This privacy notice explains how JMJ collects and uses your personal data when you apply for a role with us.
Data controller: JMJ (the “Company”)
As part of any recruitment process, the Company collects and processes personal data relating to job candidates. The Company is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
Types of personal data and how the Company collects it
The Company collects and processes a range of information about you, including:
- Your name, address and contact details, including email address and telephone number
- Details of your qualifications, skills, experience and employment history
- Information about your current level of remuneration, including benefit entitlements
- Whether you have a disability for which the Company needs to make reasonable adjustments during the recruitment process
- Information about your entitlement to work in the country of your recruitment (the “Country”)
The Company collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.
The Company will also collect personal data about you from third parties, such as references supplied by former employers, employment background check providers and criminal record checks. The Company will seek information from third parties only once a job offer has been made to you and will inform you that it is doing so.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems, including email.
Why does the Company process personal data?
The Company needs to process your data to manage your application and take steps before entering into a contract with you. It also needs to process your data to enter into a contract with you. uch as assessing your suitability for the role and preparing an offer or agreement. If your application is successful, the Company also needs to process your data to enter into a contract with you.
In some cases, the Company needs to process your data to ensure it is complying with its legal obligations. For example, it is required to check a successful candidate’s eligibility to work in the Country before employment or other engagement starts.
The Company has a legitimate interest in processing personal data during the recruitment process and in keeping records of the process. Processing data from job candidates allows the Company to manage recruitment, assess and confirm a candidate’s suitability and decide to whom to offer a role. The Company may also need to process data from job candidates to respond to and defend against legal claims.
The Company processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment or other engagement.
Where the Company processes other special categories of data, such as information about ethnic origin, sexual orientation, health, religion or belief, age, gender or marital status, this is done for the equal opportunities monitoring with the explicit consent of job candidates. Consent can be withdrawn at any time by contacting HR.
For some roles, the Company may be obliged to seek information about criminal convictions and offences. Where the Company seeks this information, it does so because it is necessary to carry out its obligations and exercise specific rights in relation to employment or other engagement; comply with regulatory requirements; establish whether an individual has committed an unlawful act or been involved in dishonesty or other improper conduct; or prevent or detect unlawful acts.
If your application is unsuccessful, the Company will keep your personal data on file only where you have consented to this, in case there are future employment or engagement opportunities for which you may be suited. You are free to withdraw your consent at any time by contacting HR
Who has access to personal data?
Your information will be shared internally for the purpose of the recruitment process. This includes members of HR, interviewers involved in the 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.
The Company will not share your data with third parties unless your application is successful and it makes you an offer of employment or other engagement. The Company will then share your data with former employers for references, employment background check providers for necessary checks, and relevant authorities for criminal records checks.
Your data may be transferred to countries outside the Country to enable the HR team to manage the recruitment process. JMJ undertakes that any such international transfers of personal data will only occur in compliance with GDPR. This may include reliance on adequacy decisions, appropriate safeguards, such as standard contractual clauses between the relevant entities and branches of the Company, and specific derogations.
How does the Company protect personal data?
The Company takes the security of your data seriously. The Company has internal policies and controls in place to try to ensure it is not lost, accidentally destroyed, misused or disclosed and is not accessed except by employees in the performance of their duties.
For how long does the Company keep personal data?
If your application is unsuccessful, the Company may hold your data on file for future employment or other engagement opportunities in line with local data protection time limits and subject to your consent. At the end of the required data protection time limit 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 personnel file and retained during your employment or other engagement with the Company, as described in the Privacy Notice for employees, workers or independent contractors.
Your rights
As a data subject, you have a number of rights. You can:
- Access and obtain a copy of your data on request
- Require the Company to change incorrect or incomplete data
- Require the Company to delete or stop processing your data, for example, where the data is no longer necessary for the purposes of processing
- Object to the processing of your data where the Company is relying on its legitimate interests as the legal ground for processing
- Ask the Company to stop processing data for a period if data is inaccurate or there is a dispute about whether your interests override the Company’s legitimate grounds for processing data
If you would like to exercise any of these rights, please contact HR.
If you believe that the Company has not complied with your data protection rights, you can file a complaint with a relevant authority in the Country, for example the ICO in the UK or PDPC in Singapore.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to the Company during the recruitment process. However, if you do not provide the information, the Company may not be able to process your application properly or at all.
If your application is successful, it will be a condition of any offer that you provide evidence of your right to work in the Country and satisfactory references.
You are under no obligation to provide information for equal opportunities monitoring purposes, and there are no consequences for your application if you choose not to provide such information.
Automated decision-making
Employment decisions are not based solely on automated decision-making.