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CipherSYS Talent Acquisition Privacy Notice

CipherSYS Talent Acquisition Privacy Notice

CipherSYS takes your personal information protection seriously and respects local data protection laws.

This Privacy Policy explains how CipherSYS processes your personal information during the recruitment and/or hiring process in order to progress your application, which may culminate in the entering into a contract with you. We request that you read and acknowledge this Privacy Notice.

1. What personal data will CipherSYS process about you?

Personal data you provide, which may include:

your first name and last name, address, email address, phone number(s), education history, work experience, CV, resume, information about your primary country of residence and citizenship, additional countries of interest, country you are applying to and the eligibility to work there, areas and communities of interest;

whether you have ever worked for CipherSYS or an CipherSYS Business Partner, whether you have any government experience and if you signed any or accepted any agreement or are otherwise subject to any restriction with your current or former employers;

depending on the country, criminal records information, observing the applicable laws and where an offer of employment has been made to you;

depending on the country you are applying your disability, ethnicity, gender, race and religion.

whether you require any accommodations/adjustments

You will receive more information about the nature of the pre-employment verification checks before they begin.

Personal data processed during the recruitment process, although it will vary by the country and nature of the role for which you will be considered, which may include:

Any cover letter or personal statement you provide;

Any references you provide, or CipherSYS takes up to validate the information you’ve provided;

Any interviewer or recruiter notes from their interactions with you or with the CipherSYS employee that recommended you;

If during the recruitment process you complete a video enabled assessment, we may store the video recordings of the assessment;

If during the recruitment process you complete a coding assessment, we will record and store any code created in response to the given exercises. Additionally, we will store one or more webcam photos of you completing the exercises and;

Any other information you give us.

Personal data processed if you receive and accept an CipherSYS offer of employment, such as your email address, first name, middle name, last name and CipherSYS employee serial number may be used from the date of offer acceptance.

2. For what purposes CipherSYS will process your personal data?

In response to your application or your interest about job positions, your information will be used by CipherSYS as necessary to:

Verify your information and conduct relevant and appropriate legally permitted pre-employment and eligibility verification checks, as well as to assess your skills, qualifications and experience;

Comply with local, national or international laws, obligations and legal requirements;

Communicate with you about CipherSYS events, new jobs and careers opportunities and the recruitment process including any interviews;

Complete the selection process;

Conduct surveys and research activities with the objective of improving CipherSYS’s recruiting process;

Perform analysis of our applicant pool in order to better understand who is applying to positions at CipherSYS and how to attract top talent;

Where legally permissible, we may ask you to voluntarily disclose your disability, ethnicity, gender and nationality, to help CipherSYS with its Diversity and Inclusion programs (such as to assess the CipherSYS workforce, promote benefits and inclusive policies for the related population);

By submitting your application, you authorize CipherSYS to store your personal data in CipherSYS’s Recruitment tools for the secure storage of your data whilst your application is assessed and otherwise as set out above.

3. For how long will we retain your personal data?

If you are given and accept an offer of employment by CipherSYS, the personal information collected during your pre-employment period may become part of your employment record on CipherSYS’s personnel records Employment Data System, to be retained throughout and for a period of time after your employment with CipherSYS (specific periods vary by country).

If CipherSYS does not employ you, CipherSYS will retain your personal information according to the document retention policy after which your personal information will be erased from the Recruitment systems.

4. With whom and why we share your personal data?

Your information may be accessed by CipherSYS recruiters, CipherSYS Recruitment Process Outsourcing, CipherSYS Talent Acquisition focals, hiring managers of CipherSYS, as relevant and necessary for your application for the role you are being considered for.

In some cases, CipherSYS shares your personal data with third parties if legally required or allowed, to achieve the purposes informed above. Depending on the geography, these third parties are suppliers of Human Resource Information Systems, used by CipherSYS, as well as suppliers related to occupational health and safety management services systems.

Your information may be accessed by government officials where legal reporting requirements may exist, or law enforcement agencies or private litigants in response to valid law enforcement process (warrant, subpoena, or court order).

If your prospective management line is out of the country, we may transfer your personal information from the country to which you applied to other people within the same business line in one or more CipherSYS entities in other countries as applicable for the purpose of processing your application, ensuring that your data is processed according to local laws and CipherSYS requirements and helping us to understand your experience with CipherSYS's application process. Information on how CipherSYS ensures an adequate level of data protection in such countries can be found at https://www.ciphersys.com/privacy.

5. Your rights

Information regarding your rights can be found in the section “Your Rights” at https://www.ciphersys.com/privacy.

Please be aware that depending on the circumstances, if you request us to delete or otherwise stop processing your personal information, we may not be able to proceed with your application, as it may depend on the analysis of such personal information.

6. General

More information on how CipherSYS handles your privacy, such as the Controller of your personal data, questions and complaints and how to contact us can be found at https://www.ciphersys.com/privacy

7. Declaration and confirmation:

You declare and confirm that the information you have provided as part of your application is true and complete. You must promptly update any information you have provided as and when there are changes.

You understand that any misrepresentation or deliberate omission of fact may lead to CipherSYS’s termination of your employment or consideration for employment.

We may change this policy from time to time. We will post any changes to this policy on this page.