Privacy Notice - Candidate Relationship Management (CRM) System Campus and Experienced Hires

1. Introduction

This Privacy Notice is intended to describe the practices EY follows in relation to the global Candidate Relationship Management (CRM) System (“Tool”) for Campus and Experienced Hires with respect to the privacy of all individuals whose personal data is processed and stored in the Tool.

2. Who manages the Tool?

“EY” refers to one or more of the member firms of Ernst & Young Global Limited (“EYG”), each of which is a separate legal entity and can act as a data controller in its own right. The entity that is acting as data controller by providing this Tool on which your personal data will be processed and stored is EY Global Services Limited, an EY global entity. EY Global Services Limited is a private company limited by shares in England and Wales, registered office, 6 More London Place, London, SE1 2DA, United Kingdom.

EY Global Services Limited’s business is confined to the supply of services to EYG and its member firms. The information you provide here will be shared by EY Global Services Limited for candidate relationship management and recruitment purposes with one or more member firms of EYG located throughout the world (see 'Why do we need your information?' section below).

The Tool is hosted on servers in Europe, managed on behalf of EY by Avature Limited, International House, 124 Cromwell Road, Kensington, London, SW7 4ET, United Kingdom.

3. Why do we need your information?

This section explains how your personal data is used when it is submitted into the Tool.

Campus Candidates

Your personal data is used by EY for administering the campus candidate relationship management and global recruitment programme of its member firms. This includes planning and monitoring recruitment campaigns, the provision of EY thought leadership materials and information and notifying you from time to time of current vacancies and potential future opportunities.

Experienced Candidates

Your information is processed in the Tool as part of EY’s proactive search and recruitment activities for experienced hires. The information captured in the system covers all information gathered through the course of identifying you as a prospective candidate (which include publically available sources such as business-orientated social networking websites) as well as assessing your suitability for a position with EY.

EY Recruiters conduct their own research to identify prospective candidates outside of EY practices who would be potentially interested in career opportunities with EY. Based on the review of the prospective candidate’s suitability for a role, EY Recruiters proceed to build a relationship that is aimed at ultimately getting the prospective candidate to apply for a role with EY and then complete formalized interview process through our separate Applicant Tracking System (ATS), with the target outcome for EY to make an offer to the prospective candidate.

The functionality of the Tool supports the “Attract Process” which is an experienced hire prospective candidate relationship management (CRM) process that enables prospective candidates to be identified for experienced hire roles at EY through various means as follows:

Follow up calls/meetings are scheduled between the EY Recruiter and the prospective candidate to gain more details regarding their experience and to discuss career opportunities with EY. Information in the CRM system is completed based on additional information obtained from the prospective candidate during informal interviews/calls.

Expressing an interest in working for EY – Campus and Experienced Candidates

Where you have expressed an interest in EY (through viewing an opportunity, expressing general interest in EY via an online portal or advertisement online) and have provided us with your contact information (e.g. your email address and/or telephone number) you agree to EY recruitment and sourcing personnel contacting you in relation to our candidate relationship management and recruitment programme.

4. Lawful basis for processing

EY is processing personal data in the Tool as it is necessary for the purposes of EY’s legitimate interests, including administering its campus candidate relationship management program and supporting the proactive search and recruitment activities for experienced hires.

The provision of your personal data to EY is optional. However, if you do not provide all or part of your personal data, we will be unable to carry out the purposes for processing.

Campus Candidate Referees

If you provide any information in relation to third parties, referrals or referees, you are responsible for obtaining their consent and ensuring they are aware that their details will be forwarded to, used by, and processed within the EY network.

5. What type of personal data is processed in the Tool?

Campus Candidates

The Tool processes these personal data categories:

The Tool keeps a record of notes being prepared by EY recruitment and sourcing staff, when communications have been sent to you and your acceptance to this Privacy Notice.

This data is sourced directly from candidates and publicly available sources such as social networks (e.g., public profiles on LinkedIn or Facebook).

Experienced Candidates

The Tool processes these personal data categories:

The Tool keeps a record of notes being prepared by EY recruitment and sourcing staff, when communications have been sent to you and your acceptance to this Privacy Notice.

The data is sourced as follows:

(i) Candidates: Personal data is entered into the Tool directly by the candidates through EY’s Taleo recruitment portal.

(ii) Recruiters: Personal data is entered directly into the Tool by EY Recruiters who are responsible for recruitment sourcing. This Personal data could, for example, be sourced from the following:

(iii) Systems: Personal Data is received from the integration from EY’s GRMS Taleo (Global Recruitment Management System).

6. Sensitive Personal Data

Sensitive personal data reveals your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, data concerning health or data concerning sex life or sexual orientation. EY does not intentionally collect any sensitive personal data from you via the Tool.

