Candidate Privacy Notice

Solenis Company and its wholly and majority-owned entities (“Solenis Group”, "Company", "we" or "us") takes your data protection seriously. You can find out more about our Group at solenis.com or by contacting us using the information in the Contact Us section.

This Candidate Privacy Notice has been issued for compliance with the EU General Data Protection Regulation (GDPR) that went into effect on May 25, 2018, across EEA countries and Switzerland. This document applies to personal information obtained from you during the recruitment processes (for example where you send your resume) and provides you with certain information that must be provided under the GDPR, such as how and why your personal data will be used and how long it will be retained for.

WHAT IS THE PURPOSE OF THIS DOCUMENT?

Solenis Group is a “data controller.” This means that we are responsible for deciding how we hold and use personal information about you. The Solenis Group entity responsible for your personal information will be the member of Solenis Group that originally collects information from or about you. As part of our obligations under the GDPR, Solenis is required to provide you with information about how we use your personal information, how we protect your information, our legal basis for using your information, your rights and who you can contact.

THE KIND OF INFORMATION WE HOLD ABOUT YOU

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

  • The information you have provided to us in your CV and covering letter (letter of intent).
  • The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications.
  • Any information you provide to us during an interview (including without limitation salary expectation and current notice period).
  • Other information included as part of the application process, such as test results, assessments results or references.

To the extent permitted by applicable laws, we may also collect, store and use the following “special categories” of more sensitive personal information:

  • Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
  • Information about your health, including any medical condition, health and sickness records.
  • Information about criminal convictions and offences.

HOW IS YOUR PERSONAL INFORMATION COLLECTED?

We collect personal information about candidates from the following sources: You, the candidate; recruitment agencies you sent your personal data and, from which we collect the following categories of data: name, surname, e-mail address, phone number, employment history, information about your work permit, expected salary, current notice period, personal information included in your CV and motivation letter.

HOW WE WILL USE INFORMATION ABOUT YOU

We will use the personal information we collect about you to:

Purpose

Lawful Basis

Assess your skills, qualifications, and suitability for the work or role.

We process this personal information in order to prepare to enter into a contract with you.

We also process your personal information on the basis of our legitimate interests.

Carry out background and reference checks, where applicable.

We process this personal information in order to comply with legal obligations.

We also process your personal information on the basis of our legitimate interests.

Communicate with you about the recruitment process.

We process this personal information in order to prepare to enter into a contract with you.

Keep records related to our hiring processes.

We process this personal information in order to comply with legal obligations.

We also process your personal information on the basis of our legitimate interests.

Comply with legal or regulatory requirements

We process this personal information in order to comply with legal obligations.


It is in our legitimate interests to decide whether to appoint you to the role, work or assignment you applied for, since it would be beneficial to our business to appoint someone to that role, work or assignment.

Having received your CV and covering letter or your application form, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role, assignment or work. If we decide to offer you the role, assignment or work, we will then take up references and carry out, subject to compliance with applicable laws, a criminal record or any other check before confirming your appointment.

If you fail to provide personal information

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 will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

HOW WE USE SPECIAL CATEGORIES OF PERSONAL INFORMATION

We will use your special categories of personal information in the following ways:

Purpose

Lawful Basis

We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.

We process your personal information on the basis of employment, social protection and social security laws.

Where permitted by applicable laws, we will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

We process your personal information on the basis of substantial public interest.


INFORMATION ABOUT CRIMINAL CONVICTIONS

Personal information relating to criminal convictions and offences will only be processed where authorized by applicable laws e.g.: (i) a criminal record check may be carried out on recruitment or transfer where authorized by applicable laws; or (ii) an allegation of a criminal offence or conviction arising during your relationship with Solenis may be processed where required or authorized. For example where we have a legal or regulatory requirement to report an offence or applicable laws authorize Solenis to process information about the offence for the purpose of making decisions regarding your relationship with Solenis.

To the extent that we process this personal information, we do so on the basis of substantial public interest as set out in applicable laws.

AUTOMATED DECISION-MAKING

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

DATA SHARING

Why might you share my personal information with third parties?

Within Solenis, your personal information can be accessed by or may be disclosed internally on a need-to-know basis to:

  • local, regional and global Human Resources, including managers and team members;
  • local, regional and executive management responsible for making hiring decisions or as otherwise appropriate (including, without limitation, staff from Legal and IT);
  • system administrators; and
  • where necessary for the performance of specific tasks or system maintenance by staff in Solenis teams such as the Finance, IT and the Global HR information systems support team.

Your personal information may also be accessed by third parties whom we work together with, for example a recruitment agency (i.e., e.g. CIELO Talent) supporting us with the recruitment, survey, employment on-boarding process, clinics organizing the pre-employment medical check-up, as well as companies providing IT services, such as hosting, supporting and maintaining the framework of our recruitment information systems.

DATA SECURITY

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

DATA RETENTION

How long will you use my information for?

We will retain your personal information for a period of six months after we have communicated to you our decision about whether to appoint you to the role, assignment or work. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy, applicable laws and regulations.

If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us at privacy@solenis.com in writing.

RIGHT TO WITHDRAW CONSENT

Where applicable, you have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact us at privacy@solenis.com. Once we have received notification that you have withdrawn your consent, we will no longer process your personal information and, subject to our retention policy, we will dispose of your personal data securely.

DATA PRIVACY OFFICE

We have appointed a Data Privacy Office (DPO) to oversee compliance with this Privacy Notice. If you have any questions about this Privacy Notice or how we handle your personal information, please contact the DPO at privacy@solenis.com. You have the right to make a complaint at any time to your local supervisory authority if you have concerns about how we are processing your personal information. We ask that you please attempt to resolve any issues with us first, although you have a right to contact your supervisory authority at any time.

 

Last Modified: May 24, 2018