Global Data Privacy Statement for Recruiting
This privacy statement is effective from 28 November 2018 and explains how we collect and use the personal data and associated information of our internal and external job candidates and applicants
A.P. Møller - Mærsk A/S and the Maersk Group, and where applicable joint ventures and associated companies of the Group (‘APMM’), recognize and respect the privacy of our applicants, current employees and former employees. This Privacy Statement concerns personal data submitted by you during your online or paper application process, personal data collected by APMM as part of the recruitment process, personal data collected by APMM as part of a previous employment process and personal data submitted in the Candidate Pool. By clicking “Yes, I have read the Privacy Statement and I accept it”, you consent to APMM using, storing and otherwise processing your personal data (including any sensitive personal data) in accordance with the description below.
What information do we collect and how is it used?
To apply for a position online within APMM you have to register a profile on our website using a username and a password of your own choice. Your username and password will be required to gain access to your profile. You can also register a profile without applying for a specific position or without releasing your profile in the Candidate Pool.
When applying for a position within APMM, you will be requested to submit personal data to your profile, such as your name, e-mail address, mobile phone number, your primary language and an attachment of your resume/CV. You may also be requested to provide additional data and information, such as your address, cover letter, relevant education and any other relevant information required for APMM to evaluate your application. You may be requested to respond to various assessment tests, including assessment tests on logical reasoning and personality profiling. You will be informed prior to any collection of your personal data, including in case of references being collected during the recruitment process if required according to applicable local law. Furthermore, we will obtain consent for collecting references if required according to applicable local law.
If you are already employed within APMM, personal data collected by APMM as part of this employment process, including but not limited to information on your internal job history, appraisals, assessment and profiling results, education and courses will automatically accompany your application when you apply for a new position internally. If you have previously been employed within APMM, you explicitly consent to your employee data being stored in accordance with the internal policies and applicable local law from this employment, including but not limited to information on your internal job history, reason for termination, appraisals, assessment and profiling results, education and courses.
If you are applying for a position where health certification is required by law or internal policy, for example in all positions offshore, you may also be required to participate in a health examination in compliance with applicable local law.
If you are applying for a position where a criminal history record, credit report or visa/work permit etc. is required by law or internal policy, you may be required to provide these as well, in compliance with local law.
If your application is successful, the job offer may be conditional on pre-employment checks being carried out to APMM’s satisfaction.
APMM is collecting information that makes it possible for us to assess your candidacy for our available positions. APMM is an equal opportunity employer (in accordance with applicable federal, state and local law) and makes all employment-related decisions entirely on merit and qualifications. Consequently, you should only include information relevant for the review of your application, and disregard information such as your race or ethnic origin, your political or philosophical orientation, your religious beliefs, your union memberships or your sexual orientation. If you are applying for a position in the US you will be asked to provide certain specific demographic information in a separate questionnaire due to APMM’s obligation to collect information for equal opportunity compliance purposes. The assessment of your application will not be affected in any way should you choose not to provide the listed information.
If you are below the local legal age applicable (18 years in Denmark) please make sure to consult your parents/legal guardian before applying for a position with APMM. Please also be informed that APMM requires your parents’/legal guardian’s consent before an employment relationship may be established.
The legal entity responsible for the collection and processing of your personal data is the company to which you are applying. An updated list of the APMM companies worldwide is published on a yearly basis together with the annual report. The company overview can be found here.
Automatically Collected Information. The website may collect certain information automatically, such as the type of PC device or operating system you use, the amount of time you spend on the web page, and information about the way you use the web page. The webpage may also use certain analytics software that enables us to better understand the functionality used in the website so that we can continue to improve the website. The website does not knowingly collect personal data about any person under the age of 18 years. You can stop continued collection of information by the website easily by opting-out of data collection in the website settings section. However, please note that we will retain any previous usage information collected from the website according with the retention section of this Privacy Statement, How long do you keep my information for? Paragraph below.
Which are the purposes for processing your personal data?
- APMM processes the personal data submitted by you or collected from other parties for the purpose of assessing your candidacy for our available positions, as well as for HR and personnel administration purposes, evaluating the use of our websites for statistical purposes and for compliance with any laws to which APMM is subject.
We may further process your personal data for the following purposes:
- Provision of our services and products according to agreed terms and as per your request
- Facilitating communication with you for the purpose of recruiting, providing information, references and recommendations
- To accommodate your requests and inquiries for information
- Monitoring your use of our website to enable us to personalize your experience on our web page
- Provision of newsletters or notifications, including press releases
- To conduct and manage anti-corruption and anti-bribery checks
- Apply analytics to business operations and data to describe, predict and improve business performance within our tool and/or to provide a better user experience. Specifically, areas within analytics include descriptive analytics, predictive analytics, analytics involving individuals (i.e. clients) use personal data, analytics driven by marketing, single customer view and customer journey, talent/employee management analytics.
