1) Why do we need to collect and use your personal data?
The lawful basis we rely on for processing your personal data is the performance of a contract (i.e. your employment contract) and/or the necessary steps to enter a contract at your request.
We will use the information you provide at the application stage and during the recruitment phase to contact you regarding the progress of your application, ensure your suitability for the role, and fulfil necessary legal requirements to finalize the recruitment process.
Please note that you may decide not to provide information that we request, however failing to provide information may affect our ability to assess your application or finalize an employment contract and could result in your application being rejected.
2) What type of personal data?
A personal data is any information which relates to you, as an individual, and enables your identification.
a) Application phase
The categories of personal data we may collect and hold about you, include:
- Mandatory data
- Your personal contact details, such as your name, last name, address(es), personal email address, personal phone number, picture as submitted on the CV
- Your CV
- Optional data
- Your personal details, such as your date of birth, gender, nationality
- Cover letter
- Results of personality profiling assessment that may be carried out as part of the recruitment process.
b) Recruitment phase
If your application is successful, we may collect and store additional personal data, including some special categories of personal data, deemed as more sensitive:
- References and qualifications/certificates/diplomas/degrees
- Information about any disability may be required to assess your working capacity and/or carry out specific obligations on IATA in relation to your employment
- Criminal background checks (information on criminal convictions and offences) where relevant because of the nature of the position applied for and in accordance with applicable law, to ensure you have not committed an unlawful act or been involved in dishonesty or other improper conduct
- Your bank account details
- Information about ethnic origin, religion or sexual orientation shall only be collected and held on an anonymized basis and for the sole purpose of equal opportunities and diversity monitoring.
3) How do we collect your personal data?
You will provide your personal data through our platform, electronically.
4) Where is your personal data stored?
Your personal data will be stored on a cloud provided by Cornerstone.
5) Who has access to your personal data?
At the application stage, only the recruitment team and the hiring manager shall have access to your data.
Once you are hired, your personal data will be accessible by the Human Resources Department for the purpose of your employment contract management.
6) How long do we store your personal data?
- Unsuccessful applications are stored for 6 months after the closure of the application; subject to your prior and express agreement, we might hold your application for additional 12 months to proactively contact you in case of similar vacancies or relevant job opportunities
- If you apply to be part of our “Talent pool”, your data is stored for 12 months after the latest update of your application
- Successful applications that lead to an actual recruitment will be held for the duration of the employment contract + 7 years or as long as necessary for any disability or retirement benefits if applicable.
7) Your rights
- Right of access – you have the right to request a copy of the personal data we have about you and other supplementary information to understand how and why you are using their data;
- Right of rectification – you have the right to request that we rectify inaccurate personal data about you or amend such data;
- Right of erasure or right to be forgotten – you have the right to request that we erase all personal data about you. The right is not absolute and only applies in certain circumstances;
- Right to restrict processing – if you have a reason to do so, you can limit the way that we use your data. This is an alternative to requesting the erasure of your data;
- Right to object – in certain limited circumstances, you have the right to object to certain processing of your personal data unless IATA has overriding compelling grounds to continue processing, for example to comply with relevant legislation;
- Right to data portability – you have the right to receive personal data you have provided to us in a structured, commonly used and machine-readable format;
- If you believe that IATA has not complied with your data protection rights, you can complain to the appropriate privacy regulator in your country of residence.
Last update: July 2019