Applicant/Staff Privacy Notice
1. INFORMATION WE COLLECT ABOUT YOU
We collect, maintain, and use different types of personal information in the context of our relationship or potential relationship with you. The following provides examples of the type of information that we collect, and have collected in the preceding 12 months, and how we use the information.
Cookies and Third Party Tracking
Recruitment information, including copies of right to work documentation such as citizenship, work permit or visa; references and other information included in a CV, resume, or cover letter or as part of the application process; criminal background; references and interview notes; letters of offer and acceptance of employment, and employment agreements.
Our legitimate interest in making a decision about your recruitment or employment. In some jurisdictions, to comply with legal requirements to verify you are legally entitled to work in the country in which you are applying.
When you sign up for one of our mailing lists we collect basic identifying and contact information such as your name, email address or postal address.
We disclose information about our services with individuals that consent to receive such information. We also have a legitimate interest in disclosing information about our services.
Supplier Relationship Management
We collect certain contact and related business information (name, email address, professional contact information) when you or your organization provides us with certain products or services. In some instances, we may collect certain background or screening information to the extent needed and in accordance with applicable law.
We have a legitimate interest in administering our relationship with our suppliers and performing our contract with your organization. We also use such information to administer and maintain our relationship with your organization.
We collect basic identifying information such as your name, title, employer, and contact information such as your work and/or personal email address, and telephone numbers (including your mobile number).
We have a legitimate interest in communicating with our clients concerning normal business administration such as projects, services, and billing. We have a legitimate interest in fulfilling our contract with you for the provision of services.
We collect the name, and contact information, of our clients and their employees with whom we may interact.
We have a legitimate interest in contacting our clients and communicating with them concerning normal business administration such as projects, services, and billing.
Cookies and Third Party Tracking
We collect information about your internet or other network activity including your device identifier, Internet Protocol (IP) address, mobile ad identifier, or similar unique identifiers, so that we can provide advertising about products and services tailored to your interests on our websites, or on other websites. For more information relating to the use of such tools, review the “Cookie and Similar Tracking Technologies” section below.
We have a legitimate interest in engaging in behavior-based advertising.
We may collect information from your mobile device such as unique identifying information broadcast from your device when visiting our websites.
We have a legitimate interest in identifying unique visitors, and in understanding how users interact with us on their mobile devices.
Cookies and First Party Tracking
We have a legitimate interest in making our website operate efficiently, providing account related functionalities, understanding how you interact with our websites to better improve them, and maintaining security standards. We also have a legitimate interest in detecting and preventing fraud.
We collect information, including your browser type, operating system, Internet Protocol (IP) address, domain name, click-activity, referring website, and/or a date/time stamp for visitors.
We have a legitimate interest in monitoring our networks and the visitors to our websites.
CCTV Recording and Photographs
Your image which may be recorded on CCTV or by our sign in system when you visit our premises.
We have a legitimate interest in protecting our customers, our premises, assets, and business partners from crime. We operate CCTV security and sign in systems in a number of our premises and parking lots which record images for security.
If you provide us feedback or contact us for support we will collect your name and e-mail address, as well as any other content that you send to us, in order to reply.
We have a legitimate interest in receiving, and acting upon, your feedback or issues.
Social Media Information
We may collect, as a result of using third party social media plugins, widgets, or other tools, information related to your social media usage as it relates to our websites.
We have a legitimate interest in sharing our social media pages with you.
If you receive email from us, we use certain tools to capture data related to when you open or interact with our messages.
We have a legitimate interest in understanding how you interact with our communications to you.
2. HOW WE COLLECT YOUR PERSONAL INFORMATION
In addition to the information that we collect from you directly, through your activities and interactions during the course of your employment and employment application process, we may also receive information about you from other sources, including third parties, business partners, our affiliates, or publicly available sources. For example, through the application and recruitment process, we collect personal information about staff members either directly from candidates or sometimes from an online job site or background check provider where background checks are permitted. In addition, we may sometimes collect additional information from third parties including former employers, personal and professional references, credit reference agencies or other background check agencies, or government agencies (where permitted). By providing a mobile phone number, you agree to receive text messages from the Company. Text messages will be sent to notify you of a position or keep you updated on activities relevant to your application process, which may include reminders.
3. MONITORING THE USE OF THE COMPANY IT EQUIPMENT AND SYSTEMS
In the course of conducting our business, we may – under conditions permitted by applicable law- monitor employee activities and our premises and property. For example, some of our locations are equipped with surveillance cameras. Where in use, surveillance cameras are for the protection of employees and third parties, and to protect against theft, vandalism, and damage to the Company’s property. They do not aim at controlling the working activity of the individual employee. Recorded images are typically destroyed and not shared with third parties unless there is suspicion of a crime or wrongdoing, in which case they may be turned over to the police, or other appropriate government agency or other appropriate third parties.
Additionally, where permitted by law, we have the ability to monitor all business communications, including, without limitation, phone, internet browsing, email, instant messaging, and VoIP. For the purposes of your own personal privacy, you need to be aware that such monitoring might reveal sensitive personal information about you if you include such information in a business communication. By carrying out such activities using the Company’s facilities you acknowledge that sensitive personal information about you may be revealed to the Company by such monitoring.