By accepting this Privacy Statement, you explicitly consent to and authorize HR professionals in the HR department responsible for the recruitment process, as well as hiring managers involved in the recruitment, to gain access to any and all of the personal data included in your application. If you are already employed with APMM you also explicitly consent to personal data collected by APMM as part of this employment process, including but not limited to information on your internal job history, appraisals, assessment and profiling results, education and courses, being disclosed and made available to the HR department responsible for the recruitment process, as well as the hiring managers involved. Your current manager will not be informed at this stage. However, we may at a later stage wish to collect references, including from your current manager. See the procedure described in Section 2 of this Privacy Statement.
If you have previously been employed within APMM, you explicitly consent to your employee data being stored in accordance with the internal policies and applicable local legislation from this employment, including but not limited to information on your internal job history, reason for termination, appraisals, assessment and profiling results, education and courses, which will automatically accompany your application when you apply for a new position within APMM, and thus subsequently be processed by APMM during this recruitment process.
Part of the support to our HR departments has been offshored to service centers outside the EU, currently in India, the Philippines, China, the US, Costa Rica, Brazil, Poland, the United Arab Emirates, Malaysia and Japan, and authorized HR and IT employees based in these service centers will also have access to the personal data submitted by you or collected by APMM with your consent. For the purpose of administering our online recruitment site, suppliers of this system located globally may also gain access to your personal data. The same applies for other suppliers located globally that APMM contractually assigns to process personal data on our behalf, including but not limited to external third parties performing various assessment tests during the recruitment process. However, any such suppliers providing services on behalf of APMM have to meet high data security standards to protect your personal data (including any sensitive data).
The personal data submitted by you or collected by APMM during the recruitment process may also be shared with any third party, courts, government body, regulator, law enforcement office or any other applicable authority, if mandated due to legal or regulatory requirements.
You understand and accept that the personal data you are submitting in connection with an application and other submitted personal data including potential assessment tests results, interview conclusions, etc. may be disclosed to HR professionals in the HR department responsible for the recruitment process of another APMM company, including in another country, if at a later stage (see below) you decide to apply for a position at this APMM company.
What is the Candidate Pool?
The Candidate Pool is a shared pool for candidates to release their profile and share their data in the database for future job opportunities in APMM. If you decide to release your profile in the Candidate Pool, you explicitly consent to personal data submitted by you during your online or paper application process, personal data collected by APMM as part of the recruitment process and personal data collected by APMM as part of a previous employment process, including but not limited to potential assessment tests results, interview conclusions and an overview of previous applications (and whether they are in process, rejected, etc.) being made available and disclosed to authorised APMM HR professionals around the world, including in territories other than your preferred employment location. An updated list of the APMM companies worldwide is published on a yearly basis together with the annual report. The company overview can be found here. The authorised HR professionals may access your profile when recruiting for a specific position, for statistical, operational or other legitimate business purposes, etc.
You may at any time unrelease your profile from our Candidate Pool by logging on to your profile and unchecking the relevant box. Likewise, you can check, change and update your personal data at any time by logging on to your profile and clicking “My Profile”.
On which legal basis do we process your personal data?
We processes your personal data for the purposes set out in this global privacy statement for one or more of the following reasons: (i) because we are required to do so for compliance with a legal obligation to which it is subject, (ii) because such information is necessary for the performance of a contract to which you are a party, (iii) because the processing is necessary for the purposes of the legitimate interests pursued by us, by yourself or by a third party, or (iv) where necessary in order to protect the vital interests of any person. We have a legitimate interest in collecting and processing personal data, for example: (1) to ensure that our networks and information are secure, (2) to administer and generally conduct business and (3) to prevent fraud.
Where will your information be processed?
APMM is a global conglomerate and personal data submitted or collected during the recruitment process, personal data collected during a previous employment process and personal data submitted and released in the Candidate Pool may be transferred to our various divisions, joint ventures and affiliated companies around the world, located inside or outside the European Economic Area (EEA) for the purposes described in Section 3. An updated list of the APMM companies worldwide is published on a yearly basis together with the annual report. The company overview can be found here. Furthermore, your personal data may be transferred to external data processors located inside or outside the EEA for the purposes described in Section 3, including but not limited to suppliers of the online recruitment site and external third parties performing various assessment tests. By accepting this Privacy Statement, you give your explicit consent to the transfers described in this Privacy Statement. The level of protection afforded by the laws of the different countries may vary. However, APMM will make all reasonable efforts to ensure that processing of your personal data by APMM (or its agents) outside the EEA will be carried out in a way which provides equivalent protection to the standards applied by APMM within the EEA and that external data processors meet high data security standards to protect your personal data.
