1 Contact details
This privacy notice applies to personal information collected by Flexcar, LLC, 35 Thomson Place, Boston MA 02210, in connection with a job application submitted by you or otherwise during the recruitment process. Details of the relevant company as well as its contact details, are available in the job description or by speaking to your local HR team or the recruiter that you speak to in relation to your application.
Our Privacy Office for the Americas can be contacted via email@example.com or by post at Flexcar, 35 Thomson Place, Boston MA 02210 Attn: Privacy Office.
2 Personal Information Collected
We collect the information set out at Appendix A about you during the recruitment process when you apply for a role. If you fail to provide certain information when requested we will not be able to progress your application.
3 How we use personal information
3.1 We use your personal information to: (a) contact you during your candidacy for employment, send you announcements, request additional information as required, and otherwise progress the recruitment process; (b) assess and make a decision about your suitability for a role. This may include initial questions in relation to key skills or requirements needed for a specific role. If you do not have these key skills or meet these requirements you may not be able to proceed with the application. If you have any queries in relation to these questions please contact firstname.lastname@example.org; (c) to communicate with you, including to offer you the role in cases where we decide to do so; (d) to carry out reference or background checks and verify your eligibility for a role, after an offer of employment is made.
3.2 We will also use your information to comply with legal and regulatory requirements and to comply with our contractual obligations to our customers (to the extent permitted by applicable law). For example, complying with duties under employment, social security, social protection and tax legislation, as well as to meet our government reporting requirements.
4 Sources of Information
This information is either: (a) provided by you to us, including information you provide through automated recruitment systems that we use during the course of or in connection with the recruitment process; (b) obtained from third parties through the application and recruitment process including from credit references agencies; (c) obtained from recruitment agencies, research providers or third party job platforms; (d) obtained from previous employers who you have included as references; or (e) created by us in the course of the recruitment process.
5 Why we use personal information
We use your personal information because: (a) it is necessary for us to do so before entering into an employment relationship with you; (b) we need to process your information in order to comply with a legal or regulatory obligation; (c) to ensure the effective administration and management of the recruitment process; (d) to help us ensure we hire a suitable individual for a role; (e) to deal with disputes and accidents and take legal action or obtain legal or other professional advice; and (f) ascertain your fitness to work.
6 How we use special category personal information
We will process your special categories of personal data: (a) to consider whether we need to provide appropriate adjustments during the recruitment process and to ascertain your fitness to work; (b) for equal opportunity monitoring purposes; or (c) to comply with any legal or regulatory obligation. Details of the special categories of personal data we process are contained in Appendix A.
7 Why we use special category personal information
We will use special categories of personal information collected about you because: (a) you have voluntarily elected to provide such information when requested for our monitoring, compliance and government reporting purposes; (b) we need to do so to carry out our legal obligations; (c) it is necessary for the establishment, exercise or defence or legal claims on in relation to court cases; and/or (d) there is a substantial public interest.
8 Verifying eligibility for a role
Your eligibility for a role will be verified after an offer of employment is made. We will provide you with further information in relation to this verification and, if required by applicable law, request your consent to such verification, after an offer of employment is made.
9 Information that we share
We will only share your personal information with the following third parties for the purposes of processing your application: (a) employment agencies; (b) online test providers; (c) credit reference agencies; (d) regulators and authorities; (e) third party IT service providers such as our HR system provider or companies that develop and operate automated recruitment systems that we use during the course of or in connection with the recruitment process; and (g) previous employers for the purposes of reference checking. We will also share personal data within Flexcar for the purposes of administration, accounting and reporting purposes.
10 Security and Retention of your information
We use reasonable physical, administrative and organizational measures to protect your information from unauthorized use, access, disclosure, alteration, destruction or loss. Further, we impose various security requirements on our third party service providers who may process personal information on our behalf.
We will retain your personal information for the duration of the recruitment process and for the length of any applicable limitation period for claims which might be brought against us later. If you are successful in applying for a position, your personal information will be retained for a further period in connection with your employment.
11 Where your information will be held
11.1 Your personal information may be transferred and / or stored outside your country of residence and subject to laws of that jurisdiction, including:
11.1.1 to the United States of America, Canada and other countries where Flexcar operates; and
11.1.2 to third party IT service providers located within the United States, Canada, European Economic Area member states or in the UK, Switzerland or to other countries where Flexcar’s third party IT service providers operate.
12 Your rights
12.1 Where available under local applicable privacy law you may have certain rights over your information and we've explained, below, how you can use these rights if applicable under local law. These rights are subject to certain exemptions.
12.1.1 Right of access – you may have the right to request access to the personal information we have about you and to request supporting information explaining how the personal information is used.
12.1.2 Right of rectification – you may have the right to request that we rectify inaccurate personal information about you.
12.2 Please get in touch with us at email@example.com if you would like to exercise any of these rights or in case you should have any concerns about how we process your personal information.
12.3 We may ask you to verify your identity before carrying out a request.
13 Your California Privacy Rights
13.1 We do not share your personal information with third parties for their own direct marketing purposes.
14 Minors & Children
14.1 This website is not for children under the age of 16. We do not knowingly collect personal information from children. If you think we have received personal information from children under the age of 16, please contact us immediately.
We may collect the following personal information about you if you choose to provide this information to us or if we need to collect this information for the specific role you have applied for:
If you are resident in the USA, we will also collect the following personal information: