Notice effective 25 May 2018
FinancialForce recognizes that privacy is important. We developed this Job Applicant Privacy Notice (the “Notice”) to inform you of how FinancialForce will use the information you submit through the FinancialForce Careers Section (the “Section”) of the FinancialForce website, to one of the email addresses provided in the Section, to FinancialForce in any other way and/or which we may collect or be provided as part of a job application and/or job search process (“Applicant Information”).
Your use of other FinancialForce services is governed by any applicable terms and our Privacy Statement.
All Applicant Information you submit to FinancialForce is collected by FinancialForce in the jurisdiction where the position is located and may also be shared with FinancialForce in the United States (where the US entity is not the hiring entity). Applicant Information may be shared with our affiliates, subsidiaries or joint ventures in other jurisdictions for the purposes set out in this Notice. Please note that the controller for your data is the FinancialForce company in the country you that you are applying to (data for all FinancialForce companies, company details and the person responsible for privacy related matters are found here), but that your data will be shared with the other companies within the FinancialForce group (which data is available here) for the same purposes and under the same conditions.
FinancialForce has intercompany agreements in place to manage transfer of personal data between FinancialForce affiliates, including the transfer of personal data between the European Economic Area and the United States; all of which is subject to prior agreements being entered into with the recipients in accordance with the transfer mechanisms approved by the European Commission from time to time.
By submitting Applicant Information, you expressly acknowledge that you have read and understand all of the terms of this Job Applicant Privacy Notice.
INFORMATION WE COLLECT
Schedule 1 to this Notice describes the information we may collect about you or you may provide to FinancialForce
HOW WE USE THE INFORMATION WE COLLECT
We collect and maintain different types of Applicant Information. As a general rule, FinancialForce collects personal information directly from you. In most circumstances where the personal information that we collect about you is held by a third party, we will obtain your permission before we seek this information from such sources (such permission may be given directly by you, or implied from your actions).
From time to time, we may utilize the services of third parties in our business and may also receive personal information collected by those third parties in the course of the performance of their services for us or otherwise. Where this is the case, we will take reasonable steps to ensure that such third parties have represented to us that they have the right to disclose your personal information to us.
Where permitted or required by applicable law or regulatory requirements, we may collect information about you without your knowledge or consent.
In general we collect, process, use and store information about you:
- With your consent;
- To fulfill our legal duties;
- To comply with any legal obligations we are required to comply with;
- As is necessary to protect your vital interests or those of someone else; and/or
- For our legitimate interests or those of third parties.
We have described the ways in which we use your information below. For some processing activities, more than one reason or basis for processing may be relevant, depending on the circumstances. FinancialForce uses the Applicant Information you submit or may be received (and may in certain circumstances disclose the Application information you submit or may be received) for the following purposes:
- Determine your eligibility for initial employment (including the verification of references and qualifications);
- Conduct verification and vetting, including criminal background checks and credit checks where required by law and/or so assess your suitability for your role;
- Correspond with you by phone, email, social media and post/mail; Administer your application for a job with us;
- To assess your skills, qualifications suitability and interests against our career opportunities;
- To verify your information, check right to work, and conduct reference checks;
- Conduct an assessment of your ability to perform required job functions Making a job offer to you;
- To conduct background checks if you are offered a job;
- To communicate with you and inform you of career opportunities;
- To create and submit reports as required by law or regulation;
- To improve our recruitment process including diversity and inclusion initiative (in aggregated, anonymized, or otherwise non-personalized form); and
- Conduct verification and vetting, including criminal background checks and credit checks where required by law and/or to assess your suitability for your role
- Correspond with you by phone, email, social media and post/mail
- Making a job offer to you
- Manage and administering our equal opportunities reporting
- Respond to binding requests or search warrants, subpoenas, orders from courts, governmental, regulatory and/or enforcement bodies and authorities
- Responding to non-binding requests or search warrants or orders from courts, governmental, regulatory and/or enforcement bodies and authorities
- Comply with disclosure orders arising in civil proceedings
- Investigate, evaluate, demonstrate, monitor, improve, report on and meet FinancialForce’s compliance with relevant legal and regulatory requirements Investigating, evaluating, demonstrating, monitoring, improving, reporting on and meeting FinancialForce’s compliance with best practice and good governance responsibilities
- Responding to employment and industrial relations matters where permitted by applicable law, including criminal investigations, grievances, arbitrations, negotiations, elections and strikes
- Protection of FinancialForce’s assets and rights, including taking legal action or defending legal action as necessary
- as permitted or required by applicable law or regulatory requirements; and
- to protect the rights and property of FinancialForce.
