Data Privacy Statement
NEC Global Recruitment Privacy Notice
This NEC Global Recruitment Privacy Notice is issued by NEC Corporation, and its subsidiary companies, (collectively NEC Group) to assist you on understanding our data collection and processing of your personal data when you apply for employment online, via direct communication or create a profile on our online recruitment platform as part of our recruitment activities subject to Data Protection Laws.
Whenever this Privacy Notice refers to “NEC, we or us”, it refers to the applicable responsible NEC Group Entity(ies). Our data collection and processing of personal data of employees, contractors and similarly employed individuals are described in NEC Employee Privacy Notices which will be made available to you (as applicable) in case of a successful recruitment process by the responsible NEC Entity(ies).
Information about the responsible NEC Entity
Depending on the regulations in your country and Data Protection Laws to which you are subject to, you might have the right to be informed on the NEC entity responsible for collecting and processing your personal data (also known as Data Controller in some jurisdictions).
Types of Personal Data we may collect and hold about you
Personal data means any information about an individual from which that person can be identified (“Personal Data”). Personal data does not include anonymous data. The categories of Personal Data, amongst others, we may collect and process are:
Personal Contact Details, includes but is not limited to name and last name, email address, telephone number, country, region and city;
Personal Characteristics, includes but is not limited to date of birth, gender, nationality languages spoken marital status, place of birth;
Professional Data, includes but is not limited to current employer, industry and job function, information about an individual regarding highest level of relevant education, professional qualifications, certificates, reference requests if applicable, national identification number as necessary, notice periods, willingness to relocate, current and salary expectations, curriculum vitae (CV), resumes, cover letter and any additional information required for the application;
Online Identifiers includes but it’s not limited to user IDs, cookies, user activity logs, IP address and social media profile.
We may also collect and process sensitive personal data, where it is permitted or required by law, which might include: Information about whether or not you have a disability for which we need to make reasonable adjustments as part of the recruitment process; Information about diversity status which we use for compliance reporting and for statistical analysis purposes to inform development of policies and initiatives; Information about criminal convictions and offences (where the nature of the job requires this and it is permitted by law); and Information about health and vaccination status (where the nature of the job requires this and it is permitted by law).
How is your Personal Data collected?
In addition of the Personal Data we collect directly from you, we may collect personal data provided by you upon registering on the “Careers” section of NEC’s corporate websites (herein after “the Site”). We may collect this information in a variety of ways. For example, data might be collected through application forms; your CV; from correspondence with you; or through interviews, meetings or other assessments. We may collect personal data about you from third parties, such as references supplied by former employers or agencies and information from criminal records checks permitted by law.
There is no legal or contractual obligation for you to provide your Personal Data to us. However, we require certain types of Personal Data to consider and assess candidates for employment with NEC. Without that Personal Data we can’t consider you for a position with NEC Group.
Why is your Personal Data processed?
The purposes for which we process your Personal Data are set out below.
Personal Contact Details:
To communicate with you in order to invite you to a job interview or about additional roles that may be of interest to you and inform you of developments at NEC Group we feel may interest you, to communicate with you during the recruitment process and provide you with the information in connection with your application or to undertake other engagement with us from time to time. We rely upon consent as our legal basis when communicating with you in relation to additional roles and news provided through our recruitment platform.
Personal Contact Details, Personal Characteristics and Online identifiers:
To guarantee the correct implementation of the process of job selection (e.g. the management and evaluation of applications, to ensure your participation in the job selection for which you have submitted your application and to determine your qualifications and suitability for open positions where required, to ensure the fulfilment of any pre-contractual and contractual requirements necessary for the purpose of establishing an employer-employee relationship, to store your CV in the appropriate database, for the purpose of evaluating it in view of other future positions that may interest you, and which are a fit for your experience and professional qualifications. We rely as our legal basis upon performance of a contract or fulfill pre contractual requirements. We rely upon legitimate interests or your consent if required to comply with local legal requirements to send other type of communications.
