EU Privacy Notice for Recruitment
Recruiting Privacy Notice for EEA / UK applicable under the GDPR.
This Recruiting Privacy Notice (“Privacy Notice”) describes how we handle and protect your personal data in connection with our recruitment processes.
Why this notice is important:
VelocityEHS will be the Data Controller of your personal data when you apply for a position with us. As part of our obligations to you under the GDPR, which sets out our obligations in terms of data protection, we wish to be as transparent as possible regarding how and why we process your personal data. We also wish to make clear what your rights are and how to exercise them.
By submitting your personal data to us as part of a job application, we take this as an acknowledgement by you that:
- You have read and understood this Privacy Notice;
- Given we are a multinational organisation, you understand that your personal data will be transferred to, and processed in, countries that may not be deemed to provide the same level of data protection as your home country, including the US;
- You are not required to provide any of the requested information to us, but a failure to do so may result in our not being able to assess your suitability for the advertised position for which you have applied;
- All of the information you provide is true and correct to the best of your knowledge and belief, and you have not knowingly omitted any related information of an adverse nature.
- You know how to request further information in relation to our processing of your data and how exercise your rights under the GDPR should you wish to do so.
Types of data we process:
When recruiting for new members to the VelocityEHS team, along with your identifying and contact details, we also would process your employment history, education history, skills and interests as provided in your CV as part of the application process.
We do not ask for any Special Category Data as part of the application. Any such information provided voluntarily, will be treated with utmost confidence and only shared with those how have direct need to access that data. Where not required, though provided, we will delete such data as soon as practicable.
Where is your data processed:
This information is processed in the EU and the US via our centralised HR function, using UKG as the processor, with which we have entered into Standard Contractual Clauses for the data transfer.
The primary lawful basis for processing that VelocityEHS, as the Data Controller, relies upon under the GDPR is Legitimate Interest though retention periods are also informed by employment legislation. In certain situations, mentioned below, we may also rely on your informed consent.
Who will see your personal data:
Your personal data will be seen internally by the managers responsible for the section of the business advertising the position. They may call on internal members of staff who have knowledge of the applicable fields of expertise to help assess your application. HR staff will also have access.
If successful at the interview stage VelocityEHS may also share your information for purposes of undertaking a background check, but only for certain senior roles and this will be made clear in the job advertisement. We will seek references from individuals nominated by you and require you to ensure that you have their permission to share their details with us. The provision of these contact details, when requested, will be taken as consent to contact these individuals for the purposes of obtaining the required reference.
If successful, and we get to welcome you to our team, your details are maintained for the duration of your employment contract and full details of the further processing of your data will be provided to you via our staff handbook.
If you have unfortunately been unsuccessful during the application process, again, your details are kept in accordance with employment legislation. We do not retain CV’s of unsuccessful candidates for other potentially suitable roles as we strive to minimise the amount of personal data we process as a Controller.
In the exceptional situation where a manager believes your skills may be suitable for an upcoming role, they may reach out to you and ask your permission to retain to CV for a fixed period, not exceeding 12 months from submission. Only if you provide your consent will your CV be retained, and you can change your mind at any stage and we will delete your information once it is outside the retention period required under legislation.
As soon the applicable retention period expires, your data will automatically be securely deleted from our systems.
Automated Decision Making:
VelocityEHS does not currently use any automated decision making in the recruitment process.
VelocityEHS takes all reasonable efforts to secure your information using technology to encrypt your information when in transit or at rest. We limit the number of people who can access your data to those directly involved in the recruitment process and delete the personal data as soon as the assigned retention periods expire. We review our processes annually and all staff receive training in data protection on an ongoing basis.
Your rights as a Data Subject:
To exercise any of your rights, where applicable based on the lawful basis that applies, please contact either HR or the Compliance Team using the contact details below. Your rights as a data subject, dependent on the Lawful Basis we rely upon, include:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- The right to be withdraw consent (where provided)
We would hope you would reach out to us in the first instance to resolve any issues you may have with our processing of your personal data under the obligations set out under the GDPR. You do, however, also have the right to lodge a complaint with the Data Protection Authority in Dublin if you believe Velocity EHS as the Data Controller, has not met these obligations. Their contact details are given below, and their website provides useful information on your rights as a Data Subject.
The Data Protection Commission:
How to contact us | Data Protection Commissioner
21 Fitzwilliam Square South
Dublin 2, D02 RD28
Tel: +353 (0)17 650 100 / +353 1800 437 737
As the data Controller of your personal data, VelocityEHS can be contacted as follows:
Human Resources: [email protected]
Data Protection: [email protected]
VelocityEHS EU Offices:
Building A1, Fota Business Park
Carrigtwohill, Cork, T45 NX97