HR Privacy Policy Information clause for the processing of candidate’ data

 

Roche Polska is obliged to protect the personal data made available or entrusted to it. We process personal data in accordance with the laws in force in the Republic of Poland.

This information clause explains who we are, what personal data we process, for what purposes and how long we store the data, how you can access the data, how we protect your data, where the data can be transferred and what your rights are in this regard.

Before providing any personal data to Roche Polska, you may consult the current Workday principles on data collection, privacy and security, by clicking this link.

                                I.            Who is the administrator of your personal data?

Roche Polska with its registered office in Warsaw (02-672), at ul. Domaniewska 39B is the Administrator of a personal data within the meaning of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation, hereinafter referred to as the “GDPR), hereinafter referred to as “Roche Polska” and, together with its affiliates, as the “Roche Group”.

Should you have any questions concerning the processing of personal data, you may contact the Personal Data Protection Officer by sending a message to: [email protected]

                              II.            What types of personal data do we process?

Roche Polska may obtain information from you concerning your job application for employment or cooperation with Roche Polska. Pursuant to Article 221 § 1 of the Labour Code, such information includes: name(s) and surname, parents’ names, date of birth, place of residence (correspondence address), education, employment history. You may, on your own initiative, want to provide us with additional information (the provision of which is not legally required, in particular on the basis of the Labour Code) in a CV, cover letter or in a similar document. If this is the case, your personal data will be processed by Roche Polska for the purpose of concluding an employment contract.

Therefore, if you want to provide us with documents containing additional information, we understand that by submitting the application you agree to have your personal data processed by Roche Polska.

You are not obliged to provide us with additional information. If you do not want us to process more of your personal data than required under the law, do not include such information in the CV you send.

                            III.            How is your personal data obtained?

In the course of our recruitment process we collect personal data of our candidates. Personal data is obtained in two ways: directly from candidates (including through the pracuj.pl and goldenline.pl websites and the Workout platform) or from third parties, in particular: 

a.       From the Roche Group resources;

b.       From recruitment agencies, labour agencies, intermediaries and service providers;

c.       From public data sources, such as Linkedin;

d.       From marketing or event agencies, in so far as the data is used for conducting recruitment processes.

Roche Polska also process personal data of an employee provided directly by him/her or by the third parties indicated above.  

                            IV.            What is the purpose of our processing of your data?

Your information is always treated as confidential and used solely for the purpose of assessing the application submitted by you, providing you with information on the recruitment procedures, processing the application to carry out the recruitment process and taking steps at your request prior to entering into a contract (on the basis of Article 221 of the Labour Code and Article 6(1)(b) of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (hereinafter referred to as: General Data Protection Regulation)), including on the basis of your consent for future recruitment processes.

 

                              V.            What are the consequences of non-provision of your data?

Your provision of data is voluntary, yet necessary to participate in the recruitment process, to meet further legal requirements and/or to enter into a contract with us. Failure to provide us with the required information will render participation in the recruitment process and/or sending information related to the future recruitment process impossible.

 

 

                            VI.            How long do we store your personal data?

Roche Polska stores your personal data for as long as this is required under applicable laws or for as long as the processing of personal data is necessary for the purposes set forth in this Information Clause.

Roche Polska keeps the data provided by you via the recruitment service for the duration of the recruitment process solely for the purpose of carrying out the process and in order to comply with the data recording requirements imposed by applicable laws. If you want us to keep your documents in our job applicant database for a longer period (including for future recruitment processes), your consent will be required.

                          VII.            Who will receive your personal data?

Roche Polska makes personal data available to third parties in line with applicable laws. Your personal data is processed solely for the purposes referred to herein or for closely related purposes.

Once you have given the relevant consent, personal data may be used for future recruitment processes and also be transferred to affiliated entities within the Global Roche network.

Roche Polska can share candidate’s personal data with:

a.       Other entities in the Roche Group, including entities established in countries outside the European Economic Area.

b.       Entities located in third countries, outside the territory of the European Economic Area.

It is possible that the law of a country to which data is transferred provides for a level of data protection which differs from the GDPR regulations, however, this will be a country for which the European Commission has issued an adequacy decision or an entity bound by an agreement ensuring the same level of protection as the one prevailing at Roche (Roche Intercompany Data Transfer Agreement).  Roche Polska will ensure that the transfer of personal data to a third country is carried out in accordance with the requirements of the Personal Data Protection Regulation.

You can at any time request details about the entities to which your personal data has been made available and the scope of information about you which has been made available, by contacting the Data Protection officer.

 

Entities located in third countries will ensure the security of personal data at a level not lower than the level of safeguards applied by Roche Polska.

                        VIII.            What are your rights?

As a job applicant, you have the right to request access to your personal data held by Roche Polska, request rectification and erasure of the data, request limitation of its processing, as well as the right to data portability and the right to object to its processing. You have the right to obtain a copy of data transferred to third countries. In order to exercise the rights, please contact the Personal Data Protection Officer electronically, by sending a message to: [email protected]

If data is processed on the basis of your consent, you may withdraw your consent at any time. If you withdraw the consent, this will not affect the lawfulness of processing based on consent before its withdrawal.

If the personal data processing violates the privacy and information security regulations, you also have the right to lodge a complaint with a supervisory authority, that is the President of the Personal Data Protection Office.

These rights may be limited if the fulfilment of your request would disclose data about another person or if you have asked us to remove the information which is required by law or where retaining the information is necessary on the grounds of legitimate interests of the data controller.

                            IX.            Security of your personal data.

Roche Polska uses technical, physical and administrative security measures to prevent the risk of loss, misuse, disclosure or modification of information provided by you, as well as the risk of unauthorised access to such information; additionally, Roche Polska requires that Workday use technical, physical and administrative security measures which ensure a similar level of security in order to prevent the risk of loss, misuse, disclosure or modification of information provided by the user, as well as the risk of unauthorised access to such information.

                              X.             How can you contact us?

In case of any issues, problems or complaints related to the processing of your personal data, please contact us at: ochrona[email protected].

 

                            XI.            Consent

The job applicant, using a specific recruitment service to take part in the recruitment conducted by Roche Polska, agrees to the processing of his/her personal data by performing an explicit confirming action (e.g. by sending his/her CV and/or by completing the form with his/her personal data).  The provision of data in this way via the recruitment service is tantamount to consent to the collection, processing, use, storage and transfer of the user’s personal data by Roche Polska in a manner specified in the Notice. By sending the application documents, you also agree to the electronic handling of all issues relating to the recruitment, application, identity verification and onboarding process. IF YOU DO NOT CONSENT TO THE COLLECTION, USE AND DISCLOSURE OF YOUR PERSONAL DATA AS INDICATED ABOVE, YOU CANNOT USE THE RECRUITMENT SERVICE. If you wish to apply for a function at Roche Polska outside the recruitment service, you must contact the office of Roche Polska.