PRIVACY NOTICE FOR CANDIDATES

PRIVACY NOTICE FOR CANDIDATES

Latest update: 12 Junho de 2023

Welcome to The Adecco Group. We are committed to offering you the best service and helping you advance your career.

This privacy notice (“Privacy Notice”) describes the personal information we collect about you, how we collect, use and process it, and how we fulfill our legal obligations to you. Your privacy is important to us, so we are committed to protecting and safeguarding your data privacy rights. We know this is a long document, but we urge you to read it carefully. Below is a table of contents so that you can select the option you want if you wish..

 

Index

    1. Clarification of some terminology
    1. What personal information do we collect and use?
    1. Why do we use personal information and how long do we keep it?
    1. The manner in which we collect your personal information?
    1. Do you have to provide us with the personal information we request?
    1. Do we use artificial intelligence?
    1. Do we share your personal information with third parties?
    1. Do we transfer your data outside the European Union?
    1. What are your rights with respect to your personal information?
    1. What about data security when using Adecco systems?
    1. How do we make changes to this Privacy Notice?
    1. How do you contact us?

 

 

  1. Clarification of some terminology

 

First of all we need to clarify some expressions that will be used in this Policy.

Although it may seem obvious, in this document you will be referred to as “the Candidate” or “You”.

When we talk about “we” or the “Company”, we mean Adecco. We are headquartered at Av. D. João II, Lote 1.06.2.5 – 8º Andar, 1990-095 Lisboa. The Company is part of the Adecco Group, the largest HR (Human Resources) service provider in the world.  Through its various companies and business lines, the Adecco Group provides various HR activities such as temporary employment, payroll services, recruitment and selection, assessments, career transition, talent development, training, outplacement and international mobility (“our Activities”).

To carry out our Activities, the Company uses various IT systems. In some cases, it provides an Open Access Portal (“Portal”) for its candidates/employees. The Portal enables you to search and apply for jobs that the Company and its affiliated companies advertise and that match your interests, skills and/or experience in the locations where you have expressed an interest in working.

Finally, this is a Policy about information relating to people. It includes facts, but also opinions about you and your personal tastes (“I’m a soccer fan,” for example). It is not about information about the Company (although the two sometimes overlap). This type of information is usually referred to as “Personal Information,” “Personally Identifiable Information,” or “PII. In this Policy, we use the term “ Personal Information”.

  1. What personal information do we collect and use?

We collect and use the following personal information in order to provide you with the best possible employment opportunities, which we have grouped as follows :

  1. a)Identity Data– your name, username, title, date and place of birth and documents proving your identity.
  2. b)Contact Information– your postal address, email contacts and phone numbers.
  3. c)Qualifications and Professional Experience Data– your CV or resume, training courses attended and internships, documents proving your right to work and any other information you have included in your CV or resume, photographs and videos of your participation in an interview or video training.
  4. d)Social Media Data– your social media profile data such asLinkedin and other information that you make public or share with us from social media.
  5. e)Technical Data– means internet protocol (IP) addresses from which you access the Portal and our or others’ products and services, cookies (as set out in our Cookie Policy ), your login data (such as time, date and duration), the type and version of browser you use to access our or others’ websites, applications and products and services, your device’s time zone settings and the location of your device, the browser plug-in types and versions you use to access the Portal and our or other websites, applications and products and services, the operating system and platform type of the device you use, and other technologies on the devices you use to access the Portal, our applications, websites, products and services, facility data including CCTV and door entry systems.
  6. f)Telephone Contact Data– includes the number from which you contacted us, the time, date and duration of such contact.
  7. g)Profile Data– means your username and password, your interests, preferences, feedback and survey responses.
  8. h)Marketing Communications Data– means the information about the way you respond via email,sms, telephone and other marketing campaigns.

 

In some cases, the personal information we collect will also include “special categories of data” (also known as or “sensitive information”), which we call Sensitive Data (i). This may include (if applicable) details of any disabilities and any accommodations we may need to make for you in the workplace, as well as diversity-related information (including data on racial and ethnic origin, political opinions, religious and other beliefs of a similar nature, trade union membership and data on sex life and sexual orientation), or health data (such as sickness records, disability records, fitness for work and health insurance where it contains data relating to illness) where required or permitted by, and in accordance with, applicable law .

Depending on the relevant circumstances and applicable local laws and requirements, we may collect some of the information listed above to allow us to offer you employment opportunities tailored to your circumstances and interests.

