Recruitment
Privacy Notice
Last Updated: February 2024
1. Introduction
This Privacy Notice (‘Notice’) applies to the personal information we collect about you during recruitment. It covers all job applicants, and it explains how Tag Group (‘Tag,’ ‘we,’ ‘us’) uses your personal information – what information we collect about you (including from third parties), why we collect it, what we do with it and on what basis and how we protect it.
In this Notice, the term “personal information” has the meaning ascribed to it privacy laws, which generally means information that identifies, relates to, describes, references, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular employee or device. Under privacy laws, personal information further includes “sensitive personal information,” such as Social Security number or National Identity number, driver’s license number, passport number, financial data, biometric data, racial and ethnic origin, and information concerning an individual’s health.
Tag and its group of companies use global Human Resources information systems (‘HRIS’) for employment management and recruitment purposes to capture and store personal information of Our People.
Pursuant to the applicable data privacy laws, as it relates to your country of residence, we are required to provide you a notice, at or before the point of collection of such personal information, that identifies the categories of personal information that may be collected and how that personal information is collected, used, and disclosed.
We regularly review this Notice and will take reasonable steps to inform you of any changes that we may make. Please read it carefully.
Please note, there may be additional guidance issued in your jurisdiction of employment. That guidance will take precedence over this Notice.
2. Categories of Personal Information that We Collect
The personal information that we collect about you will depend on, for example, our relationship or interaction with you.
We may have collected the following categories of personal information –
1. Personal Identifiers — personal unique identifiers, such as full name and federal or state issued identification numbers including Social Security Number, driver’s license number, and passport number, email address, and account name.
2. Personal Information — personal information, including full name, telephone number and address, financial information such as account number and balance, medical and health insurance information.
3. Characteristics of Protected Classes — characteristics of protected classes or groups under state or federal law, such as sexual orientation, veteran or military status, or marital status.
4. Commercial Information — records of personal property, such as products and services obtained and transaction histories.
5. Biometric Information — biometric information, such as fingerprints, photographs, and voiceprints.
6. Internet or Online Information — internet or online information such as browsing history, and information regarding interaction with our websites, applications, or advertisements.
7. Geolocation Data — geolocation data, such as device location.
8. Audio and Visual Information — audio, electronic, visual, thermal, olfactory, or similar information, such as call and video recordings.
9. Employment Information — professional or employment-related information, such as work history and prior employer.
10. Education Information — education information, such as school and related information.
11. Inferences — inferences based on information about an individual to create a summary about, for example, an individual’s preferences and characteristics; and
12. Sensitive Personal Information – personal information, that is not publicly available, and reveals:
- social security, driver’s license, state identification card, or passport number.
- account log-In, financial account, debit card, or credit card number in combination with any required security or access code, password, or credentials allowing access to an account.
- precise geolocation.
- racial or ethnic origin, religious or philosophical beliefs, or union membership.
- the contents of a mail, email and text messages, unless the business is the intended recipient of the communication.
- genetic data.
- the processing of biometric information for the purpose of uniquely identifying an individual; or
- information collected and analysed concerning an individual’s health, sex life or sexual orientation.
3. How do we collect your personal information
- When you provide personal information about yourself and others
This is personal information that you, or other individuals on acting on your behalf, provide to the local HR Recruitment team or enter directly into our HRIS. This may be provided through physical (e.g., paper application), audible (e.g., phone), or electronic (e.g., website, social media) sources.
To comply with our legal obligations, or where we need this information to fulfil our obligations to you under an employment contract or contract for services, certain data fields in our HRIS are mandatory. Where HRIS fields are voluntary it is your choice if you wish to provide the information requested.
- We may collect personal information from public records or widely available sources
This includes personal information from the media, and other records and information that are made available by federal, state, or local government agencies.
- We may collect personal information from other organizations
We may obtain information about you from other organizations to support human resource and workforce management activities. For example, references from your previous employer(s) and background checks where permitted by applicable law.
