Job applicant privacy notice
As part of any recruitment process, Stolt-Nielsen and its’ affiliates, subsidiaries and related entities (“The Stolt-Nielsen Group” or “We”) collect and process personal data relating to job applicants. We are committed to being transparent about how we collect and use that data, and to data protection obligations.
What information do we collect?
In the recruitment process, certain information about you is collected. 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 your current level of remuneration, including benefit entitlements; and
- information about your entitlement to work in the relevant jurisdictions we operate.
We may collect this information in several 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. We may also collect personal data about you from third parties, such as references supplied by former employers. We will ask for your explicit consent before we approach former employers for personal data.
Why are we processing personal data?
We need to process data to take steps at your request prior to concluding a contract with you. We may also need to process your data in order to establish an employment contract.
In some cases, we need to process data to ensure that we are complying with legal obligations. For example, it is mandatory to check a successful applicant's eligibility to work in the relevant jurisdiction before employment starts.
The Stolt-Nielsen Group has a legitimate interest in processing personal data during the recruitment process 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.
The Stolt-Nielsen Group may also process special categories of data for sea staff applicants, such as medical data, as required by STCW 78 and Flag state regulations and in cooperation with our appointed doctors or clinics. We process such information to carry out our obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, we may keep your personal data on file for a limited time period in case there are future employment opportunities for which you may be suited. We will ask for your consent before we retain your data for this purpose. You are free to withdraw your consent at any time.
Who has access to the data?
Your personal data may be shared internally exclusively for the purposes of the recruitment exercise. This includes members of the HR and recruitment team for both shore and sea staff, 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.
We will not share any of your data with third parties other than former employers for the purpose of obtaining references and employment background check providers for the purpose of obtaining necessary background checks. We will ask for your explicit consent before we approach former employers for personal data.
If your application for employment is successful, your data will be shared with third parties for the purpose of setting up your employment. A separate Employee Privacy Notice applies and will be provided to you.
How is the data protected?
We take the security of your data seriously. We have internal policies, procedures and controls to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
For how long are we keeping the data?
If your application for employment is unsuccessful, the organisation may hold your data on file for 36 months after the end of the relevant recruitment process for consideration 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 for employment is successful, personal data gathered during the recruitment process will be transferred to your Personnel file (electronic and paper based) and retained. The periods for which your data will be held will be provided to you in the Employee Privacy Notice.
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require the organisation to change incorrect or incomplete data;
- require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
- object to the processing of your data where Stolt-Nielsen Group is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact [email protected]. Specifically for applicants in Spain: if you consider your right to personal data protection to have been violated, you may file a complaint with the Supervisory Authority (www.aepd.es)
What if you do not provide personal data?
You are under no 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.