  1. Why do we use personal information and how long do we keep it?

 

Purposes of processing Data Type Legal basis for processing your personal information Retention periods
Providing you with our services by finding suitable jobs/courses to apply for, assisting you with training, or facilitating your application process for jobs/courses. This includes sending your CV to potential employers for consideration and keeping you informed of future job opportunities by e-mail, phone, mail and/or other methods of communication. a) Identity Data;

b) Contact Data;

c) Qualifications and Professional Experience Data;

d) Media Data;

g) Profile Data

 Execution of a contract or pre-contractual steps at the holder’s own request

Fulfillment of our legitimate interests to keep you informed about new opportunities

 Up to [5 years] since the last activity (last job application, interview, phone contact, or evaluation) on the Portal.
To provide you with our services by evaluating and selecting or rejecting your employment application, including, for example, arranging and conducting interviews. a) Identity Data;

b) Contact Data;

c) Qualifications and Professional Experience Data;

d) Media Data;

g) Profile Data

 Execution of a contract or pre-contractual steps at the holder’s own request Up to [5 years] since the last activity (last job application, interview, phone contact, or evaluation) on the Portal.
Providing you with our services, evaluating your results and as needed in recruitment processes, including final recruitment a) Identity Data;

b) Contact Data;

c) Qualifications and Professional Experience Data;

d) Media Data;

g) Profile Data

 Execution of a contract or pre-contractual steps at the holder’s own request Up to [5 years] of your last activity (last job application, interview, phone call, or evaluation) on the Portal.
To make any adjustments that may be needed in the workplace. a) Identity Data

i) Sensitive Data

 – Execution of a contract or pre-contractual steps at the holder’s own request necessary for adjustments at the workplace

– Compliance with legal obligations such as labor, discrimination and disability legal obligations

 Duration of your contract and for the legally prescribed periods
To send direct marketing, for example, via e-mail, messages, or telephone. a) Identity Data

b) Contact Data

 Consent Until your consent is withdrawn
To continue to develop, test and improve our website/portal, or other existing or new systems/processes to better serve you e) Technical data

g) Profile data

 Fulfilling our legitimate interests to improve our systems For as long as you have an active registration on our Portal and for the legally prescribed periods
To solve technical call problems in our networks. a) Identity Data

b) Contact Data

e) Technical Data

f) Phone call data

 Fulfilling our legitimate interests to deal with technical issues that affect our business By [6 months] after the technical question is fixed
To conduct statistical and analytical studies and research. For example, to compare the effectiveness of our placement of candidates across different business sectors and geographies and to seek to identify factors that might influence any differences we may identify e) Technical data

g) Profile data

h)Marketing Communications Data

 Fulfilling our legitimate interests to improve and develop our business Up to 1 month since the last activity (last job application, interview, phone contact, or evaluation) on the Portal
Transfer data to third parties, including members of the Adecco Group, in accordance with section 7 below Any category of data listed above, as needed – Fulfilling our legitimate interests in providing services and subcontracting those services to third parties, or in the case of a business transaction

– Execution of the contract or taking steps prior to the conclusion of a contract

– Consent

– Compliance with governmental or law enforcement authorities

  Up to 5 years after your last activity (last job application interview, contact or evaluation) on the Portal and any additional period required by applicable local legal obligations
To comply with our legal obligations, such as keeping records for tax purposes or providing information to a government agency or law enforcement agency. Any category of data listed above, as needed Compliance with legal obligations such as keeping records for tax purposes or providing information to a public body or law enforcement agency. For the legally prescribed periods according to the matter in question, namely, for the period of 10 years in relation to the fulfillment of tax obligations
Promote the safety and security of people, facilities, systems, and assets. a) Identity Data

e) Technical Data

i) Sensitive Data

 Fulfilling our legitimate interests to ensure that our business (and the people who work in it) is kept safe and secure For the legally prescribed periods, for example, for a period of 30 days the image recordings obtained by video surveillance systems
Monitor compliance with internal policies and procedures a) Identity Data

g) Profile Data

 Fulfilling our legitimate interests to ensure that our policies and procedures are followed Up to [1 year] from your last activity
To manage communications and other systems used by the Adecco Group (including internal contact databases). a) Identity Data

b) Contact Data

e) Technical Data

f) Telephone Call Data

h)Marketing Communication Data

 Fulfilling our legitimate interests to ensure the proper functioning of our systems As long as you have an active registration on our Portal
To investigate or respond to incidents and complaints. a) Identity Data

b) Contact Data

f) Telephone call data

i) Sensitive data

 – Compliance with legal obligations such as labor law

– Compliance with our legitimate interests to resolve any incidents and complaints in accordance with our internal procedures