4. LEGAL BASIS OF PROCESSING
GlideFast relies on the following legal grounds for the collection, processing, and use of personal information:
Carrying out the employment relationship with you;
Legitimate interest of the Company and its affiliates in conducting and managing our business as a global organization, including depending on the circumstances:
Implementation and operation of a group-wide organizational structure and group-wide information sharing, where necessary for legitimate business operations;
Customer Relationship Management;
Prevention of fraud, misuse of the Company’s IT systems, or other activity that is illegal or violates the Company’s policies and procedures;
Operation of a whistleblowing/compliance hotline;
Addressing physical security, IT and network security;
Conducting internal investigations and detecting and preventing fraud or crime;
Conducting security, background, and health screenings, to the extent permitted and in accordance with applicable law;
Insurance claim investigation and resolution;
Protecting the rights, safety, and property of the Company, our employees, and/or others; and
Conducting intended mergers and acquisitions and other business reorganizations and job eliminations, business transfers, and potential divestments.
Consent, as permitted by applicable law and where appropriate provided that such consent is voluntary and meets applicable legal requirements of such consent;
Compliance with legal obligations, in particular in the area of labor and employment law, social security and protection law, data protection law, tax law, and corporate compliance laws;
Protection of the vital interests of employees or of another individual; and
In addition and with regard to Sensitive (Special) Personal information:
Carrying out the obligations and exercising the specific rights of you or the Company in the field of employment and social security and social protection law as permitted by local data protection law or by a collective agreement;
Establishing, exercising, or defending legal claims or as required whenever courts are acting in their judicial capacity;
For assessment of employee working capacity, as permitted by local data protection law (including for the purpose of reintegration or support of employees in connection with illness or disability); and
Explicit consent, as permitted by applicable law and where appropriate provided that such consent is voluntary and meets applicable legal requirements of such explicit consent.
DISCLOSING YOUR PERSONAL INFORMATION
In addition to the specific situations discussed elsewhere in this policy, we disclose, and may have disclosed in the preceding 12 months, your personal information in the following situations:
Affiliates. We may disclose information to our corporate affiliates (e.g., parent company, sister companies, subsidiaries, joint ventures, or other companies under common control) in the course of our normal business operations.
Business Transactions. If another company acquires, or plans to acquire, any part of our company, business, or our assets, or similar corporate restructuring activities, we will also disclose information to that company, including at the negotiation stage.
Legal or Regulatory Requests and Investigations. We may disclose information in response to subpoenas, warrants, or court orders, or in connection with any legal process or administrative proceeding, or to comply with relevant laws or regulations. We may also need to disclose your personal information to tax authorities, courts, regulators, the police and other governmental authorities where we are required or permitted to do so by law.
Prospective Job Placements. We may disclose information such as your name, training and qualification records, certifications, and other information relevant to your candidacy to our clients, in order to facilitate your temporary or permanent job placement.
Other Third-Parties. We may disclose certain information such as name, work contact details (including your workplace ID photo), training and qualification records, certifications, and other information about your work arrangements to other third parties, such as professional advisers (including lawyers, auditors, and accountants), professional bodies, and regulatory authorities in the normal course of business.
Protection of the Company or Others. We may disclose your information in order to establish or exercise our rights, to defend against a legal claim, to investigate, prevent, or take action regarding possible illegal activities, suspected fraud, safety of person or property, or a violation of our policies.
Third-Party Service Providers. We may disclose your information to service providers. For example, we may share your personal information with payroll administrators, IT service providers, training providers, benefits providers, security providers, and marketing/events providers.
6. DATA SECURITY
We maintain reasonable physical, technical and procedural safeguards that are appropriate to the sensitivity of the personal information in question. These safeguards are designed to help protect your personal information against loss, unauthorized access or disclosure, modification, or destruction. While we use reasonable efforts to protect your personal information, we cannot guarantee the security of your personal information. In the event that we are required by law to inform you of any privacy or security event relating to your personal information we may notify you electronically, in writing, or by telephone, if permitted to do so by law.
Some of our internal programs require you to create an account. When you do you will be prompted to create a password. You are responsible for maintaining the confidentiality of your password, and you are responsible for any access to or use of your account by someone else that has obtained your password, whether or not such access or use has been authorized by you. You should notify us of any unauthorized use of your password or account.
7. INTERNATIONAL DATA TRANSFERS
In certain situations, we may transfer your personal information to countries where data protection laws may not provide an equivalent level of protection to the laws of your home country. In such circumstances, the Company will take appropriate steps to provide an adequate level of data protection within the meaning of applicable data protection law, including by implementing the EU Standard Contractual Clauses and the UK Addendum to the EU Commission Standard Contractual Clauses, where required.
When engaging service providers, we will (i) exercise appropriate due diligence in the selection of such third-party service providers, and (ii) require via appropriate contractual measures based on the EU Model Clauses, and the UK Addendum to the EU Commission Standard Contractual Clauses, approved codes of conduct, or other approved certification mechanisms that such third party service providers maintain adequate technical and organizational security measures to safeguard the personal information, and process the personal information only as instructed by the Company and for no other purposes.
