Effective Date: August 2, 2023 | Back to the General Privacy Notice
What is the purpose of this document?
Taoglas Limited (Ireland) is a “controller” in relation to personal data (“Taoglas“). This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation (2016/679, “GDPR“).
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
- Used lawfully, fairly and in a transparent way;
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
- Relevant to the purposes we have told you about and limited only to those purposes;
- Accurate and kept up to date;
- Kept only as long as necessary for the purposes we have told you about; and
- Kept securely.
The kind of information we hold about you
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
- Contact Data: name, title, address, telephone number, personal email address, date of birth;
- Employment/Education Data: employment history, qualifications, education history;
- Recruitment Data: any other personal data that is not Contact Data or Employment/Education Data which you have provided to us in your curriculum vitae or in your application form/covering letter, and any information you provide to us during an interview;
- Sensitive Personal Data: information about your race or ethnicity, religious beliefs, sexual orientation and political opinions; and
- Any other information you provide directly to us.
How is your personal information collected?
We collect personal information about candidates from the following sources:
- You, the candidate;
- Prior employers;
- Educational institutions;
- Job posting and talent acquisition sites or services such as Indeed;
- Your named referees;
- Third parties as necessary for providing you with benefits and ancillary services; and
- Publicly available resources including your social media profile (e.g. LinkedIn) or current employer websites.
How we will use information about you
It is in our legitimate interests to decide whether to use your personal data as outlined below during the recruitment process since it is beneficial to our business to appoint someone to the available role.
We will process Employment/Education Data and Recruitment Data to:
- Assess your skills, qualifications, and suitability for the role and to communicate with you about the recruitment process.
- Carry out reference checks, to the extent permitted and where applicable.
- Communicate with you about the recruitment process.
- Keep records related to our hiring processes.
- Contact you regarding future opportunities.
We also need to process your Contact Data, Employment/Education Data and Recruitment Data when deciding on whether to enter a contract of employment with you.
Legal or regulatory requirements/Consent:
We do not process your Sensitive Personal Data as part of our recruitment process, save where you provide information about your disability status in connection with the provision of appropriate accommodations during the recruitment process. We will process this information in order to comply with our legal obligations under section 16(3)(b) of the Employment Equality Acts 1998 to 2021. We do not otherwise process your Sensitive Personal Data unless you voluntarily provide this information to us. We will store this information on the basis of your consent and not otherwise process it. We will also use your Contact Data as described below in “How long will you use my information for?” on the basis of consent.
Having received your CV and your covering letter or application form, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and where relevant and appropriate carry out a criminal record and or carry out any other check before confirming your appointment.
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Why might you share my personal information with third parties?
We will only share your personal information with the following third parties for the purposes of processing your application: LinkedIn, Indeed and Personio for recruitment purposes. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
How long will you use my information for?
We will retain your personal information for a period of two years after we have communicated to you our decision about whether to appoint you to role. We retain your personal information for that period so that we can:
- show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way; or
- contact you in the event that you are considered for future opportunities that we think you may be suited for.
After this period, we will securely destroy your personal information in accordance with our data retention policy and applicable laws and regulations.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing.
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact Chief Information Officer at firstname.lastname@example.org in writing.
Where we may transfer your personal data
Where we transfer personal data to our affiliate in the USA, we do so on the basis of Article 46 of the GDPR (Transfers subject to appropriate safeguards). We ensure that standard contractual clauses, as adopted by the European Commission in accordance with Article 46(2) of the Data Protection Legislation on 4 June 2021, are entered into. Please contact us (see the section “Getting in Touch” below) if you wish to receive a copy of our standard contractual clauses.
Right to withdraw consent
When you applied for this role, you provided consent to us processing personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact Chief Information Officer at email@example.com. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely
Getting in touch
Taoglas is not required to designate a data protection officer. However, should you have any queries or wish to discuss your data protection rights with us, please contact Chief Information Officer at firstname.lastname@example.org
Last updated August 2023