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Privacy Statement for Job Applicants

The commitments in this Privacy Statement for Job Applicants apply to all personal data we process during the recruitment process for job candidates (applicants). Applicants include potential future employees and contingent workers, including independent contractors.


 

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Introduction

At Fonterra, we take the privacy of our job applicants seriously. When you apply for a role with Fonterra, you may share personal data with us. The purpose of this Privacy Statement is to be up front about the information we collect, how we use it, who we share it with and how you can exercise your privacy rights.

 

For the purposes of this Statement:

  • Personal data means any information relating to an identified or identifiable individual, which may be a potential employee or contractor. Data about companies is not personal data.
  • A contractor is a professional contingent worker whose rate is calculated on a daily rate and engaged either directly by Fonterra or via a third party (e.g. a recruitment agency) for more than three months.

 

If you have questions about our privacy practices or wish to access or request correction to personal data we hold about you, contact us.

 

This Privacy Statement may be changed over time.  The most up-to-date Privacy Statement is published on our website. This Privacy Statement applies from May 2018. The last modifications to this Privacy Statement were made on 12 November 2018.  

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1. When does this Privacy Statement apply?

This Privacy Statement applies to personal data we process during the recruitment process for job candidates (applicants). Applicants include potential future employees and contingent workers including independent contractors. During the recruitment process you may interact with us in a variety of ways including in person, via our digital channels (e.g., websites and email), or by phone.

 

This Privacy Statement does not apply to the processing of personal data for applicants once they are employed by Fonterra, or applicants already employed by Fonterra (internal applicants). Their personal information is used, stored, protected and shared for HR purposes as agreed with Fonterra upon employment.  This Privacy Statement is designed to only apply to external applicants.

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2. Who is responsible for your personal data?

Fonterra and its group of companies are the controllers of all personal data within the scope of this Privacy Statement.      

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3. For which purposes do we process your personal data?

3.1 Recruitment and selection:

If you’ve shown interest in a position at Fonterra, we store your personal data on our Recruitment System and/or associated systems. We use this data to communicate with you and determine whether your qualifications and profile meet the requirements of the vacancy you have applied for. We may also use this information to let you know about other opportunities with us, or invite you to participate in recruitment activities or events.

 

Personal data can include your contact details, experience and qualification information (such as your CV/resume, employment history, references, visa status/right to work as applicable, education history etc.) and correspondence you’ve had with us about job applications.

 

We process your personal data on the basis of your consent and/or for the purpose of potentially joining our team. We may also rely on third parties (e.g. recruitment agencies, background checking and immigration agencies) to ensure that they have your consent or another legal basis to collect, process and pass that data to us. If they do not have a legal basis for processing personal data, they must anonymise it.

 

3.2 Answering your questions:

If you get in touch with us via contact us form on Fonterra.com, we’ll use your personal data in order to reply and answer your question(s).

 

We may also record questions you may have asked, and answers our recruitment team have provided, throughout the course of any recruitment process you have engaged in with us.

 

For this purpose, we process your name, contact details, your correspondence with us and all other personal data necessary to answer your question.

 

3.3 Requesting pre-employment checks and employment agreements:

If we offer you a position at Fonterra as an employee, we’ll use your personal data to initiate employment processes such as requesting pre-employment checks and if successful, providing an employment agreement. We’ll continue to store your personal data in our HR systems to support employment processes throughout your employment with Fonterra, and in accordance with statutory requirements and Fonterra’s policies.

 

If you’re an independent contractor/contingent worker, we’ll process your personal data in the same way to enter into an agreement for services with you.

 

For this purpose, we process your personal data, which may include contact details, date of birth, gender, nationality, ID card or passport details, employment status, experience and qualification information (such as employment history, education history etc), visa/work permit details, availability, tax details, payment and salary details including those related to bonus, insurance, and details about your location.

 

Following your selection, we may continue to provide certain information to immigration agencies as required by law to monitor our compliance with immigration laws.

 

3.4  We also collect and process your personal data based on:

  • The intention to enter into an employment contract or agreement for services.
  • Fonterra’s legitimate business interests, for example, fraud prevention, maintaining the security of our data and systems, direct marketing (of employment opportunities with Fonterra), and improving our recruitment services. Whenever we rely on this lawful basis to process your data, we assess our business interests to make sure they don’t override your rights. Additionally, in some cases you have the right to object to this processing. For more information, see section 7 ‘How can you exercise your privacy rights?’.
  • Compliance with mandatory legal obligations, including for example accounting and tax requirements, which are subject to strict internal policies (such as retention periods), and procedures.
  • Consent that you provide where Fonterra does not rely on a legal basis to capture your personal data. In these situations, you can withdraw your consent at any time, and when you give your consent, you will be given details on how to notify us when you change your mind.