How long do you keep my information for?
We will keep the personal data submitted by you as part of your profile registration and/or job application and job candidacy process and other collected and submitted personal information as part of such application process, including potential assessment tests results, interview conclusions, etc., for a period of 6 months unless local legal requirements would set out a longer or shorter mandatory retention period. The starting point for calculating the retention periods will be, as follows: the last log on of the candidate into the E-Recruit, which can be, for i.e. the moment when you create you profile in E-recruit, the moment when you apply for a job, the moment when you log onto the system to check and/or update your profile; the rejection of your job application; the moment when you withdrawn your application candidacy for the job, etc.
APMM retains your personal data to simplify the application process in the event you should choose to apply for another job at APMM during this period. You give your explicit consent to APMM to retain your personal data in accordance with this Section.
If you are an internal or an external candidate, before the retention period is being reached you will receive an email inviting you to log-in to your profile. If you do not update your profile within 1 month of receiving such an email, your profile will be deregistered and your data will be deleted irrevocably, independent of you releasing your profile in our candidate pool.
If you are hired by APMM, your personal data submitted and all personal data collected through the recruitment process will be stored and processed throughout your employment along with your personal data collected throughout the employment process in accordance with the employment contract. The personal data will be deleted after the end of your employment in accordance with the internal policies in this respect and applicable local legislation.
Cookies and other tracking technologies
We have implemented appropriate organizational and technical security measures to protect your personal data. We maintain organizational, physical and technical security arrangements for all the personal data we hold. We have protocols, controls and relevant policies, procedures and guidance to maintain these arrangements taking into account the risks associated with the categories of personal data and the processing we undertake. We store personal data on servers with limited access located in secured facilities, and our security measures are evaluated on an ongoing basis. The servers are protected by anti-virus software and firewalls, among other measures.
A.P. Møller - Mærsk A/S, Esplanaden 50, DK-1098 Copenhagen K, Denmark, is the legal entity responsible for the collection and processing of your personal data which is not submitted and collected in accordance with an application, i.e. if you release your profile in our Candidate Pool without applying for a position or if your register a profile without applying for a position. However, if you choose to release your profile in our Candidate Pool, your personal data will be disclosed to other APMM companies as described in Section 5 and these APMM companies will then process your personal data on their own behalf as described in Section 5.
What are my rights?
- Request access to the personal data we process about you: this right entitles you to know whether we hold personal data of you and, if so, obtain information on and a copy of those personal data.
- Request rectification of your personal data: this right entitles you to have your personal data be corrected if it is inaccurate or incomplete.
- Object to the processing of your personal data: this right entitles you to request that we no longer process your personal data.
- Request the erasure of your personal data: this right entitles you to request the erasure of your personal data, including where such personal data would no longer be necessary to achieve the purposes.
- Request the restriction of the processing of your personal data: this right entitles you to request that we only process your personal data in limited circumstances, including with your consent.
- Request portability of your personal data: this right entitles you to receive a copy (in a structured, commonly used and machine-readable format) of personal data that you have provided to us, or request us to transmit such personal data to another data controller
Note that most of the personal data that we hold about you comes from information you completed, therefore, please ensure that you keep your information correct and up to date by updating your profile/information in the website. Please note, however, that certain personal data may be exempt from the above-mentioned rights pursuant to applicable data privacy or other laws and regulations.
To the extent that the processing of your personal data is based on your consent, you have the right to withdraw such consent at any time by contacting our Data Protection Officer. Please note that this will not affect our right to process personal data obtained prior to the withdrawal of your consent, or its right to continue parts of the processing based on other legal bases than your consent.
If you wish to exercise your right to access your personal data, to object to it being processed or to rectify processed data, please contact DataPrivacy@maersk.com or send a letter to A.P. Møller - Mærsk A/S, Esplanaden 50, DK-1263 Copenhagen K, Denmark, Att.: Data Privacy.
As the privacy of our applicants and our employees is of utmost importance to APMM, this Privacy Statement will be updated on an ongoing basis to make sure that we comply with legal requirements.
If you have any questions about this Privacy Statement or other questions regarding protection of your personal data please contact DataPrivacy@maersk.com or send a letter to A.P. Møller - Mærsk A/S, Esplanaden 50, DK-1263 Copenhagen K, Denmark, Att.: Data Privacy.
This Privacy Statement was last updated November 28, 2018.