 For the legally prescribed periods according to the matter in question and for as long as necessary to prove compliance with contractual or other obligations
Promote internally the training sessions that took place and use their content, to market similar sessions internally and externally to third parties. a) Identity Data

b) Contact Data

h)Marketing Communication Data

 – Fulfilling our legitimate interests (when internal) to train our candidates and develop our client offerings

– Consent (when it is to third parties)

 As long as they are necessary for the pursuit of the purpose and for the time periods legally provided, necessary to prove compliance with contractual obligations or of another nature.
Participate in any potential or actual purchase or sale, or joint venture, of all or part of a business or enterprise, in which any member of the Adecco Group wishes to participate. Any category of data listed above, as needed Pursuit of our legitimate interests to promote the growth and development of the Adecco Group For as long as they are necessary for the pursuit of the purpose and for the periods legally prescribed

 

  1. The manner in which we collect your personal information?

The personal information we collect about you comes from the application forms or other materials you submit to us, from your interactions with us and with others as part of your application.

In some cases, we will also collect personal information indirectly from third parties, such as from clients, recruitment agencies we work with, other Adecco Group entities if you have transferred from that Adecco entity, or from publicly available sources such as LinkedIn and Twitter, in accordance with applicable law.

 

 

  1. Do you have to provide us with the personal information we request?

 

You are under no obligation to provide us with your personal information, however, failure to process the minimum necessary information may make it impossible for us to work with you or to provide our services. You may also restrict the services you can receive from us if you choose to limit the personal information you provide to us.

 

  1. Do we use artificial intelligence?

 

Yes, sometimes the company makes decisions based on automated systems/processes – artificial intelligence (AI). However, we do not use your personal information in any automated decision making (a decision made solely by creating and applying technologies without any human intervention) or profiling (processing personal information with a range of technologies that reduce human intervention to assess certain conditions about an individual) that produces a legal effect or an equally significant effect concerning you.

 

We use a range of technologies to analyze your data. In all cases, there is always human intervention in these processes, as we use these tools to support our experts in making human decisions.

 

We use automated systems/processes with the conditions described in the previous paragraph to help our employees manage large volumes of data or applications, and we may use AI (e.g. machine learning, logic or knowledge-based approaches and statistics) to provide you and our customers with the services you request from us. Although we use AI systems, all decisions that may affect you are made by our trained recruiters. Therefore, these AI systems have no legal effect.

 

For example, when our clients are looking for candidates for job offers, in order to compile a shortlist, we may conduct a search of our candidate lists using automated processes, which will take into account their availability, skills, rate of pay and, in some circumstances, previous instructions received from clients. This enables us to identify the candidates most likely to meet the client’s requirements. Depending on the factors that match the client’s needs, your position in the ranking may be higher.

 

  1. Do we share your personal information with third parties?

As mentioned above, it may be necessary to disclose your data to third parties. This is done to assist the Company in pursuing the purposes set out above. We do this in the following circumstances:

 

To our suppliers: we may, for example, engage a vendor to perform administrative and operational work in support of the relationship we have with you. The vendor(s) will be subject to contractual and legal obligations to preserve the confidentiality of your data and respect your privacy, in addition, they will only have access to the data they need to perform their functions; typically, these vendors are IT service providers (who host or service our IT systems, including information about you), facilities management companies (who take care of physical security in our buildings, so they need to know information about you to allow you access to them), and back office accounting and finance management service providers (who must handle applicant information to process accounts) We also engage vendors who provide IT technology services and solutions, which may include video interviewing and skills assessment tools.

