parties as set out in paragraph 9.
3.1 We will comply with the data protection principles in the GDPR and the local data protection law, which say that personal data must be:
We collect information about Candidates in the course of the recruitment process. Some of this information is collected directly from you; for example, in the forms that you are asked to complete, or in interviews or through the completion of tests. Other information may be provided to us by third parties; for example, recruitment agencies, referees and educational institutions including third party service providers or publicly available sources for anti-money laundering, background checking and similar purposes, and to protect our business and comply with our legal, regulatory and security obligations.
5.1 We may collect, store and use the following categories of personal data about Candidates (subject to limitations under applicable law):
5.2 We may also collect, store and use the following special categories of personal data about Candidates (subject to limitations under applicable law):
Generally, we need it for our recruitment purposes. In some cases, we may not be able to consider your application if you cannot provide information that we request. There may be occasions where we need information to comply with a legal obligation, or conversely where provision of information is entirely optional and would not affect your application – we will let you know if this is the case.
7.1 We use Candidate information in accordance with applicable law to manage the recruitment process, to communicate with you about the recruitment process, to assess you for employment or other engagement, to monitor and improve our recruitment processes and for related purposes, including, where applicable, equality of opportunity monitoring, compliance with law and regulation and purposes relating to legal claims made by or against us.
If your application is unsuccessful
7.2 If you are unsuccessful in your application we may also retain your Candidate information and use it to assess your suitability for future positions and roles within the organization for a period of one year, with your consent where required by applicable law (see paragraph 11 for further details).
7.3 We are entitled to use, disclose and otherwise process Candidates (and former Candidates’) information as described in this Privacy Notice because we need to do so for the purposes set out in paragraph 7. We do not rely on Candidates’ consent to collect, use or otherwise process their personal information other than in exceptional circumstances where our process is genuinely optional – in those circumstances we will ask for your consent on a case-by-case basis.
If you fail to provide personal information
7.4 If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we may not be able to process your application successfully.
Change of reason to collect, use or retain personal data
7.5 We will only use your personal data for the purposes for which we collected it unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
7.6 Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
9.1 Subject to applicable law, the Company may disclose Candidate information, where reasonably necessary for the various purposes set out in paragraph 7.1 to:
9.2 If you give us names of potential referees, we will disclose the fact that you are applying to work with us to them when we ask them for references.
How secure your personal data with third-party service providers is
9.3 All our third-party service providers are required to take appropriate security measures to protect your personal data. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
10.1 We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They should only process your personal data on our instructions and they are subject to a duty of confidentiality.
10.2 Should a breach of personal data occur, we must take notes and keep evidence of that breach. If the breach is likely to result in a risk to the rights and freedoms of individuals, we must also notify the Data Protection Authority within 72 hours.
How long we retain your personal data for
11.1 We will generally retain information about you throughout the recruitment process. Subject to applicable law, some information will be retained after the process ends, either because you are employed or otherwise engaged by us or, if your application is withdrawn or unsuccessful, because:
11.2 Subject to applicable law, we will delete or anonymize or restrict/discontinue the processing or personal data when it is no longer needed after the recruitment process ends, in accordance with policies and in accordance with applicable law.
11.3 If we wish to retain your personal data on file for a period of one year, on the basis that a further opportunity may arise within that time and we may wish to consider you for that, we will write to you, seeking your explicit consent to retain your personal information for a fixed period on that basis.
11.4 As a general principle, we do not retain Candidate information (except in anonymized / statistical form) for longer than we need it, given the purposes for which it is held.
Your rights in connection with personal data
12.1 Under certain circumstances, by law you have the right to:
12.2 If you want to review, verify, correct or request erasure of your personal data, object to the processing of your personal data, or request that we transfer a copy of your personal data to another party, please contact the Data Protection Officer in writing.
In the limited circumstances where you may have provided your consent to the Processing of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the Data Protection Officer. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
14.1 If you consider that this Privacy Notice, including the data protection principles, has not been followed in respect of personal data about yourself or others you should raise the matter with the Data Protection Officer.
15.1 2C2P is committed to operating in a confidential, fair and ethical manner, and always in compliance with our data security policies. If you have any concerns or become aware of any unethical behavior, data security or confidentiality issues then please contact us at firstname.lastname@example.org providing us with an explanation of your concerns and observations.