This practice generally applies to data when it is collected, used, stored, accessed, transferred, or disclosed. Staff Place recognizes a high-level responsibility to guard its candidates' and employees’ privacy by treating such data confidentially and using it only for legitimate business purposes. In addition, when a limited number of local legal restrictions exist on a company’s use and disclosure of personal information, Staff Place makes a special effort to go beyond legal requirements and rather fit with international standards and both encourage confidentiality protections and act to specifically protect data to the highest level possible. In addition, the privacy of personal data is a significant issue in the international arena, where the approach to data privacy frequently differs from the approach taken in the region.
Staff Place recognizes its role and unique responsibility working with international companies and persons of various international backgrounds and privacy practices. Staff Place as a mobile recruitment platform further recognizes the unique nature of human resources data, as to the manner of collection, the reasons underlying collection, the nature of the data collected, the use to which it is put, and the reasons for that use. More fundamentally, there are significant company-employee relationships as well as company-client company-employee relationships with unique business needs. In this context, it is important to recognize that both Company and the Client company will have a number of legitimate business reasons for collecting, using, storing, transferring, and sometimes disclosing personal data regarding its employees. This policy, its principles, and procedures on putting the policy into practice serve as a guide on managing and protecting personal data in the context of legitimate business needs.
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Preamble
Staff Place (hereinafter referred to as Staff Place or the Company) recognizes and supports the need for reasonable protections regarding the privacy of personal “human resources” data collected by the Company through the employment relationship. For this reason, the Company has developed and adopted these general guiding Principles. All company employees should help to ensure that the personal information the company holds about them is accurate and up to date. In addition, all company employees whose responsibilities include the collection, processing, or storage of personal data are expected to assist in the protection of that data by adherence to all Principles of this Privacy Policy. In following these Principles, the company complies with the applicable laws and regulations protecting the privacy of personal data in the employment relationship in the jurisdictions in which the company operates.
Staff Place recognizes the need to follow to the extent possible international standards on data privacy protection.
Scope: The Principles expressed in this policy apply to all personal data about employees and applicants that is collected, maintained, or used by Staff Place as part of an actual or prospective employment relationship. These Principles apply to all geographical physical locations of Staff Place as well as to all its works and communications. Nothing in these Principles is intended to form a contract of employment or otherwise. The Company may amend these Principles from time to time, should it become necessary to do so. Personal data collected, maintained, or used outside of the employment relationship, such as personal data arising from consumer marketing, is not covered by these Principles.
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Principles
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Collection and Use
Staff Place collects and uses personal data in a reasonable and lawful manner. The company collects and uses personal data for relevant and appropriate purposes.
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Notice
Staff Place informs individuals about whom the company collects personal data of (1) the type of data the company collects, (2) the purposes for which the company collects and discloses personal data, (3) the circumstances under which the company discloses personal data, including the types of potential recipients (4) that the company employs privacy and information safeguards; and (5) the circumstances under which individuals may access and correct their personal data.
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Transparency
Staff Place informs employees and others about our privacy principles, policies, and procedures.
Consent
Staff Place collects personal data for employment-related business purposes. Where consent of the employee or a representative of employees for the collection, use, or disclosure of personal data is required by law or contract, the company will comply with the law or contract. In the event that an individual expresses concern about the collection, use, or disclosure of personal data, the company will respond to the employee’s concern consistent with applicable law.
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Access and Correction
Where the company maintains personal data in a structured filing system or database, it provides employees with a reasonable opportunity to examine that information that pertains to them and add to or correct the data as appropriate, subject to certain exceptions where access would not be appropriate.
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Disclosure
Staff Place places substantial importance on protecting the confidentiality of personal data and seeks the cooperation of all employees in furthering this goal.
Internal Disclosure: To the extent feasible, the company restricts access to personal data to those employees, agents, or contractors of the company, its affiliates, or subsidiaries who have a legitimate business need for such access.
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External Disclosure: Disclosure of personal data beyond the employees, agents, or contractors of the company, its affiliates, or subsidiaries may be made pursuant to a labor agreement, for a sound business reason, as required by law or legal process, for another lawful purpose, e.g., cooperation with local law enforcement authorities; to protect the interests of the company’s employees, or, in the absence of any of the above, only with the authorization of the individual involved. The company requires agents and contractors to whom the company discloses personal data for servicing to commit to protecting the privacy and security of the data and to refrain from any uses or further disclosures or not authorized by Staff Place. The company will not disclose personal data to unaffiliated third parties for consumer marketing purposes without the employee’s written consent. An employee’s own request for the onward transfer of data (e.g., confirmation of employment) must be made in writing (or according to other company procedures, such as a verifiable electronic request). Aggregation: Where appropriate under the circumstances, Staff Place will anonymize or aggregate data to eliminate individual identifiers.
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Accuracy
The company employs reasonable means to keep personal data accurate, complete, and up-to-date, and all employees have a responsibility to assist the company in keeping the information the company maintains about them accurately, complete, and current.
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Retention
Personal data is kept inactive files or systems only as long as needed to meet the purposes for which it was collected or as required by contractual agreement, by law or regulation, or, where applicable, for the appropriate statute of limitations period. The limitation period on data collected for human resources files from employees is 7 years.
Security
Staff Place uses appropriate administrative, technical, personnel, and physical measures to safeguard personal data against loss, theft, and unauthorized uses or modifications. The company may assign different types of data to different security levels, with appropriate corresponding security precautions.
Compliance
Staff Place maintains an active program to ensure compliance with these Principles, as well as with applicable law or contractual agreements on handling of personal data. A senior official of the company is responsible for implementing and overseeing the administration of these Principles. All Staff Place employees whose responsibilities include the collection, processing, or storage of personal data are required to adhere to these Principles and implementing policy. Failure to do so may be grounds for discipline up to and including termination.
Complaint Resolution
Any employee who has a concern about the collection, use, or disclosure of the individual’s personal data is encouraged to use the HR mechanism for reporting complaints to Staff Place.
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Procedures
All personal data relating to Staff Place Personnel data shall be:
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Obtained by lawful and fair means and, where appropriate, with the knowledge or consent of the employee concerned;
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Processed within the strict terms of the law and best practice principles;
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Relevant for the purposes for which it is to be used;
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Accurate, complete, and up to date;
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Kept for no longer that is necessary for its declared purpose;
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Held in the full knowledge of the individual employee;
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Protected by reasonable security safeguards against such risks as loss or unauthorized access, destruction, use, modification, or disclosure of data;
Storage of Personnel Data
Storage of Personnel Data is held on the Staff Place database on secure servers. Staff Place will place all of its files onto a secure computer network and with restricted access to personnel data.