 

  • To The Adecco Group companies in Portugal and other countries. These are located inside or outside the European Union. A list of the countries in which we operate is available on our website at adeccogroup.com/worldwide-locations. Your information may be shared with these entities for different reasons:

o Information may be shared with teams within the Adecco Group who perform computer and security functions for Adecco companies around the world for our legitimate interests; these teams are located in France, Prague and Amsterdam.

o   Information may also be shared with Adecco partners in Portugal or elsewhere in the world where you have expressed an interest in applying for job opportunities, or with companies within the Adecco Group who identify that there are vacancies identical to those you have applied for in the past or suitable for the candidate profile you have shared, and in accordance with your consent. A list of the countries in which we are present is available under the “Choose a country” function on our website at adecco.com

 

  • With our clients/potential employers: we will share your personal information with our clients who have job offers in which you may be interested, or who are interested in your profile, based on or prior to the execution of our contract. Any of these entities meet contractual and confidentiality obligations regarding your data to us and to you;
  • With public authorities, regulators or law enforcement agencies if we believe that we are legally required or authorized to do so or that it would be prudent to do so; and

 

  • With prospective sellers or buyers and their advisors: As part of due diligence in connection with (or the implementation of) a merger, acquisition, change in service provider or other business transaction to which we may disclose your data to the prospective seller or buyer, new service provider and their advisors, based on our legitimate interests.

 

  1. Do we transfer your data outside the European Union?

Your data may be transferred to and processed in one or more countries within or outside the European Union or Switzerland. A complete list of the countries in which we are present is available under the “Choose a country” function on our website at www.adeccogroup.com/worldwide-locations.

 

You can request further information in this regard and obtain a copy of the relevant safeguard by contacting us using the details below.

 

 

  1. What are your rights with respect to your personal information?

Under applicable data protection laws, you have the following rights:

 

  • Right to access and obtain a copy of your personal information

You have the right to request confirmation whether we process any of your personal information. If so, you have the right to access it (through the Portal), as well as to question the manner in which we do so. In some cases, you may ask us to provide you with an electronic copy of your information. In limited circumstances, you also have the right to ask us to port your personal information, i.e. we will provide your data in a structured format to you or to a third party upon request.

 

  • Right to rectify your personal information

If you can demonstrate that the personal information we hold about you is not correct, you may request that it be updated or corrected.  If you have an open access system, we recommend that you update it yourself.

 

  • Right to erase/right to be forgotten

In certain circumstances, you have the right to request that your personal information be deleted.  You may request that your data be deleted at any time, and Adecco will subsequently determine its appropriateness, as the exercise of this right may be conditioned by other legal rights or obligations of the Company to retain data. In situations where no impediment is determined to the execution of your request, Adecco will delete your information without undue delay.

Please be advised that once your information has been deleted, Adecco will not be able to continue providing its services. If you wish to engage our services again, you will need to re-share your information.

 

  • Right to restrict or object to the processing of your personal information

Under certain circumstances, you have the right to obtain restrictions on the processing of your personal information, or to object to the processing of your personal information for reasons relating to your particular situation.

 

  • Right to Withdraw Consent

You have the right to withdraw your consent at any time when we rely on your consent to process your personal information. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we will warn you that we may not be able to provide you with certain products or services. If this is the case, we will let you know at the time you withdraw your consent.

 

If you wish to exercise any of your rights, please fill out the following form at https://privacyportal-eu.onetrust.com/webform/8940117c-e735-4010-9984-0b12ad7dc7fc/4f2eba0b-1185-44e2-9a58-b148136c348e  or, alternatively, send us an e-mail to compliance.pt@adecco.com .

 

Finally, you have the right to lodge a complaint with the data protection authority where you live or work, or where you believe a problem has arisen concerning your data.

  1. What about data security when using Adecco systems?

The user is responsible for keeping his login details on the Portal safe, namely the password that we have provided to him or that he has chosen. The login credentials are for your own use. You are not allowed to share your credentials or other details of your account with any third party.

 

 

  1. How do we make changes to this Privacy Notice?

The terms of this Notice may be changed where appropriate. We will post any material changes to this Policy by means of appropriate notices, either on our website or by contacting you using other communication channels.

  1. How do you contact us?

In the case of:

  • There are any questions or concerns regarding this Privacy Notice,
  • you want more information about how we protect your data (for example, when we transfer it outside of Europe), or
  • If you wish to contact the Adecco Group’s Data Protection Officer (DPO) or your local Privacy Officer, please send an e-mail to adecco.globalprivacy@adecco.com or to the local privacy officer at dl_pt.dpopt@adecco.com

 

 

To exercise any of your rights related to your personal information, please fill out the following form at: https://privacyportal-eu.onetrust.com/webform/8940117c-e735-4010-9984-0b12ad7dc7fc/4f2eba0b-1185-44e2-9a58-b148136c348e or access your portal directly through  https://candidatos.adecco.pt/login , in your privacy area .