Updated May 2020
Purpose of the Policy
To provide a general statement on how EIS Group collects and processes personal information relating to job candidates/applicants.
EIS Group Candidate/Applicant Privacy Notice
As part of any recruitment process, EIS Group Properties, Ltd. (EIS Group, or the “Company”) collects and processes personal data relating to job applicants. EIS Group is committed to being transparent about how it collects and uses personal data, and to meeting its personal data protection obligations.
What personal information do we collect?
Personal information EIS Group collects includes:
- Name, address and contact details, including email address and telephone number;
- Details of qualifications, skills, experience and employment history;
- Current level of remuneration, including benefit entitlements;
- Whether or not you have a disability (to make reasonable accommodations); and
- Information to verify your legal entitlement to work.
How is the personal information collected?
EIS Group may collect personal information in a variety of ways. For example, data contained in the documents you provide or collected through interviews. Personal data may be collected from third parties, such as references supplied by former employers and background check agencies (when allowed by local laws for the office location you are seeking to work). If we seek information from third parties, only after a job offer has been made to you, and we inform you that we are doing so.
Where is the personal information stored?
Data will be stored on your application record in Human Resource (HR) management systems, and on other IT systems (including email). Regarding the transfer collection, use, and retention of Personal Information, EIS Group utilized an HR system service provider who complies with the EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework.
Why does EIS Group process personal data?
We need to process your data to take steps to be considered for an employment position or enter into a contract with you, and as necessary, to verify employment eligibility.
EIS Group processes personal data during the recruitment process to manage the recruitment process, assess and confirm a candidate’s suitability for employment, to fulfill with our legal obligations (such as checking a successful applicant’s eligibility to work in the United States prior to the start of employment), verify identity, decide to whom to offer a job or enter into a contract with you.
The Company may process special categories of recruitment data to carry out our employment obligations, such as information about ethnic origin and gender to monitor diversity recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. We may also need to process data from job applicants to respond to and defend against legal claims.
Who has access to data?
Your information is shared internally for the purposes of the recruitment exercises and employment, which includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with vacancies, and staff performing IT roles supporting HR support systems.
We will not share your data with third parties such as contracted benefit services providers (i.e., payroll, retirement, insurance, etc.) unless we make you an offer of employment. If we make you an offer of employment, your candidate data will be shared with former employers to confirm your employment, those providing references, and with employment background check service providers (where local regulations allow).
You may review the information we have about you by contacting us directly via email at EISData@eisgroup.com, by telephone, or postal mail at the contact information listed on the EIS website.
How does EIS Group protect data?
We take the security of your data seriously. Internal policies and controls are designed to prevent loss of your data, accidental destruction, misuse, or disclosure. Access is limited to authorized personnel to perform required duties. We also contractually require our service providers to use secure practices.
EIS Group follows generally accepted standards to protect personal information provided to us during transmission and once received. We cannot guarantee its absolute security, as no method of transmission over the Internet or electronic storage is 100% secure. Please feel free to contact EISData@eisgroup.com, with questions regarding the safety of your data.
Data is transferred within our Company between entities located in countries with different privacy laws, and entity agreements exist defining required privacy handling requirements. The HR system service provider ensures compliance with the EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework regarding the collection, use, and retention of personal information transferred from the European Union and Switzerland to the United States, respectively.
How long does EIS Group keep data?
When you furnish your resume/CV via our website, you acknowledge and provide consent to hold your details for 12 months to be considered for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.
If your application is successful, personal data gathered during the recruitment process will be transferred to your Human Resources employee files (electronic and paper) to provide you with HR-related employment services. We will retain your information to comply with necessary legal obligations, resolve disputes, and enforce our agreements.
Correcting, Updating & Amending Data:
You may correct, update, amend, or remove personal data and request removal from consideration by contacting us directly via email at EISData@eisgroup.com, or by telephone or postal mail at the contact information listed on our website.
You may also contact us directly to withdraw your consent to our processing of your Personal Information at any time. We will respond to your requests regarding changes to Personal Information or Service changes within 30 days of receiving your request.
What are my data subject rights?
As a data subject, you have a number of rights. You may:
- Request access to a copy of your data;
- Require the organization to change incorrect or incomplete data;
- Require the organization to delete or stop processing your data, for example, where the data is no longer necessary for the originally described purpose; and
- Object to the processing of your data where EIS Group has a legitimate and legal basis to process your data.
If you would like to exercise any of these rights, please email EISData@eisgroup.com.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to EIS Group during the recruitment process. However, we may be unable to process your application without the requested personal data.