Updated May 25, 2018
INTTRA Applicant/Candidate Privacy Notice
This privacy notice tells you how INTTRA Inc. and its affiliates (including Avantida NV) (collectively, “INTTRA” or “We”) collect and process personal data relating to and submitted by job applicants and candidates. This Notice also describes your data protection rights, including a right to object to some of the processing that We undertake. INTTRA is committed to being transparent about how it collects and uses that data and to complying with applicable data protection laws.
What information do we collect?
INTTRA collects a range of information about you including, but not limited to:
Contact Information: such as your name, address and contact details, including email address, and telephone number.
Work History: such as details of your qualifications, skills, experience, training, certifications, and employment history.
Compensation History: such as information about your current and historical level of remuneration (where not prohibited by law), including benefit entitlements.
Compliance Information: such as whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process and information about your right to work in jurisdictions where INTTRA operates
Any other information you submit to INTTRA or is submitted to INTTRA by a third-party such as a recruiting agency or referral from an INTTRA employee or contractor (including during the course of any correspondence you may have with us): such as signatures, photographs, opinions, and any other information you provide.
INTTRA may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
We may also collect personal data about you from third parties, such as references supplied by former employers or information provided by a recruitment agency. We will only conduct a formal background check once INTTRA has extended a job offer to you and We will inform you that we are doing so. INTTRA will store your data in a variety of different places, including on your application paper file, in HR management systems, and on other IT systems (including email).
Why does INTTRA collect, use, and store my personal data?
We need to process data to perform the evaluation, interview, and hiring process.
In some cases, we need to process data to ensure that we are complying with legal obligations. For example, it is mandatory in some jurisdictions to check a successful applicant's eligibility to work in such jurisdiction before employment starts.
INTTRA has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants and candidates allows INTTRA to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job or contractor opportunity. We may also need to process data from job applicants to respond to and defend against legal claims.
INTTRA may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. We process such information to carry out INTTRA’s obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, INTTRA may keep your personal data on file in case there are future opportunities for which you may be suited.
Who has access to data?
Your information may be shared within INTTRA for the purposes of the recruitment exercise. This includes members of the Human Resources and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles. INTTRA may also share your personal data with companies providing services under contract to INTTRA such as applicant tracking systems, evaluation services providers, recruitment agencies that you are working with, and service providers related to organizing interviews. We will not share your data with other third parties unless your application for employment is successful and we make you an offer of employment or contract. We may then share your data with former employers to obtain references for you and with background check providers to obtain a formal background checks. In the event that an INTTRA business is sold or integrated with another business, INTTRA may disclose your data to INTTRA’s advisers and any prospective purchaser's advisers and will be passed to the new owners of the business.
How does INTTRA protect data?
INTTRA has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
For how long does INTTRA keep data?
If your application for employment is unsuccessful, INTTRA will hold your data on file for six months after the end of the relevant recruitment process. If you agree to allow us to keep your personal data on file, we will hold your data on file indefinitely for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed. We will ask you when you submit your CV whether you give us consent to hold your details indefinitely order to be considered for other positions. If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your human resources file (electronic and paper based) and retained during your employment and will then become subject to INTTRA’s employee privacy notice.
As a data subject, you have a number of rights:
You have the right to ask us for a copy of your personal data; to correct, delete or restrict processing of your personal data; and to obtain the personal data you provide in a structured, machine readable format. In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement).Where we have asked for your consent, you may withdraw consent at any time. If you ask to withdraw your consent to INTTRA processing your data, this will not affect any processing which has already taken place at that time.
These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law or have compelling legitimate interests to keep. If you have unresolved concerns, you may have the right to complain to a data protection authority.
Your personal data will be processed in or accessed from jurisdictions outside the European Economic Area ("EEA") by INTTRA in jurisdictions that do not have equivalent data protection laws to those in the EEA for the purposes outlined above, including in the United States of America and Singapore; as well as within the country you are located in. We will also transfer your personal data for these purposes to suppliers outside the EEA primarily based in the United States. When we transfer your data within INTTRA, We make use of standard contractual data protection clauses, which have been approved by the European Commission or We will rely on INTTRA Inc.’s EU-US Privacy Shield certification. When we transfer your data to organisations outside INTTRA We will rely on standard contractual clauses, transfer your data to organisations in the US that participate in the EU-US Privacy Shield, or have corporate rules in place to protect your data, which have been approved by EU data protection authorities. For further information, including to obtain a copy of the documents used to protect your information, please contact us as described in the Contact Us section below.
Updates to this Privacy Notice
This Notice may be updated periodically. We will update the date at the top of this Notice accordingly. On some occasions, We may also actively advise you of specific data handling activities or significant changes to this Notice, as required by applicable law.
The data controller for your personal data is
One Upper Pond Road
Morris Corporate Center 2 Bldg D Parsippany NJ 07054
To contact us regarding this Notice, please contact both INTTRA’s data protection team at email@example.com and the INTTRA representative that you have been communicating with, if any or via mail to the address above with Attention: Data Protection on the envelope.
What if you do not provide personal data?
You are under no obligation to provide data to INTTRA during the recruitment process. However, if you do not provide the information, We may not be able to consider you for employment or contractor opportunities.