Employee & Candidate Privacy Statement

Personal Data Types

We may process the following personal data types:

• Identification data
  
  • Examples include name, date of birth, government identifiers, employee identification number, and photograph.
• Contact data
  
  • Examples include home address, telephone, email addresses, and emergency contact details.
• Hiring data
  
  • Examples include information related to applicant qualifications, past employment, interview notes, references, criminal records data, immigration status and documentation, residency permits and visas, national ID/passport, and other official documentation in support of authentication or eligibility for employment (e.g., Form I-9 in the US).
• Employment data
  
  • Examples include information related to your qualifications, your role at Relyance, job description, role changes, resignation/termination, resume/CV, location, employment contracts, performance and disciplinary records, academic/professional qualifications, immigration status and documentation, occupational health assessments, residency permits and visas, national ID/passport, and training.
• Benefits data
  
  • Examples include information related to employment benefits we provide to you (e.g., spouse or partner and dependent information, health information, time off, leaves of absence, and accommodations information).
• Performance and management data
  
  • Examples include information related to performance evaluations or reviews, disciplinary actions and grievances, as well as training and development plans.
• Financial data
  
  • Examples include banking details, tax information, payroll information, withholdings, salary, expenses, company allowances, commission, as well as stock and equity grants.
• Systems and asset use data
  
  • Examples include information required to provide access to Relyance’s electronic systems, networks, applications, equipment, devices, software, and means of communication operated and managed by us (e.g., IP addresses, log files, login information, software/hardware inventories, internal communications and video and audio recordings, and information collected from our employees by internal Relyance applications (such as employee communications tools and platforms)). This also includes asset allocation data, data used for security and business continuity purposes, and information required to use Relyance sites.
• Demographic data
  
  • Examples include date of birth, gender, race/ethnicity, veteran status, disability, as well as information relating to other demographic categories.
• Other information you choose to share with Relyance

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Personal Data Sources

We process personal data directly from you that you voluntarily provide to us during the application process or when you otherwise contact us. We may also automatically collect certain information, such as IP addresses and device identifiers.

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We may combine personal data you voluntarily provide to us with information we collect from other sources, such as:

• Recruiters;
• Prior employers and professional references;
• Educational institutions;
• Pre-employment screening and background check services;
• Credentialing and licensing organizations;
• Publicly available sources, such as public social media profiles on LinkedIn, Twitter or Facebook; and
• Other sources as directed by you

Why we process your personal data

We process your personal data for the following purposes:

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Who we share your personal data with

We do not sell your personal data. We do not offer financial incentives associated with our processing of your personal data. We may share your data with third parties (but only the minimum amount they need) in the following instances:

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• Our employees and contractors, but their use shall be limited to the performance of their duties and in line with the reason for processing, in furtherance of establishing, managing, or terminating your employment with Relyance;
• Consultants and advisors, to see professional advice (e.g., legal advice, accountant advice, management advice);
• Service providers we engage (under contract) to provide services to you on behalf of Relyance, such as:
  
  • Recruiters
  • Pre-employment screening service providers
  • Financial investment providers
  • Insurance providers
  • Benefits providers and administrators (e.g., healthcare providers)
  • Payroll processors
• In the event of the sale, acquisition or merger of some or all of our assets, if your personal data is part of the transferred assets; we will notify you in the event of such an occurrence, as well as any choices you may have regarding your personal data;
• Government authorities or law enforcement, as we believe necessary and appropriate to respond to a lawful order such as a subpoena or comply with other applicable law. We may also disclose your personal data to government agencies in order to protect or enforce our legal rights, or protect, investigate, or deter against fraudulent, unethical, or illegal activity; and
• Other third parties with your consent OR 1) to protect our rights, 2) to protect Relyance, our customers, or the public from harm, or 3) to respond to an emergency which we believe in good faith requires us to share your data to prevent harm.

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We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow third party service providers to use your personal data for their own purposes, and only permit them to process your personal data for specified purposes in accordance with our instructions.

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Our legal basis for processing your personal data

Relyance only will process your personal data when we have a valid legal basis to do so. Depending on the circumstance, we may process your data with your consent, or rely on the fact that the processing is necessary for us to carry out our employment contract with you, to comply with legal obligations, exercise our rights, or to comply with law. To the extent we ask you to provide personal data to comply with applicable laws or regulations, or to perform a contract with you, will make this clear to you at the relevant time and advise you whether the provision of your personal data is mandatory or not (as well as of the possible consequences if you do not provide your personal data). If we process your personal data in reliance on our legitimate interests (or those of a third party) that are not listed above, we will make those legitimate interests clear to you at the relevant time.

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We consider and try to balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

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How long we retain your personal data

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We will only retain your personal data for as long as reasonably necessary to fulfil the purposes set forth in this Employee Privacy Statement or as otherwise required by law, after which time it is destroyed in accordance with our data retention policies. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting, or other requirements.

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For job candidates who are offered and accept employment with us, 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 internal policies and as described to you during onboarding. If you do not become an employee, or, once you are no longer an employee of Relyance, we will retain and securely destroy your personal data in accordance with our record retention policies and applicable laws and regulations.

International data transfers

In order to operate our business, we may transfer your personal data between different countries. The applicable data protection laws of those jurisdictions may differ from the data protection laws of your country and, in some cases, may not be as protective. If we transfer your personal data outside your country, we will ensure a similar degree of protection is afforded to it as the data protection laws of your country.

We implement appropriate technical and organizational safeguards, including encryption and de-identification where appropriate, to protect your personal data against accidental loss or unauthorized access or disclosure.  We choose our security measures based on the risks presented by how we use your personal data.

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We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.