JOB APPLICANT PRIVACY NOTICE

We will comply with data protection law and principles, which means that your data will be:

• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept securely. 

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 curriculum vitae (CV) and covering letter.
• The information you have provided when applying with us through our online application form, including first name, last name, telephone number and personal email address.
• Any information you provide to us during an interview.
• Reference letters, transcripts, certificates, any other documentation evidencing your qualifications.

We may also collect, store and use some “special categories” of more sensitive personal information such as information involving your health or any medical condition.

We collect personal information about candidates from the following sources:

• You, the candidate.
• Recruitment agency, from which we collect your first name, last name, telephone number, personal email address as well as information included in your CV, covering letter and any other documentation evidencing your qualifications.
• Department of Labor or any other relevant professional body depending on the role you are applying for (e.g. CyHRMA).
• Your named referees, from whom we collect and/or confirm the information provided in your CV, covering letter, any other documentation evidencing your qualifications, as well as any other information relating to your professional competencies and character. 

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

• Assess your skills, qualifications, and suitability for the role applied for and/or any other role we may consider you for.
• Carry out background and reference checks, where applicable.
• Communicate with you about the recruitment process.
• Keep records related to our hiring processes.
• Comply with legal or regulatory requirements.

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

We also need to process your personal information to decide whether to enter into a contract of employment, or consultancy agreement or traineeship with you.

Having received your CV and covering letter and/or your application forms we will then process that information to decide whether you meet the basic requirements to be shortlisted. 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. If we decide to offer you the role, we may then take up references before and/or after 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. For example, if we require references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

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 will process and share your personal data only within our HR department and management for the purposes of processing your application.

We will not be sharing your personal information with any third party other than the third parties identified in paragraph 4 above, where applicable.

All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. 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.

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents 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. Details of these measures may be obtained by contacting us at [email protected].

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.

How long will you use my information for?

We do not retain the personal information of job applicants who were not invited to an interview. These job-applicants should apply afresh in case they are interested in a further job opportunity.

Provided you have been invited to an interview, we will retain your personal information for a period of 12 months after we have communicated to you our decision about whether to appoint you to the role. 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 and/or 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.

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. You also have the right to object where we are processing your personal information for direct marketing purposes.
• 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 [email protected] in writing.

When you applied for this role, you provided consent to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact [email protected]. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will securely destroy your personal information.

If you have any questions about this privacy notice or how we handle your personal information, please contact our privacy team at [email protected]. You have the right to make a complaint at any time to the Office of the Commissioner for Personal Data Office, the Cyprus supervisory authority for data protection matters. We would, however, appreciate the chance to deal with your concerns before you approach the supervisory authority so please contact us in the first instance.