[vc_row][vc_column][vc_custom_heading text=”Applicant Policy
PayAid Applicant Privacy Notice
We, the PayAid entity in the country of the position you are applying for, are the data controller for any information you submit in support of your application and that we gather during the application procedure. It is important to us that your personal data that we process is treated with care and that you are well informed about the way we process your data. Through this notice we tell you how, why and how long we use the data we process when you apply for a position with us.
Which kinds of information do we collect and how do we use this data?
Application details you provide to us
When you apply via our website, you will be asked to fill out a form and provide information such as your name, contact details, resume and cover letter. The fields on the form which are marked with a red asterisk must be filled out for us to be able to consider and progress your application. The other fields are optional and you may fill them out if you wish.
If you apply during one of our (recruitment) events, you will be asked to fill out a short form on which you can provide only your name and contact details. After registering in this way, we will contact you and ask you to send over the information we need to proceed with your application, such as your CV.
We process this data you provide us to assess your suitability for relevant positions with us and therefore for our legitimate interests of being able to administer and manage our recruitment process and to make sure the right people end up in the right positions.
We will also ask you to verify your identity, by asking you to show us a valid identity card, your passport for example. If we do this before the end of the application phase, we will only take a quick look at this document for our legitimate interest in making sure we are communicating with the right person. If we choose to make you an offer, we will ask you to send us a copy of your ID, because we have a legal and ongoing duty to verify the identity of the people we would like to hire. We do not need to see any Aadhar nos. to be able to check your identity and will therefore ask you to redact these before you send us any copies. We will only make a copy of your non-redacted identity document after you have been hired, as we will then be legally obliged to do this.
If you come to work for us as a freelancer, we will ask you to conclude an agreement with us about the fiscal consequences of our relationship and a NDA. We will process only the data we need to conclude this agreement with you. We do this for our legitimate interest of making sure that fiscal aspects of our relationship are well arranged. As this concerns fiscal matters and we want to make sure we comply with our legal obligations, providing the information we need to conclude this contract is necessary for us to be able to hire you.
In some cases, if you live in a different country from the location of the open position, we will conclude the interview over a video conference.
Data we collect from other sources than you yourself
We sometimes process data about you from other sources than you yourself, for example from the references you include in your resume/CV. We also process data about your application procedure and how this is progressing, such as the interviewers who will be assigned to you and their impressions and evaluations of you.
We process this data we collect from these sources to assess your suitability for relevant positions with us and therefore for our legitimate interests of being able to administer and manage our recruitment process and make sure the right people end up in the right positions.
As we provide services in the financial sector, we are, for most positions legally obliged on the basis of the Indian KYC and AML policies and the Decree of Business Supervision of Financial Undertakings under the, to make sure that our people can be trusted to work in our company, because of the substantial public interest involved. When you have applied for such a position, we will tell you about this before we start the screening process and will also inform you of the outcome.
The screening process involves us requesting you to provide a certificate of good conduct and checking whether you are registered in the receivership registry or the insolvency registry. As mentioned above, we have a legal obligation to collect this information.
In addition, we will check your working experience and educational qualifications for our legitimate interest of making sure that these are correct.
If you are applying for a position that allows (the possibility of) access to our systems, we will also ask you to provide us with a personal integrity statement for which you will be requested to answer some questions. These questions concern your (termination of) employment history, whether you have any extracurricular/side activities and whether there are any issues which could get in the way of your reliability and integrity, such as whether you have ever been convicted of a crime. We process any information in relation to criminal history or offences because we have a legal obligation as a financial service provider to verify the integrity of our personnel and to be able to make a decision about whether we can hire you.
We process the other information on your personal integrity statement for our legitimate interests of protecting ourselves against integrity issues which could harm our organisation, and against conflicts of interest.
We only use providers to conduct the screenings described above who are licensed to do this.
For some positions which require specific skills we need to use assessments in order to assess your ability to demonstrate these skills. For example, if you apply for a coding position, we may ask you to take a coding test. Similarly, if you apply for a writing position, we may ask you to take a writing test. For positions which require particular presentation or speaking abilities, we may ask you to participate in a video interview.
Any assessment we may ask you to take part in will always be used by us in order to assess to which extent you possess the skills we believe necessary for the particular job you are applying for. We use these tests to make sure that the right people end up in the right positions, which is our legitimate interest.
If an assessment is necessary in your case, we will inform you of this in advance and will always also inform you of the outcome of the test.
We sometimes use data we gather during the application phase to carry out statistical analyses of our successful applicants, for example to see which (university) degrees our successful applicants often hold. We use these statistics, which are never kept in any way that allows for identification of individuals, to optimize our recruitment strategy. If necessary, we can also use your information for our legitimate interest of protecting our legal rights, for example in connection with legal claims, and when we have a legal obligation to do so.
How long do we keep this information?
We usually do not keep any data we process during the application phase for longer than one year following the recruitment decision. We generally keep your data for one year due to the fact that we receive a large number of applications and we need to be able to recognize applications which recur within short periods of time and to be able to refer back to such applications. Therefore, we keep your data for our legitimate interest of being able to administer and manage our recruitment administration and optimize the efficiency of our recruitment process.
If your application was not successful, we may contact you about possibly relevant vacancies which may become available in the future, but only if you have given us permission to do this. We will then delete the information in your application file one year after the recruitment decision, except your name and contact details. We will keep your name and contact details to be able to contact you for future vacancies until you inform us that you would no longer like to receive these updates.
If necessary, for our legitimate interest of protecting our legal rights, we will keep the information from your application file which is necessary for this purpose longer than one year, until the relevant claim(s) have been settled.
With whom do we share this information?
Where necessary so we can administer and manage our recruitment process, we will share your information with our service providers and professional advisers (e.g. recruitment agencies, providers who carry out screenings on our behalf, and, if applicable to the position you are applying for, suppliers who run candidate assessment programmes for us). We have concluded agreements with our service providers to protect your personal data.
As mentioned above, we will also contact third parties including those whose details you have supplied (references) so that we can verify information you have provided us in relation to your previous employment and qualifications.
If our business is sold or integrated with another business, your details will be disclosed to our advisers and any prospective purchaser’s adviser and will be passed to the new owners of the business.
Otherwise we will not share your information with any third party, unless we have your permission (for example if we wish to share your details with another group company for their recruitment purposes), where this is necessary in connection with the purposes above, for protecting our legal rights or when we have a legal obligation to do so.
Where do we transfer this information?
Some of the information you send us in support of your employment application may be shared with other PayAid group companies, when this is necessary for the purposes mentioned above.
You are entitled to object to us processing your personal data. You may also ask us for an overview of your information or ask for a copy. You may also request us to correct or delete certain data, restrict processing of your data, or ask us to transfer some of this information to other organisations. In some cases you may object to the processing of your data and, where we have asked for your consent to process personal data, you can withdraw this consent at any time. Where we process your data for our legitimate interests, you can contact us if you want more information about these legitimate interests.
There are some exceptions to these rights, however. For example, it will not be possible for us to delete your data if we are required by law to keep it or if we hold it in connection with a contract with you. Similarly, access to your data may be refused if making the information available would reveal personal information about another person or if we are legally prevented from disclosing such information.
If you wish to exercise any of these rights, please contact us using the details below.
Contacting us, questions and complaints
Questions, comments, requests or complaints concerning this privacy notice and the way we process your personal data are welcomed and can be addressed to our Admin Team at info@PayAid.com
If you have a complaint about the way we handle your personal data, you also have the right to address this with the data protection authority of the country in which you live or work or the country in which we are located.