You can request a copy of the appropriate safeguards referenced in this section by contacting us as set out below.
8. RETENTION PERIOD
Your personal information is stored by the Company and/or our service providers for the performance of our obligations and to achieve the purposes for which the personal information is collected, in accordance with applicable data protection laws and internal retention policies and procedures. When we no longer need to use your personal information and/or we are no longer required by applicable law to retain personal information, we will remove it from our systems and records and/or take steps to properly render it anonymized so that you can no longer be identified from it. If personal information is needed for a legal claim, we will retain this data for as long as the issue is active and up to the time when the statute of limitations has expired.
9. YOUR RIGHTS IN RELATION TO YOUR PERSONAL INFORMATION
In the limited instances where we might obtain your consent to certain types of processing activities, you can withdraw this consent at any time with future effect. Such a withdrawal will not affect the lawfulness of the processing prior to the withdrawal of consent.
Depending on your place of residence, and pursuant to applicable data protection laws you have certain rights regarding your personal information. Please note that these rights might be limited under the applicable national data protection law.
Right of access. You have the right to request access to personal information we hold about you. Specifically, you have the right to request access to information about the categories of personal information concerned and categories of recipients to whom the personal information has been or will be disclosed, and the sources from which we receive that personal information among other information. If required by law, upon request, we will grant you reasonable access to the personal information that we have about you. There may be instances where applicable law or regulatory requirements allow or require us to refuse to provide some or all of the personal information we hold about you.
Right of deletion (right to be forgotten). You may request that we delete your personal information. In such cases, we will erase, or render permanently unintelligible, such personal information. There may be instances where applicable law or regulatory requirements allow or require us to refuse a deletion request. For example, we may keep your personal information as needed to comply with our legal obligations, resolve disputes, and/or enforce any of our agreements.
Right to rectification. You generally have the right to obtain from us the rectification (i.e., correction) of inaccurate personal information concerning you. Depending on the purposes of the processing, you may have the right to have incomplete personal information completed, including by means of providing a supplementary statement.
Right to restriction of processing. Under certain circumstances, you have the right to obtain from us restriction of processing of your personal information. In this case, the respective data will be marked and may only be processed by us for certain purposes. However, as the Company processes and uses your personal information primarily for purposes of carrying out the employment relationship with you, the Company will in principle have a legitimate interest for the processing which will override your restriction request, unless the restriction request relates to marketing activities (which generally do not apply in the employment context).
Right to data portability. Under certain circumstances, you have the right to receive the personal information about you that you have provided to us, in a structured, commonly used and machine-readable format so you can transmit this personal information to another entity.
Right to object. Under certain circumstances, you have the right to object, on grounds relating to your particular situation, at any time to the processing of your personal information by us. Where such right applies, we will no longer process the relevant personal information. This is not an absolute right and does not apply in certain situations, such as when processing is necessary to perform the employment contract, to comply with applicable law, or to defend legal claims. Under certain circumstances, you have the right to object to a significant decision based solely on automated processing (i.e., without human intervention) unless that decision is required or authorized by law.
Restrict Use of Your Sensitive Personal Information (in certain instances and if permissible under applicable law). You have the right to request the restriction of processing of your sensitive personal information. At the current time, however, we do not use or disclose sensitive personal information for purposes other than those described in this Policy and these uses cannot be limited under applicable law.
Opt-out of the Sale or Sharing of Personal Information. We do not currently, nor have we in the preceding 12 months, sold or shared (in this context, share means use of your personal information for cross-contextual behavioural advertising) your personal information. We do not knowingly sell or share the Personal Information of individuals under the age of 16.
Notification of Employment Opportunities. You may choose to provide us with your email address for the purpose of allowing us to send you employment opportunities. You can stop receiving these emails by following the unsubscribe instructions in e-mails that you receive. If you decide not to receive these emails, we may still send you service-related communications.
If you choose to assert any of these rights under applicable law, we will respond within the time period prescribed by such law. Please note that many of the above rights are subject to exceptions and limitations. Your rights and our responses will vary based on the circumstances of the request.
If you would like to exercise any of the above rights (to the extent these rights are provided to you by law), you may:
Call us at 800-536-1390; or
In the U.S., submit your request online HERE.
Outside of the U.S., submit your request online HERE.
Note that, as required by law, we may require you to prove your identity. We may conduct an identity verification by phone call, email, online portal, or in person. Depending on your request, we will ask for information such as your name, your email address, your phone number, your position in the company, or the date you submitted your application to us.
In some circumstances, you may designate an authorized agent to submit requests to exercise certain privacy rights on your behalf. If you designate an authorized person to submit requests to exercise certain privacy rights on your behalf, we will require that you verify that you provided the authorized agent permission to make a request on your behalf, as well as verify your own identity directly with us.
10. OTHER IMPORTANT INFORMATION
The following additional information relates to our privacy practices:
Effective Date. This policy is effective as of January 1, 2020.
Last Revised: February 14, 2023