If you accept employment with FinancialForce, the information collected will become part of your employment record and will be used for employment purposes.
We also may use the following types of data in the manner described below.
Background checks. FinancialForce conducts background checks on all employees where permitted and in accordance with applicable laws and regulations. These checks are completed once you are offered a job at FinancialForce. Certain roles and/or projects at FinancialForce may also require a security clearance. Some security checks may require you to disclose personal information, including financial information, about your partners and/or parents. Employment at FinancialForce is contingent upon the completion of a satisfactory background check (where a background check is permitted) and obtainment of a security clearance, if applicable. If something on your background check appears to be a reason that FinancialForce cannot hire you, we will notify you that we may not be able to offer you a position because of that information. Where required by law, and where this data is available to FinancialForce, we will also provide you with a copy of your background check, and where applicable and available in the country in which you are applying, information on the process for correcting a criminal record. Where FinancialForce uses a third party to conduct background checks FinancialForce may only receive the outcome of background checks and any discrepancy found.
Information About Others. You may provide and/or we may receive information regarding referees you provide as part of the application and/or job search process with FinancialForce. You have a duty, before you provide us with their data, to obtain their consent and inform them that we are going to process this data in accordance with this Notice, as appropriate.
You can choose what types of Applicant Information, if any, to submit. Submitting your Applicant Information is voluntary. However, if you choose not to submit your Applicant Information, our ability to consider you as a candidate may be limited.
WHEN DO WE DISCLOSE YOUR PERSONAL INFORMATION?
We may share your personal information with our employees, contractors, consultants and other parties who require such information to assist us with your application or job search process including: parties that provide products or services to us or on our behalf and parties that collaborate with us in the provision of products or services to you. In some instances, such parties may also provide certain information technology and data processing services to us so that we may operate our business. We may share personal information with such parties both in and outside of your home jurisdiction, and as result, your personal information may be collected, used, processed, stored or disclosed in the United States of America any other country where FinancialForce operates. When we share personal information with such parties we typically do so pursuant to a contract with such parties, which contracts, in case such parties are located in third countries without a finding of adequacy by the European Commission, shall be drafted to include data transfer measures approved by the European Commission from time to time.
In addition, personal information may be disclosed or transferred to another party (including to another party outside of your home jurisdiction) in the event of a change in ownership of, or a grant of a security interest in, all or a part of FinancialForce through, for example, an asset or share sale, or some other form of business combination, merger or joint venture, provided that such party is bound by appropriate agreements or obligations and required to use or disclose your personal information in a manner consistent with the use and disclosure provisions of this Notice.
Further, your personal information may be disclosed in aggregated, anonymized, or otherwise non-personalized form and/or with your consent.
You have the right to access to the personal information we collect about you to correct, amend, or delete that information. Only those FinancialForce employees who need access to your personal information in order to perform their job have access to view that information that is stored in our systems.
UPDATING YOUR PERSONAL INFORMATION
We only intend to maintain personal information that is accurate, current, and only for use as originally intended. You are responsible for informing FinancialForce of any changes, corrections or updates to your personal information and you can do so at any time by contacting:
United States, Canada and Australia
SVP of Employee Success
595 Market Street, Suite 2700
San Francisco, California 94105
+1 (925) 785-8543
HOW LONG IS YOUR PERSONAL INFORMATION RETAINED?
