Privacy Notice – Recruitment (Trisys)

GlobalLogic Corp. UK Ltd (“GL UK&I,” “we,” “us” and/or “our”) is committed to  protecting the privacy and security of your personal data. We are the data controller in respect of the  personal data we process about you in relation to your application to work with us. GL UK&I is a wholly owned subsidiary of GlobalLogic Inc, a Hitachi Group Company.

Parkview House

6 Woodside Place

Glasgow

G3 7QF

Andrew Barclay

Chief Operating Officer

+44 (0)141 572 3040

enquiries@uk.globallogic.com

This Privacy Notice describes how we collect and process your personal data during and after submission of your application, in accordance with the retained EU law version of the General Data Protection Regulation ((EU) 2016/670) (UK GDPR) and the Data Protection Act 2018 (and regulations made thereunder) or any successor legislation. This notice applies to those who have submitted an application or CV (directly or indirectly) seeking a role within GL UK&I, whether as an employee, temporary worker, or contractor.

We may update this notice at any time, and should we do so, we will provide you with an updated copy as soon as reasonably practical. If you are successful in your application, we will provide you with a further notice informing you of how we will process your data as part of your role.

It is important that you read and retain this notice together with any other Privacy Notice we may provide on specific occasions when we are collecting or processing personal data about you. This will ensure you are aware of how and why we are using such information and what your rights are under the legislation.

Personal Data: means any information relating to an identified or identifiable natural person (“Data Subject”). An identifiable natural person is one who can be identified, directly or indirectly, by reference to an identifier such as name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person. Examples include, but not limited to, your name, email address, bank account number, PAYE code etc.

Special Category Data: means personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership and the processing of genetic data, biometric data for the purposes of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sexual orientation. Examples include, but not limited to, information about your health or biometric passport.

We collect personal data for recruitment purposes about applicants from the following places:

• Directly from you where you contact us in writing, by email, in person, by telephone or through our website.

• From employment agencies and job boards.

• From publicly available sources such as social media platforms.

• Referrals from sources known to GL UK&I such as existing or previous employees, contractors, customers, or partners.

• Name

• Address

• Email Address

• Telephone Number

• Teams/Zoom Addresses

• Social Media Personas

• CV/ Resume

• Career History

• Career Interests

• References

• Salary Details

• Right to work in UK/ Visa details (if applicable)

• Psychometric and technical test results

• Notes on suitability during interview & Status of Application Records of correspondence

• Any considerations which must be factored to facilitate an interview

• Any other information you provide as part of your application or interview process

We may also collect, store, and use the following types of sensitive personal information:

• Information about your race or ethnicity, religious beliefs, sexual orientation, and political opinions.

• Information about your health, including any medical conditions, health, and sickness records.

We will use your sensitive personal data in the following ways:

• We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.

• We will use information about your race or national or ethnic origin, religious, philosophical, or moral beliefs, or your sexual orientation, to ensure meaningful equal opportunities monitoring and reporting.

It is a customer requirement that our employees and other individuals supplying services on behalf of GL UK&I have undergone background screening checks. You may therefore be required to undergo a criminal disclosure check in addition to other vetting checks should you be offered a role with us. GL UK&I will only process such data in accordance with our ‘Privacy Notice for Employees and Contractors’ which will be issued on the successful appointment of a role.

We collect and use personal data for the purposes as set out below.

• Confirm suitability for the role which you have applied

• Confirm suitability for other, current roles

• Communicate with you Keep records relating to our hiring process

• Consider your suitability for future roles Comply with legal or regulatory requirements

To process your application and consider you for roles, we will need to hold and process the personal data described above. If you do not provide us with information about you to do so, we will not be able to process your application and your data will be deleted.

We process personal data throughout the application on different legal bases.

• Consent – By indicating your consent to us processing the personal data you provide to us or which we otherwise collect as set out above.

• Legitimate Interests- For the purposes of future recruitment and proposing an offer of employment consistent with which your personal data was collected.

