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Job Applicant Privacy Policy

1. Introduction

In this Job Applicant Privacy Policy, we describe how Polaroid International B.V. (Danzigerkade 16C, 1013 AP Amsterdam, The Netherlands) and its affiliated companies (“Polaroid”, “we”, “us”) process personal data relating to job applicants. We describe what personal data we process, why we process it, what we do with it, how we secure it, how long we store it and what rights and obligation you have as an applicant for a position at Polaroid. This Job Applicant Privacy Policy should be read in conjunction with the Privacy Policy.

At Polaroid, we respect your right to privacy and will only process personal data in accordance with the applicable data protection legislation.

2. How do we obtain your personal data?

We collect personal data directly from you when you apply for a position with us or when we contact you with a possible job offer. In addition, we may collect your personal data independently through different career-orientated platforms and websites. We also collect your personal data from third parties, such as recruitment agencies, your references, prior employers, and pre-employment and background check providers, to the extent permitted by applicable law. If we intend to obtain personal data about you through a third party, we will inform you additionally and in accordance with applicable laws and regulations. In addition, personal data may be collected when you visit our office premises for the purpose of application.

3. Why we process information about you

When you apply for a position at Polaroid or are referred to us by someone else, such as a recruitment agency, we process personal date to assess your suitability for certain positions with us. More specifically, we process your personal data to:

A. administrate and manage our recruitment process;

B. assess your skills and qualifications;

C. conduct background checks to the extent as required for your role and the applicable law permits;

D. preparing a job offer and employment contract, if applicable;

E. informing you about other job opportunities at Polaroid that might be of interest to you;

F. be able to answer and handle questions, complaints or other contact; and/or

G. the implementation or application of laws, regulations or court orders e.g. judgments.

4. Personal information about you that we process

During the recruitment process, we may process the following information about you:

  • contact and basic information: such as name and surname, address, email address and phone number, age, data of birth and gender;
  • recruitment information: such as education, skills, work experience, resumé or curriculum vitae, references, cover letter, academic transcripts and any professional licenses, memberships or certifications;
  • interview notes: data we obtain from you during the interview;
  • pre-employment screening information: information we collect when we conduct pre-employment verification of your identity, address, or references, where permitted by local law, the verification of background checks about you;
  • assessment information: the recruitment agency’s assessment of you and other results of tests and analyses that you have performed at our request; and/or
  • other: data that we voluntarily obtain from you or from other sources, or other data whose processing is required by or necessary for application of laws or regulations.

5. Legal bases of the processing of your personal data

The GDPR requires a legal bases for the processing of personal data. For each purpose (see Section 3), we will indicate the legal bases on which we process your personal data.

Our legal bases for processing your personal data is:

  • you have given your consent to the processing of your personal data (purpose E);
  • the processing is necessary of a performance of a contract to which you are a party, or in order to take action at your request prior to the conclusion of a contract (purpose D);
  • the processing is necessary for us to comply with our legal obligations to which Polaroid is subject (purpose H);
  • the processing is necessary for our legitimate interests or those of a third party, except where such interests are overridden by your interests of fundamental rights and freedoms (purpose A, B, C, F and G).

Where our processing is based on your consent, you have the right to refuse consent at any time without prejudice. You also have the right to withdraw your granted consent at any time, after which we will stop the further processing of your personal data. However, withdrawal of your consent does not affect the lawfulness of the processing prior to that moment.

6. Disclosure of your personal data to third parties

Access to your personal data will be limited to those individuals who need the information for the purposes for which the personal data were collected. This includes individuals from HR and other individuals who are involved in the recruitment and selection process.

In addition, we may exchange personal data with third parties, such as:

  • suppliers: for example, an assessment agency, an agency specializing in integrity research or a platform used for facilitating the hiring process;
  • referees named in the cover letter or resume to verify your competencies; and/or
  • if you have given your consent or if this results from a legal provision; other third parties.

Third parties are expected and, where appropriate, contracted to protect the confidentiality and security of personal data and to use personal data only to provide services to us and in accordance with applicable laws and regulations.

7. Retention of your personal information

When you apply for a position we will store your personal data after the end of the recruitment process as follows:

  • If you become an employee, we will save your application information within your employee file and will be retained for a maximum of two years after leaving employment, except for statutory retention periods. You will be informed of this through a separate notice that we provide to you upon acceptance of employment.
  • If you do not become an employee, the data will be removed at the end of the recruitment process.
  • When you permit Polaroid to contact you about future job opportunities, we will store your personal data for 1 year from the end of the recruitment process.

8. Your rights

When it comes to your personal data, you have the following rights:

  • The right of access by asking at any time what personal data we hold about you and obtaining details about how we use it;
  • The right to rectification by asking us to update and correct any outdated or inaccurate personal datawe hold about you;
  • The right to erasure of your personal data (under circumstances listed in the applicable law);
  • The right to restrict the (temporarily) processing of your personal data (under circumstances listed in the applicable law);
  • The right to object to the processing of your personal data;
  • The right to data portability (you can ask us to provide you or a third party with your personal data in a readable and accessible form); and
  • The right to withdraw your consent to the processing of your personal data at any time.

For security purposes we may occasionally request proof of identity before we are able to disclose personal data to you. If you wish to exercise any of the above rights, please contact us on [email protected].

Please take into account that your rights are not absolute in all cases, and that we may not be required to comply with your request. If that is the case, we will make sure you will be informed of this.

In addition to your rights as described above, you also have the right at all times to lodge a complaint with the competent Data Protection Authority.

9. Security

We have taken all reasonable steps to safeguard your personal data by using appropriate technical and organizational measures, to protect your personal data against unauthorized or unlawful use, alteration, unauthorized access or disclosure, accidental or wrongful destruction, and loss. In addition, we have taken all reasonable steps to limit access to your personal data to those persons who need to have access to your personal data for any of the purposes listed in Section 3 of this Job Applicant Privacy Policy.

10. International transfer

Some of the personal data you send us during the recruitment process may be shared with other Polaroid group companies outside the European Economic Area ("EEA"), where necessary for the purposes set out in Section 3 of this Job Applicant Privacy Policy.

To protect your personal data when transferred to countries outside the EEA, we have implemented appropriate safeguards that provide an essentially equivalent level of protection for your rights and freedoms as a data subject in accordance with applicable legislation i.e. the GDPR. This means that we have entered into legally necessary contracts with the recipients of your data, including Standard Contractual Clauses for data transfers as approved by the European Commission or equivalent means with parties outside the EEA that do not provide for an adequate level of protection.

For more information on our transfer of personal data, please contact us at [email protected]

11. Cookies

Please be informed that the career site of Polaroid Sciences uses third parties services. Some of these third parties use cookies and similar technologies (together: “cookies”). When you visit the Polaroid Sciences career page, these third-party cookies are placed by the relevant third-party provider. The third parties use the gathered information for website analytics (i.e. Google Analytics) and for widgets to enrich job posts (i.e. Spotify, SoundCloud, Instagram, Twitter, LinkedIn, YouTube, Vimeo and Google Maps). For more information about how these third parties use cookies, please read the privacy- policy linked here: link.

12. Updates to this Applicant Privacy Policy

This Job Applicant Privacy Policy was last updated in September 2022. We may update this policy from time to time.

13. Contact us

For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us by e‑mail at [email protected].

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