Job Applicant Privacy Policy

Job Applicant Privacy Policy

Job Applicant Privacy Policy (compliant with GDPR) 

As part of any recruitment process, the Stolt-Nielsen Group collects and processes 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?

The Stolt-Nielsen Group collects 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 your current level of remuneration, including benefit entitlements;
  • whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process; and
  • information about your entitlement to work in the relevant jurisdiction.

The Stolt-Nielsen Group may collect 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. We may also collect personal data about you from third parties, such as references supplied by former employers. We will inform you upfront when we approach third parties for personal data. 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 are we processing personal data?

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 to enter into a contract with you.

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 whom to offer a job to. We may also need to process data from job applicants to respond to and defend against legal claims.

The Stolt-Nielsen Group may process special categories of data for sea staff applicants, such as medical data, as required by STCW 78 and Flagstate regulations and in cooperation with Stolt appointed doctors or clinics. The Stolt-Nielsen Group may collect information about whether applicants are disabled to make reasonable adjustments for candidates who have a disability. We process such information to carry out our obligations and exercise specific rights in relation to employment. 

If your application is unsuccessful, the Stolt-Nielsen Group may keep your personal data on file in case there are future employment opportunities for which you may be suited. 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.

Who has access to the data?

Your information may be shared internally 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 inform you upfront when we approach third parties for personal data.

How is the data protected?

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused, disclosed or 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 will hold your data on file for four weeks after the end of the relevant recruitment process. If you agree to allow us to keep your personal data on file, we will hold your data on file for a further 48 weeks for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed. You will be asked when you submit your CV whether you give us consent to hold your details for the full 12 months to be considered for other positions or not.

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 during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

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 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 the 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]

What if you do not provide personal data?

You are under no obligation to provide data to the Stolt-Nielsen Group 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.