Energean Job Applicant Privacy Notice
Data controller: “Energean” or “We”
As part of any recruitment process, Energean 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 meeting our data protection obligations.
What information does Energean collect?
As part of the recruitment process Energean will collect 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 Energean needs to make reasonable adjustments during the recruitment process;
-information about your entitlement to work in the location in which the position you are applying for is.
Energean 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.
Energean will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers. We will request your consent seek information from third parties.
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 Energean process personal data?
Energean needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.
In some cases, Energean needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the relevant location before employment starts.
Energean 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. Energean may also need to process data from job applicants to respond to and defend against legal claims.
Where Energean relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.
Where Energean processes other special categories of data, such as information about membership in a trade union, ethnic origin, sexual orientation, health, religion or belief, age, gender or marital status, this is done with the explicit consent of job applicants, which can be withdrawn at any time.
If your application is unsuccessful, Energean will keep your personal data on file for future recruitment rounds and in relation to potential employment opportunities for which you may be suited. Energean will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.
Who has access to data?
Internally, your information will be shared for the purposes of the recruitment exercise. This includes:
- members of the HR and recruitment team;
- 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).
Externally, we may share your data in the event that we are prepared to make you an offer of employment. In this case, Energean will then share your data with former employers to obtain references for you and conduct any necessary employment background check providers to obtain necessary background checks. Additionally, your data may be shared with third parties we engage to provide specific recruitment related services such as applicant database services.
Your data may be transferred outside the European Economic Area (EEA) to a member of the Energean Group in the event that the specific position you are applying to is located in one of our offices outside the EEA or if required in the provision of services to Energean by a third party. Data is transferred outside the EEA is safeguarded on the basis of the technical and organizational measures we have in place for the entire Energean Group in compliance with the provisions of the General Data Protection Regulation (GDPR). Please also refer to the next section on details about how Energean protects the data it processes.
How does Energean protect data?
Energean takes the security of your data seriously. It has internal policies and controls in place 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. In accordance with Energean IT security policy, Energean has in place employee-controlled access and a strict password policy, encryption of mobile devices and laptops, anti-virus end-point protection, next generation perimeter firewall protection, comprehensive data backup and business continuity plans.
How long does Energean keep your data for?
If your application for employment is unsuccessful, Energean will hold your data on file for a period of six (6) months after the end of the relevant recruitment process. If you agree to allow Energean to keep your personal data on file, Energean will hold your data on file for a further period of one (1) year for consideration for future recruitment rounds. At the end of that period or once you withdraw your consent, your data will be deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained throughout the period of your employment. The periods for which your data will be held will be provided to you in a new 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 Energean to change incorrect or incomplete data;
- require Energean 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 Energean is relying on its legitimate interests as the legal ground for processing; and;
- ask Energean to stop processing data for a period if data is inaccurate or there is a dispute about whether your interests override Energean's legitimate grounds for processing data.
If you would like to exercise any of these rights, please contact the privacy team at firstname.lastname@example.org.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to Energean during the recruitment process. However, if you do not provide the information, Energean may not be able to process your application properly or at all.
Thank you for your interest in joining Energean
 Acting as the “main establishment” for the Energean Group of Companies for the purposes of Article 4, par.16 of the GDPR