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Williamsburg Church of Christ

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EMPLOYMENT APPLICANT DATA PROTECTION NOTICE

 

I.POLICYSTATEMENT

 

The Williamsburg Church of Christ(the "WCOC") has prepared this Employment Applicant Data Protection Notice (the "Notice") to outline its practices regarding the collection, use, storage, transfer and other processing of individually identifiable information about employment applicants ("Personal Data"). If an applicant is hired by the WCOC, he will be provided with the Information Security Policy, which outlines the WCOC's practices regarding Personal Data once an employment applicant becomes a WCOC employee.


II.PERSONAL DATA COLLECTION AND PURPOSES OF USE


Good employment practices and the effective running of our church require the WCOC to collect, use, store, transfer and otherwise process certain Personal Data to process an employment applicant's application for employment.

 

A.PERSONAL DATA COLLECTION

 

The WCOC collects Personal Data that is directly relevant to its business, required to meet its legal obligations, or otherwise permissible to collect under local laws. In particular, the WCOC may collect the following categories of Personal Data necessary to process an employment application, except where restricted by local law: name; contact details (including home address, home and mobile telephone numbers, personal email address, personal fax number, proof of address); citizenship; date of birth; gender; social insurance or tax identifier number (or equivalent); credentials and qualifications (including languages spoken, special skills and memberships in professional organizations); competency test results; education/training; interview/assessment notes; prior work experience (e.g., background training and prior positions); work certificates, licenses and permits/authorizations; driver's license number; passport or other photo identification; personal contacts within the WCOC; marital status and other information provided in the employment applicant's resume or employment application. The WCOC may also collect sensitive Personal Data, including information about health or medical conditions, disabilities and criminal convictions to the extent permitted by applicable law. Also, where the WCOC needs to obtain criminal history or other sensitive data about employment applicants from third parties, such data collections will be addressed separately in accordance with local law.

 

B.PERSONAL DATAUSEAND PROCESSING

 

The WCOC may use the Personal Data listed above for the following purposes, except where restricted by local law: to make current hiring decisions; to make future hiring decisions (e.g, applicant information is retained for purposes of future job openings unless an applicant indicates otherwise); and to comply with legal obligations, including regarding hiring and diversity of workforce.
Access to Personal Data is restricted to WCOC personnel on a need-to-know basis and for the purposes listed above or where required by law. All WCOC personnel with access to Personal Data are bound by the requirements of this Notice.

 

III. DISCLOSURE AND INTERNATIONAL TRANSFERS OF PERSONAL  DATA

 

If necessary and in accordance with applicable law, the WCOC may disclose Personal Data to its auditors and other outside professional advisers and to other parties that provide products or services to the WCOC, including third party suppliers, IT systems providers and consulting firms. Where the processing of Personal Data is delegated to a third party data processor, such as those listed above, the WCOC will delegate such processing in writing, will choose a data processor that provides sufficient guarantees with respect to technical and organizational security measures governing the relevant processing and will ensure that the processor acts on the WCOC's behalf and under the WCOC's instructions. In addition, the WCOC will impose in writing appropriate data protection and information security requirements on such third party data processors.

 

IV. SECURITY

 

The WCOC maintains appropriate technical and organizational measures to protect against unauthorized or unlawful processing of Personal Data and/or against accidental loss, alteration, disclosure or access, or accidental or unlawful destruction of or damage to Personal Data.

 

V. ACCURACY OF AND ACCESS TO PERSONAL DATA

 

Employment applicants are entitled to access Personal Data held about them (with the exception of any documents that are subject to legal privilege, that provide Personal Data about other individuals, or that otherwise are not subject to employment applicant access rights). In addition to the extent required by applicable law, employment applicants have the right to have inaccurate data corrected or removed and also have the right to object to the processing of their Personal Data as described in this Notice for legitimate purposes (at no charge to the employment applicant and at any time).


The WCOC will maintain Personal Data for as long as it is required to do so by applicable law(s) or for as long as necessary for the purpose(s)for which it was collected. The WCOC will delete Personal Data when it is no longer needed and, in any case, upon expiration of the maximum storage term set forth by applicable law.