Candidate Privacy Notice
What is the purpose of this document?
OAG Aviation Worldwide Limited (“OAG”) is committed to protecting the privacy and security of your personal data. This Privacy Notice describes how OAG and its subsidiaries, affiliates and other entities in the OAG Aviation Group (the “OAG Aviation Group”, “we”, or “us”) collect and process personal data relating to candidates during the application and recruitment process. OAG is committed to being transparent about how we collect and use personal data and to meeting our data protection obligations.
OAG is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for.
This Privacy Notice applies globally and includes specific provisions to comply with data protection laws in various jurisdictions, including but not limited to the GDPR in the EU, UK GDPR, CCPA in California, APPI in Japan, PIPL in China, Privacy Act 1988 in Australia, PDPA in Singapore, and various regulations in the Middle East and Africa.
The information we collect about you
- Your name, address and contact details, including email address and telephone number.
- Information you have included in your CV such as details of your qualifications, skills, experience and employment history.
- Information about your current level of remuneration.
- Information about your health including whether or not you have a disability for which OAG needs to make reasonable adjustments during the recruitment process.
- Information about your entitlement to work in the specific region you have applied to work from.
- Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health, and religion or belief.
- Information from the application process including role specific assessments, ability assessments tests and psychometric testing.
- Any other such information that you provide to us during the interview.
Depending on your location, we may be required to collect additional information as mandated by local laws.
How is your personal information collected?
We collect personal information about candidates from the following sources:
OAG collects this information in a variety of ways and will include data directly from you the candidate, data that is contained in application forms, CVs or resumes, data obtained from your passport or other identity documents, or collected through interviews or other forms of assessment including psychometric tests. Data may also be collected from third parties such as recruitment agencies or job boards, this data would normally be provided in the form of CVs.
Other third parties, where we collect data may include references supplied by former employers, information from employment background check providers and information from criminal records checks. OAG will seek information from these third parties only once a job offer has been made to you and will inform you that it is doing so.
Personal Data will be stored within systems operated by OAG, including HR management systems and on other IT systems (including email).
In some jurisdictions we are required to notify you of the specific third parties from whom we collect personal information. This information will be provided to you during the application process where applicable.
How we will use information about you
- We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the role.
- Carry out background and reference checks, where applicable.
- Communicate with you about the recruitment process.
- Keep records related to our hiring processes.
- Comply with legal or regulatory requirements.
It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to that role.
We also need to process your personal information to decide whether to enter into a contract of employment with you.
Our processing activities are in compliance with the Data Protection regulations and, depending on your location, this includes the right to know about the personal data we collect and the purposes for which we use it.
If you fail to provide personal information
You are under no statutory or contractual requirement to supply to us your personal data during the recruitment process. However, if you do not supply information when requested, then we will not be able to consider your application properly.
You do not have to supply data for equal opportunities monitoring and should you choose not to there will no consequence to your application.
Information about criminal convictions
We do not envisage that we will process information about criminal convictions.
We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so.
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
Automated decision-making
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Data sharing
We will only disclose your personal information with third parties for the purposes of processing your application and other entities in the OAG Aviation Group (the Group). All our third-party service providers and other entities in the Group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
For candidates located in the European Economic Area (EEA), we use Standard Contractual Clauses (SCCs) to safeguard data transfers outside the EEA. For candidates in China, we comply with the Personal Information Protection Law (PIPL) requirements for cross-border data transfers.
For further information on the international transfer of data please email dpo@oag.com.
Data security
We have put in place appropriate physical, technical and organisational security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from our People & Culture Department.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Data retention
How long will you use my information for?
If your application in unsuccessful we will retain your personal information for a period of six (6) months after the end of the recruitment process.
At the end of this period, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on the basis that there may be further opportunities. However, if you withdraw consent for us to continue to retain your personal information then it will be securely destroyed.
If you are offered and accept employment with OAG, the personal data we collected during the application and recruitment process will become part of your employment record and we may use it in connection with your employment consistent with our employee personal data policies.
Rights of access, correction, erasure, and restriction
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during the recruitment process.
You have the right to access information held about you and the right to request that information be deleted or corrected (as appropriate). You have the right to request to restrict or object to processing data. You may also have the right to request that your information is transferred to another organisation. You can exercise these rights at any time by visiting the OAG website, www.oag.com, and completing the Data Subject Request form, located at the bottom of the home web page.
Depending on the jurisdiction where you are located, some of these rights may not apply.
Right to Withdraw Consent
Depending on your jurisdiction, you may have the right to withdraw your consent for specific data processing activities. In the EU and UK, this is governed by the GDPR and UK GDPR, respectively. In the USA, this is subject to state laws such as the CCPA in California.
To withdraw your consent, if applicable, contact us visiting the OAG website, www.oag.com, and completing the Data Subject Request form, located at the bottom of the home web page.
Data protection officer
We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal data, or you would like to make a request relating to your personal data, please contact the data protection office at: dpo@oag.com. If you are unsatisfied with our response to any issues that you raise with the data protection officer, you may have the right to make a complaint at any time to the data protection authority in your jurisdiction.
By continuing with your application, it is deemed you have read, understood and confirm consent to the collection, processing, storage and transfer of your personal data in accordance with this Candidate Privacy Notice.