We sometimes advertise through recruitment agencies or use the services of specialist search organizations. These companies will collect your application information. You may also be asked to complete a work preference questionnaire which is used to assess your suitability for the role you have applied for, the results of which are assessed by our recruiters.
If you are applying to work with us through an agency, please review their privacy notice for details of how they will handle your information.
4. Purpose of processing your personal information
- Recruitment Application – We will use your personal information to assess whether you are suitable for a role with us and put in place arrangements for any interviews and assessments. This applies whether you have made an application directly to us, through an agency or a third party. This will also include contacting you to arrange, conduct, evaluate and feedback on assessments and interviews, and where successful to make you an offer/provide you with a contract of employment.
- Shortlisting – Our hiring managers will shortlist applications for interview based upon the details uploaded by you to our online application system.
- Assessment – This involves the assessment of your suitability to do the job you have applied for. We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend a series of interview’s – or a combination of these. Information will be generated by you and by us. For example, you may complete a written test, or we may take interview notes.
- Pre-Employment Checks – Carry out pre-employment checks (where permitted by law), including your legal right to work, professional qualifications, criminal record and follow up references provided to us. Depending on your role, we may also conduct sanction checks on you to confirm your eligibility of the role. Before we do, we will obtain your explicit consent.
- Reasonable Adjustments – Make reasonable adjustments to the recruitment process based on the accessibility requirements you make us aware of or we become aware of. For this purpose, we may, subject to the circumstances, collect information about you to help us assess adjustments which need to be made or work restrictions which may apply. This may include your nationality, preferred language, and details of any accessibility requirements.
- Equal Opportunities Monitoring – We may ask you to provide sensitive personal information to comply with federal and state laws. This could include declaring information about your ethnicity, disability, age, religion/belief, gender, and sexual orientation. This information is used to comply with equality and diversity requirements, to help us improve our employment practices, and for internal analytics purposes.
- Talent Pool – If you are unsuccessful following assessment for the position you have applied for, we will retain your details in our talent pool, so that we can contact you should any further suitable vacancies arise. If you would like us to delete this data, please send an email to our Privacy Team – [email protected]
Additional information about the ways in which Tag processes your personal data may be notified to you locally. Unless otherwise stated above we use this information as a recruiter to fully understand and assess an applicant’s suitability for a role and verify the information provided to us.
5. Sharing your personal information – For the purposes set out in section 4 above, we may share your personal information with:
- Our group companies where necessary to process your application.
- Professional advisors or consultant where necessary to receive their services
- Legal and regulatory authorities, when necessary to comply with our legal obligations
- Our third-party service providers, including our data hosting service providers, background check providers etc.
- In the event of mergers and acquisitions, share with the relevant company or group Except as set out in this notice, or as required by law, we do not sell your personal data or disclose to third parties without your consent.
Except as set out in this notice, or as required by law, we do not sell your personal data or disclose to third parties without your consent.
6. International data transfers – Where required by applicable laws, your consent to the transfer of your personal data outside your home country will be obtained as part of your application. As an international organisation, authorised personnel may access your personal data in any country in which they operate. Regardless of where your personal data is transferred, we shall put in place appropriate safeguards to ensure your personal data is treated securely and in accordance with applicable law.
7. How we protect your personal data – We are committed to ensuring that your personal data is safe and take all steps reasonably necessary to ensure your data is treated securely and in accordance with this notice.
8. How long we keep your personal datas – We will keep your personal data for as long as necessary to fulfil the purposes described in this notice or the terms of your contract or as required by law.
9. Your Rights – Depending on your country, you may have a number of rights in respect of your personal information.
- You have the right to request access to your personal information
- You have a right to request that any inaccuracies in your personal information are corrected.
- You have the right to request that we delete your personal information, subject to certain exceptions.
- For California residents, you have the rights to be free from discrimination for exercising your rights under the California Consumer Privacy Act.
- You have the right to object to us processing your personal data
- You have the right to withdraw consent (where you have previously given us this)
- You have the right to data portability
- You have the right to object to automated decision making