 

How we collect your personal data:

  • Through your correspondence with us, such as a note or recording of a call you make to a service centre, or with any of our employees or recruitment team, an email or letter sent, or other records of any contact or correspondence with us.
  • If you physically visit our premises, we may collect information about you on CCTV as part of our security and crime prevention measures. We may also collect your name and contact details for security and health and safety purposes, and your visiting history to our premises, and to provide to facilities such as wifi.
  • From information we obtain from other sources, such as recruitment agencies and other third parties that may relate to your interactions with us. 
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4. Who has access to your Personal Data?

4.1 Within Fonterra

All those involved in the recruitment process(es) you apply to will have access to your personal data, but only to the extent necessary to fulfil their respective tasks. These employees are, for example, our recruitment team, HR employees and the relevant Hiring Managers.

 

Your personal data may be accessed by other relevant Fonterra departments such as IT, Legal, and Compliance, but only to the extent necessary to perform their jobs in terms of the purposes defined in this Privacy Statement.

 

All Fonterra employees and partners must comply with our Privacy Policy and Standards which cover the use and processing of personal data.     

 

4.2 External parties

We use third parties to support our recruitment process. These include but are not limited to recruitment agencies, background checking agencies, and digital interview services. These third parties may have access to, or request, your personal data when relevant to ensure that we can complete our recruitment process.

 

When external parties are given access to your personal data, we will take the required contractual, technical and organisational measures to ensure that they agree to process your personal data only to the extent that it is necessary, and in compliance with applicable law.

 

We will only provide your personal data to regulatory bodies, tax authorities and/or investigating authorities if Fonterra is obliged to do so by law or regulation, or if you have provided instructions to Fonterra to allow this information to be disclosed.

 

If you provide us with false information, such as a false visa or qualification, we may choose to share this information with legal/regulatory authorities.

 

4.3 Transfer of your personal data

We may need to transfer your information to other Fonterra group companies or service providers including those in other countries and will take measures to ensure that your personal data is adequately protected during any transfer.

 

4.4 Processing of your personal data by data processors

When an external party processes your personal data solely on our behalf and following Fonterra's instructions, it acts as a data processor. Examples include a data cloud company that provides a platform for recruitment-related activities where personal data is processed, or a recruitment company that provides advice on preferred applications. We enter into an agreement with data processors concerning the processing of personal data which includes obligations to safeguard your personal data so that it is provided solely to the data processor for the purposes of providing services to us. 

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5. How is your personal data secured?

We make all reasonable efforts to secure our systems and ensure the confidentiality and security of your personal data. This includes putting in place technical, physical and organisational measures to protect your personal data against accidental or unlawful destruction or accidental loss, damage, alteration, unauthorised disclosure or access, and against all other forms of unlawful processing (including, but not limited to unnecessary collection) or further processing.

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6. How long will we retain your personal data?

We will keep your personal data for as long as it is required for the original purpose it was provided, taking into account our need to answer queries or resolve problems, provide improved and new services, and comply with legal requirements.

 

This means we may retain your personal data for a reasonable period after your last interaction with us. When the personal data that we have is no longer required or is not required to be retained by law, we will destroy, delete or permanently anonymise it.

 

If you want to know specific retention periods for certain types of information, contact us.

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7. How can you exercise your Privacy Rights?

You have the right to request access of an overview of your personal data, and under certain conditions, rectification and/or erasure of personal data. You may also have the right to restrict processing your personal data, or to object to data processing or portability.

 

To invoke any of these rights, contact us. We may ask for additional information to verify your identity.

 

If you have given your consent for us to process data for a certain purpose, you can withdraw your consent at any time (although not retrospectively – your withdrawal will be valid from the date of withdrawal rather than from the date of consent was given).

 

It is important to us that the personal data we hold is accurate, complete and current. If you’re a registered user of a Fonterra account (e.g. on our recruitment system), you may log in to your account and update your personal data. If this is not possible you can contact us.

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8. How can you lodge a complaint?

If you want to complain about how we use your personal data, contact us. We’ll do our best to help but if you’re still not satisfied, you can lodge a complaint with your local data protection supervisory authority.

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9. Contact us

For questions, or to request access to, deletion of, or correction of your personal data held by us, either contact the website where you supplied your data, or contact us:

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10. Date of last update

The last modifications to this Privacy Statement were made on 12 November 2018. 

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