• Legal Obligation Requirement – to check eligibility to work in the UK

Where appropriate for the purposes as set out above, we will share your personal data with other affiliate and subsidiary companies of GL UK&I. GlobalLogic Inc is an international company with a global presence, GL UK&I work collaboratively with colleagues from our GlobalLogic affiliates around the globe on cross-border matters, marketing and business development activities including to share knowledge, experience, and resources. We may transfer personal data intra-group based in third countries outside of the UK and EU that are not considered to provide an adequate level of data protection. Transfer of personal data will be facilitated by the appropriate Standard Contractual Clauses or other relevant international transfer documentation in line with Applicable Data Protection Legislation.

We will share your personal data with internal GL UK&I business units and potentially wider GlobalLogic affiliates for the purposes of processing your application with us; with hiring managers or GL UK&I customers and partners; with technical specialists engaged by GL UK&I to confirm your suitability and competences or where we are required by law or regulatory obligation to which we are subject.

We may share personal data with trusted service providers and business partners pursuant to our contractual arrangements with them, which will include appropriate safeguards to protect any personal data that we share with them. GL UK&I require all third parties to respect the security of your personal data and to treat it in accordance with the law. GL UK&I do not allow our third-party service providers to use your personal data for their own purposes. Types of organisations that we may share personal data with include:

• Service Providers

• Suppliers

• Professional Advisors

• Partner organisations including software companies, managed service providers and consulting firms

• Regulatory Authorities

• Marketing and Events platforms

• Credit Vetting Agencies

• Third-party consultants or experts

In response to the Coronavirus pandemic, GL UK&I have adapted some of its business practices for the protection of our staff, customers, and applicants. Should you be invited to participate in an online or virtual assessment centre or video interview, details you enter may be shared with other participants both internal and external to GL UK&I who are also on the call.

We store all personal data within the United Kingdom under the adoption of strict organisational and technical measures designed to keep your personal data secure. As outlined above, we do operate globally, and it is possible that processing of data will be required to be transferred or accessible outside of the United Kingdom. Where we require to transfer any personal data outside of the UK for any of the purposes identified above, we shall only do so where appropriate safeguards are agreed and in place with the importer which shall (where appropriate) be based on the EU Standard Contractual Clause or the UK International Data Transfer Agreements.

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes for which it was collected. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with applicable laws and regulations.

We would like to retain your personal information on file for up to three years from the date we last communicated with you, on the basis that a further opportunity may arise in future and we may wish to consider you for that. By indicating your consent, you agree to us retaining your personal data for this period, you retain the right to withdraw your consent.

We have put in place appropriate security measures to prevent your personal data from being accidently lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and third parties who have a business need to know. They will only process your personal data on our instructions and are subject to a duty of confidentiality.

Procedures are in place to deal with any suspected data security breach, and we will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

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 your relationship with us.

You have the right to:

• Withdraw your consent at any time, at which point we shall stop processing your personal data. Please note that withdrawal does not affect the legality of our processing up to that point.

• Request a copy of the personal data that GL UK&I holds about you. This can be done by contacting the DPO at sar@uk.globallogic.com

• Request that GL UK&I correct any personal data which is found to be inaccurate or out of date.

• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

• In certain circumstances you have the right to ask us to erase the personal data we hold about you. Such circumstances include (a) where we no longer need your personal data for the purposes set out above; (b) if you object to our processing based on our legitimate interest and we have no overriding legitimate grounds to continue processing your personal data; (c) if we process the data unlawfully; or (d) where the personal data must be erased to comply with legal obligation to which we are subject. We will consider any such requirement in line with the UK GDPR. Please note this is not an absolute right and there may be circumstances where we choose not to delete all the personal data we hold. More information about your right of erasure can be found at https://ico.org.uk

• Request that GL UK&I provide you with your personal data and where possible, to transmit that data directly to another data controller.

• Request a restriction on further processing of your personal data where there is a dispute in relation to the accuracy or processing of your personal data.

• Lodge a complaint with the Information Commissioners Office (ICO) should you be unhappy with how GL UK&I is handling your data or managing your rights. The ICO can be contacted at:

Information Commissioners Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Tel. 0303 123 1113

www.ico.org.uk/concerns

Please direct all general communications or queries relating to this Privacy Notice or our compliance with Applicable Data Protection law to the Data Protection Officer.