As part of any recruitment process, ITHAKA collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and how we meet our data protection obligations.
What information does ITHAKA collect?
As part of the recruitment process we collect a range of information about you. This may include:
- Your name, address, and contact details, including email address and telephone number
- Details of your education, qualifications, skills, experience, and employment history
- Information about your current level of remuneration, including benefit entitlements, and your compensation requirements
- Whether or not you have a disability for which we need to make reasonable accommodations during the recruitment process
- Information you may provide as part of a voluntary self-identification, including race, ethnicity, veteran status, or disability
- Where required by local law, information about your authorization to work in the country where we are hiring
- Special categories of data, such as information about ethnic origin, sexual orientation, or religion or belief, to monitor recruitment statistics
We collect this information in a variety of ways. For example, data might be contained in the online application tracking system, CVs or resumes, information obtained from your passport or other identity documents, or data collected through interviews or other forms of assessment.
We may also collect personal data about you from third parties, such as references supplied by former employers and information collected during third-party background checks.
Data may be stored in a range of different places, including in your application record, in HR systems, and on other IT systems (including email).
Why does ITHAKA process personal data?
We need to process data to take steps at your request to consider you for the applicable job opening. If you are joining ITHAKA as a contractor, we may also need to process your data to enter into a contract with you.
In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, where required by local law, we are required to check that you are eligible to work in the country where we are hiring before employment starts. We may also collect information about whether or not applicants are disabled to make reasonable accommodations for candidates who have a disability. We would process such information to carry out our obligations and exercise specific rights in relation to employment.
We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment, and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.
Who has access to data?
Your information may be shared internally with staff who are involved in the recruitment process for the specific job opening. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy, and IT staff, if access to the data is necessary for the performance of their roles.
The application process at ITHAKA is conducted through a recruitment platform called Greenhouse, which is primarily hosted in the U.S. Any information you supply to this platform as part of the application process is subject to Greenhouse’s terms of use and privacy policy.
If you apply through a third-party platform such as Indeed or LinkedIn, you may expose your data to that third party. Any data you provide to such a third party platform will be subject to that platform’s terms of service and privacy policy.
If we offer you employment, we may then share some of your data with your former employers to obtain references for you.
How does ITHAKA protect data?
We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused, or disclosed, and is not accessed except by our employees in the proper performance of their duties.
For how long does ITHAKA keep data?
If your application for employment is unsuccessful, ITHAKA will hold your data on file for consideration for future employment opportunities. You are free to withdraw your consent at any time. Please email privacy@ithaka.org to let us know if you wish to withdraw your consent.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to an electronic HR file set up in your name and retained during your employment.
Your rights
As a data subject, you have a number of rights. You can:
- Access and obtain a copy of your data on request
- Require ITHAKA to change incorrect or incomplete data
- Require ITHAKA to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
- Object to the processing of your data where ITHAKA is relying on its legitimate interests as the legal ground for processing
If you would like to exercise any of these rights, please contact us at privacy@ithaka.org.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to ITHAKA during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.
Automated decision-making
Recruitment processes at ITHAKA are not based on automated decision-making.