Data Controller: Rizing, LLC – 300 First Stamford Place, Stamford, CT 06902, firstname.lastname@example.org
Being a data controller means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
As part of any recruitment process, Rizing, LLC. and its worldwide affiliates (“Rizing LLC,” ““we“ or “our”) collect, store and process personal data relating to job applicants. We are committed to being transparent about how we collect and use your personal data and to meeting our s data protection obligations.
Data Protection Principles
We will comply with data protection law. This says that the personal information that we hold about you must 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 that we have told you about and limited only to those purposes;
- Accurate and kept up to date;
- Kept only for as long as necessary for the purposes we have told you about; and
- Kept securely.
What kind of information do we collect?
Personal data or personal information means any information about an individual from which that person can be identified.
We collect, store and use a range of information about you. This includes:
- your name, address and contact details, including email address and telephone number;
- details of your qualifications, skills, experience and employment history;
- information about criminal convictions and offences;
- credit checking references;
- for candidates from the US, we will collect your gender and race/ethnicity for EEOC reporting purposes only
We collect this information in a variety of ways. For example, data might be entered by you via our career site (SuccessFactors), an employment agency, obtained from a public platform such as LinkedIn, contained in application forms, CVs or resumes, or collected through interviews or other forms of assessment.
We may also collect personal data about you from third parties, such as references supplied by former employers, an employment agency, credit reference agency or background check agency. We will seek information from third parties generally once a job offer to you has been made and will inform you that we are doing so. Your data will be stored in a range of different places, including on your application record, in our applicant tracking system (SuccessFactors) and on other internal IT systems (including email).
Why does Rizing process personal data?
We will only use your personal information where the law allows us to. Most commonly, we use your personal information in the following circumstances:
- We need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data in order to enter into a contract with you.
- In some cases, we need to process your personal data to comply with legal obligations. For example, in some countries, it is mandatory to check a successful applicant’s eligibility to work in that country before employment starts.
- We have a legitimate interest in collecting personal data in order to ensure that the recruitment process is performed properly and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims. We process such information to carry out its obligations and exercise specific rights in relation to employment.
- If your application is unsuccessful, we may keep your personal data on file in case there are future employment opportunities for which you may be suited. For applicants in the UK or EEA, we will ask for your consent before we keep your data for this purpose, and you are free to withdraw your consent at any time.
- The situations in which we will process your personal information are listed below:
- Making a decision about your recruitment
- Determining the terms of which you will work for us
- Checking that you are legally entitled to work in a relevant jurisdiction
- Assessing qualifications for a particular job or task
- Ascertaining your fitness to work.
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
We will only use your personal information 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 information for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Protection of your data
Who has access to data?
Your personal information may be shared within the group for the purposes of the recruitment process. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
Your personal information may be accessed by HR and recruiters outside of your home country. If you are an EEA or UK resident, we may transfer your personal information outside the EEA or UK. If we do, you can expect a similar level of protection in respect of your personal information as we have put in place the appropriate measures to ensure that your personal information is treated in a way that is consistent with EEA and UK laws on data protection.
We will not share your data with third parties unless your application for employment is successful and we make you an offer of employment. We will then share your personal data with former employers to obtain references for you, and our employment background check provider to obtain necessary background checks.
How does Rizing protect data?
We take the security of your personal information seriously. We have implemented organizational, technical, and administrative measures to protect personal Information from being accidentally lost, used or accessed in an unauthorized way, or altered or disclosed. and to ensure that it is only accessed by our employees, agents and contractors in the proper performance of their duties. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
While we take reasonable steps to secure your personal Information from loss, misuse, interference and unauthorized access, modification and disclosure, you should be aware no security procedures or protocols are ever guaranteed to be 100 percent secure from intrusion or hacking, and there is therefore always some risk assumed by sharing personal Information online. If you have reason to believe that your interaction with us is no longer secure (for example, if you feel that the security of your account has been compromised), please immediately notify us in accordance with the “Your Rights” section below.
How long does Rizing keep data?
For applicants outside of the UK and the EEA, your application for employment is unsuccessful, we will hold your personal information on file for up to seven years and consider you for any relevant future employment opportunities, unless we receive a written request to remove you from our database. Candidates can also delete their contact and application details directly from SuccessFactors.
If you are a resident of the UK or the EEA and your application is unsuccessful, we will hold your data for 6 (six) months or for a longer period as set out in local law after the end of the relevant recruitment process so that you may be considered for future employment opportunities. At the end of that period, or if you withdraw your consent prior to that, your personal information is deleted or destroyed. You will be asked when you submit your CV whether you give us consent to hold your details for 6 months in order to be considered for other positions. Candidates can also delete their contact and application details directly from SuccessFactors.
If your application for employment is successful, personal information gathered during the recruitment process will be transferred to a new Human Resources file (electronic and paper based) and retained during your employment with us. The periods for which your data will be held are detailed in the Data Retention Policy.
Your data protection rights
Your Rights under GDPR (applicable for all UK and EEA residents)
As a data subject in the EEA, you have a number of rights. You can:
- access and obtain a copy of your personal data on request;
- require the organization to change incorrect or incomplete personal data;
- require the organization to delete or stop processing your data, for example where the personal data is no longer necessary for the purposes of processing; and
- object to the processing of your data where we are relying on i legitimate interests as the legal ground for processing.
- Request the restriction of processing
- Request the transfer of your personal information to another party.
If you would like to access, correct, amend, request the erasure of or limit the use or disclosure of any personal information about you that has been collected and stored by us, please notify us at email@example.com so that we may consider and respond to your request in accordance with applicable law.
You will not have to pay a fee to access your personal information, or exercise any of the other rights. We may, however, charge a reasonable fee if your access request is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
For your protection, we may only implement requests with respect to the personal Information associated with the particular email address that you use to send us your request, and we may need to verify your identity before implementing your request. We will respond to your request within one month.
Please note that we may need to retain certain information for recordkeeping purposes and/or to complete any transactions that you began prior to requesting such access, change or deletion.
If you believe that the organization has not complied with your data protection rights, you can lodge a complaint at firstname.lastname@example.org or with the proper supervisory authority.
What if you choose not to provide personal data?
You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.
Right to withdraw consent
In the limited circumstances where you have provided your consent for the collection, process and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw 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(s) you originally agreed to, unless we have another legitimate basis for doing so in law.
Data protection officer
If you have any questions about it, or how we handle your personal information, please contact email@example.com.
Changes to this privacy notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.