Any reference to “we”, “us”, “our” and “the Company” is to the Norstella Group (“Norstella”). The legal entity identified in any communication we have with you will be the data controller of your personal information and references in this notice to Norstella should be read as referencing that entity. You can contact us at email@example.com for more information about how we process your personal information, including how to exercise your applicable rights as a data subject.
The Norstella Group means the entity with which you communicate during the recruitment process and all other legal entities within the Norstella group under common control with this entity.
This Applicant Privacy Notice applies to anyone applying for a position or being considered for employment by Norstella. It describes the categories of personal information we may process about you, how your personal information may be processed and how your privacy is safeguarded during the job application and recruitment process. It’s intended to comply with our obligations to provide you with information about the Company’s processing of your personal information under applicable privacy laws.
Norstella processes the personal information you voluntarily submit to us when you apply for a position through an online job site, via email, in interviews or in other ways during the recruitment process.
We may also process information about you that we collect from other sources (for example, third party recruitment sources, via background checks with your previous employers, references supplied by former employers, the educational institutions you attended, and/or background checks conducted by a third-party).
We may process some or all of the following types of personal information and sensitive personal information about you during the recruitment process:
We will not use your personal information for other purposes, nor share it outside of Norstella except as specified in this notice. We will process your personal information only as part of our recruitment process, including to evaluate your suitability for a position, respond to your application, improve our recruitment process, comply with any applicable procedures, laws and regulations and for human resources analysis purposes.
If your application for employment is successful, we will transfer your information to our internal human resources systems and use it for the purposes of your employment with us. Your personal information will then be subject to our Employee Privacy Notice.
If you are located or reside in a jurisdiction that requires a legal basis for processing personal information (such as the EEA, EU or UK), Norstella has a legitimate interest in processing personal information during the recruitment process and for keeping records of the process. Processing personal information of 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 seek your consent to allow us to process sensitive personal information as explained above. We may also need to process data from job applicants to respond to and defend against legal claims.
If you have questions about or require further information concerning the legal basis on which we process your personal information, please contact firstname.lastname@example.org.
Your personal information will be shared with our employees and contractors whose roles require access to it. These primarily include hiring managers and the human resources professionals assigned to manage the evaluation of candidates, technical personnel who support our applications and systems, and those that carry out systems maintenance.
Your personal information may be shared with selected third-party vendors that provide services in areas such as background checks, candidate management, facilities management, web analytics and IT services. These vendors may only process your personal information on our behalf and according to our instructions and are required to safeguard your information and rights to the same standard as set out in this Applicant Privacy Notice. Your personal information may also be transferred to;
If you are applying for a senior management position with us, we may share your personal information with our investors.
The length of time for which we retain your personal information is determined by Norstella’s ongoing legitimate business need to carry out the purposes described in this Notice or as otherwise required by applicable law as set out in our retention policies and schedules (including when you have speculatively applied to us in respect of a role which is not available). We will securely delete your information once the obligation to which we are subject expires or after the period of time specified in our retention policies elapses. Where there are technical limitations that prevent deletion or anonymization, we safeguard personal information and limit active use of it.
If your application is unsuccessful or you do not accept the job for which you have applied, we will hold your information on file for 6 months from the date the recruitment application process has been closed, unless following an unsuccessful application you specifically consent to us holding it for longer for the purpose of contacting you in the event that any similar job opportunities become available from time to time.
If you are located in the United States and your application is unsuccessful or you do not accept the job for which you have applied, we will hold your information on file for 24 months from the date the recruitment application process has been closed.
If your application for employment is successful, personal information gathered during the recruitment process will be retained during your employment. The periods for which employee information is held will be provided to you in our Employee Privacy Notice.
Norstella is a global business. If you are located or reside in a jurisdiction that places certain restrictions on the transfer of personal information (such as the EEA, EU or UK), your personal information will be transferred to countries with different privacy and data protection laws than your own, including to countries such as the United States.
We protect transfers of personal information outside of the EEA, EU and the UK with legal safeguards that include:
Depending on where you are located or where you reside, you may have certain rights granted to you over your personal information under local data protection and privacy laws. We will honour the requests you make related to your rights as the law requires. This means in some cases, there may be legal or other official reasons that we may not be able to fulfil the specific request you make related to your rights.
These rights differ based upon local data protection and privacy laws but one or more of the following may be available to you:
To exercise your rights as described above, please submit a request by submitting a request here.
We have put in place appropriate technical and organizational security measures to protect the security of your personal information both online and offline including the implementation of access controls, firewalls, network intrusion detection, and use of anti-virus software. These measures vary based on the sensitivity of the personal information we collect, process, and store, and the current state of technology. We also take measures to ensure that third parties that process your personal information on our behalf also have appropriate security controls in place.
In some locations, including the United States, we will invite you to self-identify for race, ethnicity, gender, veteran status, and the existence of any physical or mental disabilities. Submission of this information is voluntary and the refusal to provide it will not affect your eligibility for employment with Norstella and/or the terms and conditions of your employment with Norstella, if hired.
If you choose to provide it, your self-identification information will not be accessible to recruitment staff or hiring managers evaluating your application or suitability for a position.
We may use your self-identification information to meet government reporting obligations, and to manage our own diversity and affirmative action programs. If you are hired, we may transfer the information you provided into our general human resources systems and this information will be kept for as long as necessary to fulfil the purposes we collected it for.
If you have questions or complaints or about our processing of your personal information or this Applicant Privacy Notice please contact our Privacy Team here.
We hope we will be able to resolve any privacy concerns you may have. However, you always have the right to complain to any supervisory authority or other public body with responsibility for enforcing privacy laws in your country. The contact details for the supervisory authority in the country/state in which you are based are available from the Privacy Team.
We may update this Applicant Privacy Notice from time to time and will notify you when any changes are made. This Applicant Privacy Notice was last updated in June 2023.
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