We are committed to being open and transparent about how we manage personal data and we will not use your personal data without your consent unless permitted under the PDPA.
Types of personal data held by Hays
Personal data means any type of information relating to you and which enable your direct or indirect identification. It includes data regarding your contact details, work experience, qualifications, aptitude test results, opinions about your work performance (eg references), incidents at the workplace, and other data obtained or received by us in connection with your possible and actual work placements.
Sensitive information is a special category of personal information under the PDPA. This policy applies to all data we process about you and may include some data about your physical or mental health or condition, political opinions, religious or similar beliefs, commission or allegations of an offence and other sensitive personal data. References to personal data in this policy include such sensitive personal data.
When and how personal data is collected
Standard personal data collection
We may collect personal data about you when:
- You complete one of our application forms or provide any other data in connection with your application
- We receive any reference about you
- We receive results of inquiries that we might make of your former employers, work colleagues, professional associations or registration body
- We receive the results of any competency or medical test or any background check
- We receive any complaint or other data from or about you in the workplace
- We receive any data about any insurance investigation, litigation, registration or professional disciplinary matter, criminal matter, inquest or inquiry in which you were involved
- We receive any data about a workplace accident in which you are involved
- You provide us with any additional data about you
This policy applies to all data we process about you and may include some data about your physical or mental health or condition, political opinions, religious or similar beliefs, commission or allegations of an offence and other sensitive personal data. References to personal data in this policy include such sensitive personal data.
General data collected from visitors to our website
We gather data about all our website users collectively, such as what areas users visit more frequently and what services users access the most. We only use such data anonymously and in the aggregate. This data helps us determine what is most beneficial for our users and how we can continually create a better overall website experience for you.
Your personal data collected on the website or Hays offices
In some instances, we may need specific data about you, such as name, address, email address, telephone number etc. We will collect this data if you apply for a job or sign up for a service via our website. We may also ask you for other data such as the types of jobs you are interested in and your workplace concerns in order to provide you with the best possible service and internet experience. Where you visit a Hays office personal data may be collected from you in our visitor database and/or visitor log book, which includes but is not limited to your name, job title or designation, employer company or organization, government identification details, contact information such as your email address, telephone number, information regarding your visit to our offices or premises, date and time, photograph, etc. Should the building have CCTV or surveillance systems located, static or moving imagery via CCTV or surveillance systems may be collected by building management, however, will not be collected, stored or disclosed by Hays.
Purposes for which we collect, use and disclose personal data
We have the intention to collect, use and disclose your personal data in connection with:
- Your actual or possible work placement, providing recruitment services and considering any application
- Retaining data to be able to consider you for a suitable position in future
- Career guidance or management
- Your performance appraisals
- Our assessment of your ongoing performance and prospects
- Any test or assessment (including medical tests and assessments) that you might be required to undergo
- Our identification of your training needs
- Informing you of possible work opportunities, relevant candidates, or other events such as training or data sessions by direct mail/email/SMS
- Our direct marketing (including business development using your telephone number) to you
- Marketing and candidate or profiling activities in connection with our services
- Any workplace rehabilitation
- Our management and resolution of any complaint, inquiry or investigation in which you are involved
- Any insurance claim or proposal that requires disclosure of your personal data
- Undertaking or handling criminal background checks
- Taking your references and conducting appropriate investigations into the information you have provided
- As required by law or regulation
- Receiving and responding to billing enquiries
- Processing of payments
- Providing client directed services and functions
- Internal archive or record keeping purposes
- For management, research, development, benchmarking, statistical analysis, business systems and infrastructure testing, and other business purposes to assist us in providing our services to you
- Other purposes directly related to any of the above
Except for the purpose of marketing, our collection and processing of your personal data is obligatory. If you do not give us the personal data we seek:
- We may be limited in our ability to locate suitable work for you
- We may be limited in our ability to place you in work
As such, we generally cannot offer you the choice or means of limiting the processing of personal data in certain ways. In any event, we will not use your data without your consent unless permitted under the PDPA, and you can withdraw your consent for us to process your personal data at any time.