Personal Contact Details, Personal Characteristics, and Professional Data:
To determine your qualifications and suitability for open positions. This might include assessing your right to work in a particular country or geographic location. We rely as our legal basis upon performance of a contract or fulfill pre contractual requirements when assessing your suitability for a role.
To the extent NEC relies on its legitimate interests for the processing of your Personal Data, we have balanced your rights and freedoms against our interests, or those of any third party, and determined your rights are not infringed. Such interests are in particular:
Processing Personal Data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job;
To include your application in the statistical analyses that we are conducting regarding the selection process;
For reporting purposes;
To prevent or uncover fraudulent activity or abuse that may be harmful to the Site;
To fulfil the obligations set out by any law, regulation, community standard or order by the relevant authority;
To exercise NEC’s rights, such as the right to legal defence;
Compliance with NEC internal policies and requirements for recruiting.
In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant's eligibility to work in the relevant country before employment starts.
We process health information if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to fulfil pre contractual requirements.
Where we need to process other special categories of data, such as information about ethnic origin, sexual orientation, or disability, this is for equal opportunities monitoring purposes as permitted by law or based on your consent (if it is required by law)
For some roles, NEC is obliged to seek information about criminal convictions and offences. Where NEC seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment to establish whether an individual has committed an unlawful act or been involved in dishonesty or other improper conduct.
For some roles, our NEC Customers may stipulate particular requirements (including, but not limited to, security and health information) for personnel required to be granted access to their premises, systems or information. In such cases NEC will be obliged to request such information from candidates to satisfy their ability fulfil this requirement of the role.
Where it is necessary to collect and process any special categories of sensitive personal data, we will ensure it is handled with the utmost discretion and will limit access to the Personal Data to the individuals who require it for the purposes of which it is being processed.
Automated Processing Eligible Criteria
If you apply for an open position, you will be asked to provide Personal Data in response to certain standard questions as well as some that are specific to the position for which you’re applying, which are required as minimum qualifications to be eligible for consideration. If you don’t respond or your responses to these questions indicate that you don’t meet the requirements of the position, if legally permissible to do so, our platform will automatically disqualify you from consideration and your application will not be presented to and not further considered by our team for review. Where applicable, in certain jurisdictions, the decision making process will include human intervention to determine whether you meet the eligibility criteria for positions for which you have applied.
Who we share your Personal Data with?
Internally:
NEC is a global company and the Personal Data we collect or you provide may be shared and processed with NEC Entities as necessary for the purposes identified above. When you apply for or express interest in seeking employment outside your home country, your Personal Data will be processed by the responsible NEC entity that is located in a country other than your home.
As part of the assessment of your job application, NEC’s structure may require that your Personal Data will be transferred to other NEC entities outside of your home country where individuals involved in the decision-making process for your application are located (regional HR Department, Managers, etc)
Where legally permissible to process and transfer special categories of data outside your home country within NEC Group. To the extent possible, we will share this Personal Data in an aggregated, pseudonymized format.
Third Parties:
With Service Providers who assist us with the recruitment process, such as recruitment agencies, evaluation service providers, IT and data hosting providers. These third parties are engaged on our behalf and act upon our instruction.
With Consultants and advisors who assist us with legal and regulatory aspects:
Occasionally, we may be required by law enforcement or judicial authorities to disclose your Personal Data to the applicable law enforcement authorities. We will disclose your Personal Data if required by law, upon receipt of a court order or subpoena, to cooperate with a law enforcement investigation or if we otherwise believe disclosure is necessary to exercise, establish or defend our legal rights. We reserve the right to report to law enforcement authorities any activities that we, in good faith, believe to be unlawful.
International Personal Data Transfers
Some of the recipients with whom we share your Personal Data may be located in countries other than the country in which your Personal Data was originally collected. The laws in those countries may not provide the same level of data protection compared to the country in which you initially provided your Personal Data. Nevertheless, when we transfer your Personal Data to recipients in other countries, we will protect your t personal data as required by Data Protection Laws.
