The Petrolina Group (hereinafter “Petrolina” or “we”) respects your privacy and is committed to protecting your personal data. You can find more information about the Petrolina Group in section 1 of Petrolina’s Privacy Policy Statement which is available on our website (http://www.petrolina.com.cy/).  Petrolina is a “data controller”. This means that we are responsible for deciding how we hold and use personal data about you. This privacy notice is aimed at informing you of how and why we will use your personal data during the process of filling a vacancy and how long we usually retain it for.

 

DATA PROTECTION PRINCIPLES  

When we process your personal data we always make sure that we do so in compliance with data protection law and principles, which means that the data we will collect about you will be:

• used lawfully, fairly and in a transparent way,

• collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes,

• relevant to the purposes we have told you about and limited only to those purposes,

• accurate and kept up to dated,

• kept only as long as necessary for the purposes we have told you about, and

• keptsecurely.

 

THE KIND OF DATA WE HOLD ABOUT YOU  

During the time where candidates send their application as well as during the review of the applications, we will collect, store, and use the data you have provided to us in your curriculum vitae (CV) and/or your application form and/or covering letter, including name, address, telephone number, personal email address, date of birth, gender, employment history, qualifications, profession, professional memberships, languages, educational achievements, diplomas, computer skills and any data you provide to us during your interview with us.

We may also collect, store and use the following types of sensitive personal data:

• Data in connection to your health; and
• Data in connection to your ethnicity or nationality.

 

HOW IS YOUR PERSONAL DATA COLLECTED?  

We collect personal data about candidates from the following sources:

• You, the candidate.

• Your past employers, from whom we collect the following data through the reference letters or calls we receive from them: periods of previous employment, previous job duties and information about your performance during previous employment. We will only ask for references if you have been shortlisted for a position.

 

HOW WE WILL USE DATA ABOUT YOU  

We will use the personal data we collect about you to:

1. Assess your skills, qualifications, and suitability for the role.
2. Carry out background checks, where applicable, in order to verify the information you provide during the recruitment process.
3. Communicate with you about the recruitment process.
4. Keep records related to our hiring processes.
5. Comply with legal or regulatory requirements.

It is in our legitimate interests to decide whether to appoint you to the role. We also need to process your personal data to decide whether to enter into a contract with you.

 

Having received your CV and covering letter and/or your application form, we will then process that data to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application meets the requirements to invite you for an interview. If we decide to call you for an interview, we will use the data you provide to us at the interview (in combination with the data that you provided when you sent us your application) to assess and decide whether to offer you the job. If we decide to offer you the job, we will then take up references and/or proceed to any other background check before confirming your appointment.

 

If you fail to provide personal data

If you fail to provide personal data which is necessary for us to consider your application (such as evidence of qualifications or work history), we may not be able to process your application further. For example, if we require references for this job and you fail to provide us with relevant details, we will not be able to continue considering your application.

 

HOW WE USE SENSITIVE PERSONAL DATA  

We will use your sensitive personal data in the following ways:

• We will use data about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during the interview.

• We will use data about your nationality or ethnicity, to assess whether a work permit and a visa will be necessary for the role.

 

INFORMATION ABOUT CRIMINAL CONVICTIONS

We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so. In such cases, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you in the course of you working for us.

 

AUTOMATED DECISION-MAKING 

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, without human intervention.

 

DATA SHARING  

We will only share your personal data with the following third parties for the purposes of processing your application:

• Third party service providers who assist us in the proper functioning and maintenance of our internal HR and other IT systems;
• Other entities in the Petrolina Group; and/or
• Legal advisors and consultants who may assist Petrolina in the handling of any issues that may arise during the recruitment process, including any possible legal claims.

 

All our third-party service providers and other entities in the Petrolina Group are required to take appropriate security measures to protect your personal data in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

 

REFERENCES FROM PAST EMPLOYERS

When you provide us with personal data of individuals with who you have worked with in the past so that we can contact them to seek references, you confirm that you have informed them of the fact that their name and contact details will be shared with us for reference purposes. If they need further information in relation to how their personal data will be used by us, you can share this privacy notice with them.

 

TRANSFER OF PERSONAL DATA TO THIRD COUNTRIES

We do not transfer your personal data to third countries (i.e. countries located outside the European Economic Area).

 

DATA SECURITY  

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

 

We have put in place procedures to deal with any suspected data security breach and will notify you and the Commissioner for Personal Data Protection of any breach where we are legally required to do so.

 

 

DATA RETENTION  

 

We will retain your personal data for a period of six (6) months after your last application date. We retain your personal data for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal data (and any third party personal data you have provided to us) in accordance with our data retention policy.

 

In some cases we may retain your personal data on file for more than six (6) months on the basis that a further opportunity may arise in the future for which we may consider you suitable as a candidate. In such a case, we will request your explicit consent to retain your personal data for a further time period of six (6) months on that basis.

 

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION  

Your rights in connection with personal data

Under certain circumstances, by law you have the right to:

• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected.

• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing.

• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.

• Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.

• Request the transfer of your personal data to another party.

If you want to review, verify, correct or request erasure of your personal data, object to the processing of your personal data, or request that we transfer a copy of your personal data to another party, please contact Petrolina’s Data Protection Officer via email at DataProtection@petrolina.com.cy.

 

RIGHT TO WITHDRAW CONSENT  

You have the right to withdraw the consent you gave us in relation to the further retention of your personal data at any time. To withdraw your consent, please send an email to DataProtection@petrolina.com.cy expressing the withdrawal of your consent. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.

 

DATA PROTECTION OFFICER  

We have appointed a Data Protection Officer (DPO) to oversee the organisation’s compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal data, please contact the DPO at 24 848 000 or via email at DataProtection@petrolina.com.cy. You may also read our Privacy Policy Statement which is available on www.petrolina.com.cy.

 

In any case, you have the right to make a complaint to the Office of the Commissioner for Personal Data Protection of Cyprus. You can find further information on how to submit a complaint on the relevant website of the Commissioner for Personal Data Protection http://www.dataprotection.gov.cy/.