Legal basis for our collection, use and disclosure of personal data
The legal basis for our use of your personal data is one of the followings:
- Compliance with a legal obligation to which we are subject
- The performance of a contract to which you are a party
- A legitimate business interest that is not overridden by interests you have to protect the information
- Where none of the above applies, or where law requires it, your consent (which we will ask for before we process personal data)
We may disclose your personal data (including to trusted third parties) from time to time for the purposes for which it is primarily collected, used or held or for a related secondary purpose. Your personal data may be disclosed to:
- Potential and actual employers and clients of Hays
- Hays employees and potential employers located in Australia, Belgium, Brazil, Canada, Chile, China, Czech Republic, France & Luxembourg, Germany, Switzerland & Austria, Hong Kong, Hungary, India, Ireland, Italy, Japan, Malaysia, Mexico, Netherlands, New Zealand, Poland, Portugal, Singapore, Slovakia, Spain, Sweden & Denmark, Thailand, UAE, United Kingdom, USA (and any other countries where Hays may provide its services in the future) regarding possible work placements or to assist us in providing our services to you
- External providers of on-line training and induction
- Our insurers and brokers
- Central Provident Fund
- A professional association or registration body that has a legitimate interest in the disclosure of your personal and sensitive data
- A Workers Compensation and social security body
- Any person with a lawful entitlement to obtain the data
- Trusted third parties including but not limited to:
- Property landlords
- Credit reference agencies
- Government authorities
- Suppliers and/or service providers
- Current, past and prospective employers
- Other recruiting agencies
- Institutionalised financial organisations
This website uses services provided by Hotjar Ltd. Hotjar provides services including Heatmaps, Visitor recordings, Funnels and Form Analysis, Feedback Polls, Surveys and Recruiters. The data generated by the tracking code and cookie about your use of the website will be transmitted to and stored by Hotjar on servers in Ireland. Through the Hotjar tracking code the data collected includes:
The following personal data may be collected through your device and browser:
- Your device's IP address (collected and stored in an anonymized format)
- Your email address (if made available to us)
- Your first name and surname (if made available to us)
- Device screen size
- Device type (unique device identifiers) and browser data
- Geographic location (country only)
- Preferred language used to display the webpage
Our servers automatically record data which is created upon using Hotjar. Data includes:
- Referring domain
- Pages visited
- Geographic location (country only)
- Preferred language used to display the webpage
- Date and time when website pages were accessed
Hotjar will use this data for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Hotjar uses a variety of services hosted by third parties, such as Google Analytics and Optimizely. These services may collect data sent by your browser as part of a web page request, such as cookies or your IP request. For data on how Google Analytics and Optimizely collect and use your data, please refer to their privacy policies. By continuing to use this website, you consent to the processing of the above data by Hotjar and by the third parties used by Hotjar in accordance with their respective privacy policies. The cookies used by Hotjar have differing durations; some are 365 days; some persist for the session only.
To opt out please go to the following link: https://www.hotjar.com/opt-out
Management of personal data
At Hays, we train our staff to respect the confidentiality of customer data and the privacy of individuals. Hays regard breaches of your privacy very seriously and any breach will result in disciplinary action being taken, dependent upon severity. Hays have appointed a Privacy Officer to ensure that our management of personal data is in accordance with this policy and the PDPA.
How do we store and protect personal data?
How do we keep personal data accurate and up-to-date?
Enquiries & complaints
You can make enquiries, requests to exercise your rights to access, data portability, object, erasure, restriction, rectification or withdraw consent under the PDPA, or complain about alleged breaches of the PDPA to our Privacy Officer:
Data Protection Officer
We aim to resolve all complaints within 30 days. This may not be possible in all circumstances depending on the contents of the complaint. In this situation, we will respond to your complaint in a reasonable time. If you are not satisfied with our response to your complaint, you can contact the Personal Data Protection Committee.
Erasure, destruction or anonymisation
Object to data processing
If you wish, you have the right to request that we restrict our processing of your personal data in the following circumstances:
Hays have several areas on our website where you can submit feedback, under the ‘contact us’ section. Any feedback that is submitted through this area becomes the property of Hays. We may use this feedback, such as success stories or responses to surveys, for marketing purposes, or to contact you for further feedback on the site.
© November 2022