We do not sell, rent or trade your Personal Data.
How long does NEC keep my Personal Data?
We will only retain your Personal Data we collect about you for as long as necessary for the purposes for which was collected, or as otherwise legally required.
Generally, we retain your information for a recruitment purpose, or as required by Law.
Retention for recruitment process:
Local applicable laws stipulate how long certain Personal data relevant to recruitment should be retained. NEC follow all applicable law with respect of your Personal Data related to a recruitment process or otherwise holds your Personal Data for a period of 12 months after the recruitment process closes.
Retention for ongoing recruitment purposes:
At the time of collecting your Personal Data, we will ask you whether you would like to be contacted about other jobs and future opportunities at NEC which may be relevant to you, your skills and experience. If you do express interest in, and consent to, being contacted for ongoing recruitment, we will do so only as long as necessary, being no longer than 12 months. We will contact you from time to time to confirm your ongoing interest for use of your Personal Data for such purposes.
Your Data Protection Rights
Depending on the Data Protection Laws in your country and any regulation to which you are subject to may have several rights set out below and may submit a request(s) to exercise any such rights by contacting us at recruitmentprivacy@emea.nec.com. Irrespective of the NEC entity that is responsible for the processing of your Personal Data, you may use such centralized contact details and NEC will ensure that the responsible NEC entity receives your request and addresses it promptly as required by Data Protection Laws.
Right of access:
You can request access to the Personal Data we hold about you with some limited exceptions and we will tell you;
Why we are processing it;
Who are we sharing it with and if any Personal Data is transferred to a country not deemed to have adequate protections in place for Personal Data;
How long will we be keeping your Personal Data;
The source of the Personal data, if it was not collected directly from you;
If we are using your Personal Data for automated decision making or profiling.
If you are making a request for a copy of your Personal Data that we are processing, please be as specific as possible as this will both help us to identify Personal Data more quickly and provide you with a copy without any undue delay.
Right to rectification:
You may have the right to obtain from NEC the rectification of inaccurate Personal Data concerning you.
Right to be forgotten:
You may have the right to ask us to erasure (or in some jurisdictions anonymize) of your Personal Data. In some jurisdictions, this right may be limited to deletion or anonymization of data that is unnecessary, excessive or unlawfully processed or deletion of Personal Data that is processed on your consent.
Right to Restriction of processing:
You may have the right to request the restriction of processing your Personal Data.
Right to Data Portability:
You may have the right to receive your Personal Data which you have provided to NEC in a structured, commonly used and machine readable format and you may have the right to transmit those Personal Data to another entity.
Right to withdraw consent:
If we rely on your consent for any processing personal processing activities, you have the right to withdraw or revoke this consent at any time. Such withdrawal will not affect the lawfulness of the processing prior to the consent withdrawal.
Right to object:
Under certain circumstances you may have the right to object, on grounds relating to your particular situation at any time to the processing of your Personal Data by NEC, and NEC can be required to no longer process your Personal Data unless NEC demonstrated compelling legitimate grounds for the processing which override your interests, rights and freedoms or for the establishment, exercise or defence legal claims.
Right to lodge a complaint:
With the competent Data Supervisory Authority in your home country in which the responsible NEC entity is located.
Other:
Any other rights applicable to the Data Protection Laws you are subject to.
NEC Group Contact
You can contact us if you have questions or concerns regarding this Privacy Notice. We may contact you by mail in relation to any questions and concerns you raise. If you prefer us to contact you in an alternative manner, please let us know and we will try to accommodate your request if possible and appropriate.
You may contact us at recruitmentprivacy@emea.nec.com.
Changes to this Privacy Notice
We are a rapidly evolving global company. We will continue to assess and make changes to this Privacy Notice from time to time as required. If we make any material changes to this Privacy Notice, we will make changes herein and if the changes are significant, we will communicate to you and where required we will obtain your consent.