7. Who can access your information?

Access to your information within the Tool is limited by need. Access to your information within EY will be limited to our recruitment and sourcing staff within the EY member firms worldwide. They are able to access your profile on the Tool to assess your suitability for EY and a potential position and (where appropriate) complete all necessary steps in order to make an employment offer. Generally though, the EY recruitment and sourcing staff within your home country or region would be the only people who will access your profile on the Tool and contact you, unless you express an interest in working outside your home country (see below: ‘Applying for a job outside of your home country’).

IT support for the Tool is provided by Avature Limited personnel, located in Europe and Argentina. Avature Limited can access your information as is necessary to perform their functions as an IT vendor (acting on our behalf) in the context of IT related hosting and support issues only, but is not allowed to share any information without first obtaining permission from EY Global Services Limited. From time to time we share your information with other third parties (in addition to Avature Limited). However, we will only disclose your personal details for the following reasons:

In addition, where you have expressed an interest in pursuing a specific career opportunity with EY, your information will be automatically moved from the Tool to EY’s Global Recruitment Management System (GRMS) for application tracking. A copy of our GRMS Privacy Policy can be requested via the following contact us link.

Applying for a job outside of your home country

If you express an interest in working for EY outside of your home country, your profile in the Tool will be accessed, and you will be contacted by, the EY recruitment and sourcing staff of the country you have expressed an interest in. This EY team will apply the recruitment and screening processes and questions which are applicable to and common in their particular jurisdiction.

8. Transfer of Personal Data

The access rights detailed above involves transferring personal data in various jurisdictions (including jurisdictions outside the European Union) in which EY operates (EY office locations are listed at www.ey.com/ourlocations). EY will process your personal data in the Tool in accordance with applicable law and professional regulations in your jurisdiction. Transfers of personal data within the EY network are governed by EY’s Binding Corporate Rules (www.ey.com/bcr).

The transfer of personal data to Avature is governed by a contract that includes standard data protection clauses adopted by the European Commission.

9. Data retention

The policies and/or procedures for the retention of personal data in the Tool are:

You can ask to have your personal data deleted from the Tool at any time. Your personal data remains in the Tool as long as you have expressed interest in EY or until you have secured a position with EY. However, please note that your data will not be kept more than 18 months (*) after the last contact with you. We will provide you the opportunity to re-opt in every 18 months (*). If you do not opt-in, your data will be removed from the Tool.

For some countries, a different retention period will be applied:

Germany: 6 months; Austria: 9 months; Switzerland and the Netherlands: 12 months.

For candidates in the United States of America only:

Your information will remain in the Tool as long as you have expressed interest in EY or until you have secured a position with EY. Your data will not be kept more than 36 months after your last response to or communication with EY, at which time you will be given the opportunity to re-opt in. If you do not opt-in, your data will be removed from the Tool.

10. Security

EY is committed to making sure your personal data is secure. To prevent unauthorized access or disclosure, EY has technical and organizational measures to safeguard and secure your personal data. All EY personnel and third parties EY engages to process your personal data are obliged to respect your data’s confidentiality.

11. Controlling your personal data

EY will not transfer your personal data to third parties (other than any external parties referred to in section 7 above) unless we have your permission or are required by law to do so.

You are legally entitled to request details of EY’s personal data about you.

To confirm whether your personal data is processed in the Tool or to access your personal data in the Tool, contact us or email your request to global.data.protection@ey.com.

12. Rectification, erasure, restriction of processing or data portability

You can confirm your personal data is accurate and current. You can request rectification, erasure, restriction of processing or a readily portable copy of your personal data by contacting us or by sending an e-mail to global.data.protection@ey.com

13. Complaints

If you are concerned about an alleged breach of privacy law or any other regulation, contact EY’s Global Privacy Officer, Office of the General Counsel, 6 More London Place, London, SE1 2DA, United Kingdom or via email at global.data.protection@ey.com or via your usual EY representative. An EY Privacy Officer will investigate your complaint and provide information about how it will be handled.

If you are not satisfied with how EY resolved your complaint, you have the right to complain to your country’s data protection authority. You can also refer the matter to a court of competent jurisdiction.

14. Terms applicable to data processing in Russia and CIS countries

EY is processing your data for the performance of the following actions (operations): collection, systematization, accumulation, storage, adjustment (renewal, change), copying, use, provision of your data to third parties, depersonalization, removal, blocking, destruction, and cross-border transfer, including on the territory of foreign states which are not parties to the Convention of the Council of Europe for the Protection of Individuals with regard to Automatic Processing of Personal Data and which do not ensure adequate protection of personal data, and entrusting other entities (including Avature Limited) to process your data by using any methods and operations specified herein.

15. Links to third party sites

The Tool contains links to other third party sites that are not governed by this Privacy Notice. We make no representations or warranties regarding how user data is processed on third-party servers. Please review the privacy policy of such sites to determine their use of your personal data.

16. Contact us

If you have additional questions or concerns, email global.data.protection@ey.com.