Except as otherwise permitted or required by applicable law or regulatory requirements, FinancialForce endeavors to retain your personal information only for as long as it believes is necessary to fulfill the purposes for which the personal information was collected (including, for the purpose of meeting any legal, accounting or other reporting requirements or obligations), as long as required by law or, otherwise, at least until any responsibilities or liabilities connected to such data expire in accordance with the appropriate statute of limitations. We may, instead of destroying or erasing your personal information, make it anonymous such that it cannot be associated with or tracked back to you.
If you are not successful in your job search with FinancialForce, we may also retain Applicant Information to contact you about other jobs/roles which may be of interest. If you don’t want us to contact you please contact firstname.lastname@example.org including the words “unsubscribe me”.
If we have made a provisional offer of employment and that is subsequently revoked following the outcome of background checks we will retain a record of the background check and results where required by applicable law and/or our record retention policies and procedures. Otherwise we will retain a record only that any offer of employment was revoked and the discrepancy recorded as the reason for such revocation.
DATA CONTROLLER & PERSON(S) RESPONSIBLE FOR PRIVACY RELATED MATTERS
Please note that the controller for your personal information is the company that employs you, such entities being as described below:
FinancialForce UK Limited
FinancialForce Spain S.L.U.
FinancialForce Australia Pty Limited
FinancialForce.com Canada, Inc.
The person(s) responsible for privacy related matters are as described below:
Privacy Officer: Sharyn Dodson
INQUIRIES OR CONCERNS?
If you wish to exercise your rights of access, rectification, erasure, restriction of processing, data portability, objection to automated decision-making, or you have any questions about this Notice or concerns about how we manage your personal information, please contact the office of our Privacy Officer by e-mail to email@example.com. We will endeavor to answer your questions and advise you of any steps taken to address the issues raised by you. If you are unsatisfied with our response, you may be entitled to escalate your complaint as more fully described below or to file a claim before the appropriate data protection supervisory authority.
CHANGES TO THIS NOTICE
FinancialForce may from time to time make changes to this Notice to reflect changes in its legal or regulatory obligations or in the manner in which we deal with your personal information. We will post any changes to the Notice on this page. Each version of the Notice is identified at the top of the page by its effective date.
For more information about our privacy practices, please contact us at firstname.lastname@example.org any time, or write to us at:
Beckwith Head Road
Harrogate, HG3 1RY, UK
|United States, Canada and Australia
595 Market Street, Suite 2700
San Francisco, California 94105
|Type of personal data||Collected from|
Contact details including mobile telephone number(s)
|Date of birth
Next of kin or other dependants
Marital or relationship status
Lifestyle and social circumstances
Emergency contact information
|Identity and background information|
|Details of education and qualifications and results
Career history, experience and skills
Driving licence information
Psychometric test results
Test results from any pre-qualification tests taken as part of application process
Right to work, residency and/or other visa information (where unrelated to your race or ethnicity)
Curriculum Vitae (CV) or resume and professional profile
Image or photographs
Evaluative notes and decisions from job interviews
Preferences relating to job location and salary
Conflicts of interests (including where related to family networks)
Recruitment consultants and agencies
Your previous employers
Publicly available information from online resources
|Special categories of information|
|Racial or ethnic origin (including your nationality and visa information)
Religious or philosophical beliefs
Trade union membership
Biometric data (including fingerprint and retinal scans)
Data concerning physical and/or mental health
Information relating to actual or suspected criminal convictions and offences
Third party providers of background checks
|Application administration information|
|Your working preferences and feedback in relation to FinancialForce and our staff
Your preferences in relation to our use of your personal data
Working time preferences
|National insurance number and/or other governmental identification numbers||You|