TINES SECURITY SERVICES LTD
RECRUITMENT AND JOB APPLICATIONS
DATA PROTECTION NOTICE
1. Purpose and scope of Notice
This notice is intended to explain how your Personal Data will be handled by Tines Security Services Limited ("Tines", "we", "our" and "us") and sets out the information including the personal information detailed below relating to you ("Personal Data") that will be collected and processed by us where:
You participate in a Tines recruitment initiative;
You voluntarily submit your CV to us on an ad hoc basis;
You apply for an advertised job within Tines (whether as an employee or non-employee of Tines); or
A recruiter provides your CV to us and we arrange a job interview with you.
For the purposes of this notice, the controller of your Personal Data is Tines Security Services Limited of The Academy, 42 Pearse Street, Dublin, D02 YX88 Ireland.
This notice applies to any and all job applications submitted and recruitment initiatives co-ordinated by Tines. If you have any questions or concerns about this notice, please e-mail firstname.lastname@example.org.
IMPORTANT: where we receive your CV via a recruiter with whom you have engaged with, we encourage you to read the relevant recruiter's data protection notice to understand how your Personal Data is processed by such a recruiter who is a controller of your Personal Data independently of Tines.
2. Application of this Notice
This notice applies to the way we collect and process your Personal Data from the time you provide Personal Data in an application, up to the point at which you commence employment with us (if at all). Once you commence employment, the way we process your Personal Data will no longer be dealt with under this notice. It will instead be governed by our Employee Data Protection Notice (which will be made available to you when you commence your employment with us).
3. Personal Data we process
As part of the recruitment and job application process, we collect the Personal Data that you submit to us, which may include:
Personal details such as your name, gender, residential address, e-mail address, contact telephone numbers, nationality, marital status and country of birth;
Details about your previous employment such as your length of service and your role;
Details about your qualifications such as your skills, education, the languages you speak (including your proficiency), your eligibility to work in a particular country (e.g. your citizenship or visa details), your experience in the job you apply for and other industries;
Details about your preferences such as positions you may be interested in, information about when you may be available to interview and/or start work for Tines (i.e. your current notice period) or work on ongoing basis (e.g. full or part time or on weekends), whether you are open to relocation or working remotely and whether you are willing to travel for work;
Details you may provide us in response to our queries or questions at interview stage (including information about you which we generate throughout the interview and/or recruitment process); and
Details about you which we gather from publicly available sources such as the Internet where such searches are relevant to the job you have applied for within Tines.
If you apply for a position through LinkedIn, we may use the information you have previously provided via LinkedIn to populate your application.
It is necessary for us to process your Personal Data in order to assess your job application and/or include you in a recruitment initiative. Ultimately, it may also be necessary for us to process your Personal Data in order to take steps to offer and enter into a contract of employment with you. In the event that you do not wish to provide us with your Personal Data for the purposes outlined in this notice, we will not be able to assess your job application and/or include you in a recruitment initiative and/or offer you a contract of employment.
Please note that should you include information you think is relevant to your job application or the recruitment initiative, including cover letters, references from your previous employers and other documents, they are likely to contain your Personal Data. We will hold and process any such Personal Data in accordance with the terms of this notice.
4. Why and how we process your Personal Data
The following table details the key context for which ("Legal Basis") and why ("Purposes") we collect, obtain and process your Personal Data. The third parties and those within Tines with whom we may share your Personal Data ("Recipients") are detailed in section 5 (Sharing of your Personal Data) of this notice.
We will only use your Personal Data for the purposes for which we collect it (as outlined above), 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 Data for an unrelated purpose, we will notify you in accordance and we will explain the legal basis which allows us to do so.
5. Sharing of Personal Data
We may disclose some or all of your Personal Data to the following parties:
Entities within the Tines' group of companies (depending on the geographic location of the role for which you have applied);
Internal business units such as Human Resources, IT, Finance/Payroll, Managers, system administrators and support staff who have advertised a vacancy within their unit or who will interview you;
Your previous employers where you have provided them as a reference;
Outsourced service providers who assist us with recruitment initiatives and campaigns; and
Professional advisors such as legal advisors, consultants and accountants.
6. Transfer of your Personal Data
We may transfer your Personal Data outside the European Economic Area ("EEA") to other entities within the Tines' group and other Recipients. Certain Recipients who process your Personal Data on our behalf may transfer your Personal Data outside the EEA to a country that does not provide an adequate level of protection to your Personal Data. In most instances, these transfers are carried out to North America (e.g. the US and Canada). Where such transfers occur, it is our policy that: a) they do not occur without our prior written authority; and b) that an appropriate transfer mechanism is put in place to protect your Personal Data (e.g. Module 1 (controller-to-controller) or Module 2 (controller-to-processor) of the European Commission's Standard Contractual Clauses or an adequacy decision of the European Commission). If you would like to find out more about any such transfers, please e-mail email@example.com.
7. Retention of your Personal Data
Where you are a successful job applicant, the Personal Data generated by us and provided by you over the course of the job application/recruitment process will be retained by us for the purpose of your contract of employment. Such Personal Data will be retained in accordance with our Employee Data Protection Notice (which will be available to you when you commence employment).
Where you are an unsuccessful job applicant, we will retain your Personal Data for a period of up to 24 months after you attend an interview or submit a job application for the purposes of (i) contacting you in relation to future vacancies within Tines which we think may be of interest to you and, (ii) for the purpose of defending potential employment equality claims which you may bring against us.
Please note that in certain circumstances, we may hold your Personal Data for a longer period, for example, if we are processing an ongoing claim or believe in good faith that the law or a relevant regulator may reasonably in our view expect or require us to preserve your Personal Data.
8. Your data protection rights
You have a number of rights in relation to your Personal Data, which are set out below. In particular, these rights include the right to object to processing of your Personal Data where that processing is carried out for our legitimate interests. Note that in certain circumstances these rights might not be absolute.
You can exercise any of these rights by e-mailing firstname.lastname@example.org.
We will provide you with information on any action taken upon your request in relation to any of these rights without undue delay and at the latest within one month of receiving your request. We may extend this up to 2 months if necessary having regard to the circumstances of the request. However, we will inform you if this need arises.
9. Questions regarding this Notice
If you have any concerns about the way your Personal Data are being used or processed by Tines, please e-mail email@example.com.
If after this, you are not satisfied by the effort and our response, you have the right to lodge a complaint with the Data Protection Commission. Please see www.dataprotection.ie for further information.
10. Changes to this Notice
If we amend this notice, in whole or part, at our sole discretion, any changes will be effective immediately upon making the revised notice available to you.
If at any time we decide to use your Personal Data in a manner significantly different from that stated in this notice, or otherwise disclosed to you at the time it was collected, we will notify you and you will have a choice as to whether or not we use your Personal Data in the new manner.