Toluna Holdings Limited (incorporating Toluna, Harris Interactive in Europe and KuRun Data) (jointly referred to as the “Toluna Group of Companies” or “we/our/us”) is committed to protecting the privacy and security of your personal data, including applicants for any suitable roles we may have (“candidates” or “you/your”). You can find a list of all the entities within the Toluna Group of Companies at https://www.tolunacorporate.com/locations.
We are a “data controller” in respect of the processing of your personal data. This means that we are responsible for deciding how we hold and use personal data about you. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, but also for future potential roles and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are aware of how and why we are using such information.
We will comply with data protection law. This says that the personal data we hold about you must be:
Personal data, or personal data, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We will collect, store, and use the following categories of personal data about you:
We may also collect, store and use the following types of more sensitive personal data:
We collect these personal data about candidates from the following sources:
6.1 We will only use your personal data when the law allows us to and to:
(a) assess your skills, qualifications, and suitability for the role;
(b) carry out background and reference checks, where applicable;
(c) communicate with you about the recruitment process;
(d) keep records related to our hiring processes;
(e) comply with legal or regulatory requirements; and
(f) with your consent to consider you for a further opportunity, which may arise in future
6.2 Having received your CV and covering letter and/or application form, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and identity checks before confirming your appointment.
6.3 Other Legal bases
We will use your personal data for the following legal bases:
1. where it is in our legitimate interests to do so:
6.4 If you fail to provide personal data
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
6.5 How we use your health information
We will use your health information to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview.
6.6 Information about criminal convictions
We do not envisage that we will process information about criminal convictions.
6.7 Automated decision-making
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
We will only share your personal data with the following third parties for the purposes of processing your application:
All such third parties 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. We may transfer your personal data outside the EU and if we do, you can expect a similar degree of protection in respect of your personal data.
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 personal data breach and will notify you and any applicable regulator or supervisory authority of a breach where we are legally required to do so.
How long will you use my information for?
We will retain your personal data for a period of six (6) months after we have communicated to you our decision about whether to appoint you to the role. 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, unless you are hired by us or if you opt in to agree to us continuing to process your personal data (as described below) we will securely destroy your personal data in accordance with our data retention policy.
We may wish to retain your personal data on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that. In such event, we will only retain your personal data if you have provided your explicit consent by opting in when you applied for the role via our website at https://www.tolunacorporate.com/about-toluna-group/about/careers-main. We will write to you periodically to confirm you remain on file and you may opt out of the processing at any time by notifying us at GDPR@Toluna.com.
Under certain circumstances, by law you have the right to:
We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal data, please contact our DPO at DPO@toluna.com in the first instance. You also have the right to make a complaint at any time to your local data protection supervisory authority for data protection issues.
If you are in the EEA, we have registered with La Commission Nationale de l’informatique et des Libertés (CNIL) as our Lead Supervisory Authority. If you have an unresolved complaint that we have not addressed satisfactorily, then you may make a complaint to the CNIL.
If you are in the UK, you may make a complaint to the Information Commissioners Office at https://ico.org.uk/make-a-complaint/
We would, however, appreciate the chance to deal with your concerns before you approach the data protection regulator so please contact us in the first instance.
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal data. The date this privacy notice was published is set out on page 1.