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Online Recruitment Tool

    1. Introduction

    Dear job applicant, thank you for your interest in working at KIA.

    As we take the protection of your personal data very serious, we would like to explain how and for which purposes we use the information we receive in connection with your application.

    For your convenience and simplicity of sending us the necessary information, we use the online recruitment tool provided to us by Assembly Point, HireHive, Cork, Ireland (hereinafter “Hirehive”). This online tool is located on the Hirehive website, which means that you are redirected via the Kia homepage.

    This notice describes how we collect, process and protect your personal data in this process.

    2. Data Controller

    The KIA entity to which you send your application is the controller of your personal data, Art. 4 GDPR. In addition, we may control your personal data to the extent we are required or permitted by law, or with your consent to share your personal data with us for the purposes described below.

    3. Categories of Data, Purposes of the Processing and Legal Basis

    We will process your personal data as required in connection with your application, both via the Hirehive tool and collected or generated in the further course of your application process.

    This typically includes the following categories of data:

    Personal details
    These may include your name, address, date of birth, marital status, emergency contact details, country of residence, national insurance number, prior or expected salary, bank details, social security and tax related details.

    Professional details
    These may include your prior work contact details, position and career data, CV, details of your qualifications, relevant experience and skills.

    Identification documentation
    This may include copies of your passport, driving license, national or work ID card, or other documentation (which may include photographs submitted by you).

    Further application-related information
    This may include your performance in assessment centers or other performance assessments, references, credit and background checks.

    Data relating to access to and use of our systems, facilities and premises
    These may include data generated through monitoring by camera, GPS, monitoring and logging of your use of our communication and IT systems and other means of surveillance.

    Data relating to or generated from compliance activities
    These may include data from reference checks, background checks, public register checks, conflict checks, credit checks, criminal records checks (where applicable) and other due diligence, recording or reporting as required under applicable law and regulations as well as from compliance investigations.

    Special categories of personal data
    Where required or permitted by applicable law or where you have specifically given us your consent, we may ask for information about your health and disabilities (e.g., to comply with related statutory workplace security or insurance obligations), biometric data (e.g. for access control or security purposes) or data revealing racial or ethnic origin (e.g., for diversity purposes) or religious beliefs (e.g., for church tax purposes).

    The personal data that you provide to us will be processed for the following purposes:

    Evaluating your application
    This includes reviewing and analyzing your qualifications and skills, considering your suitability for the employment for which you applied, communicating with you as well as conducting assessment centers or other evaluation means.

    Organizational purposes
    This includes planning, budgeting and the structuring and restructuring of our organization with your possible employment.

    Security purposes
    This includes maintaining and protecting our property, ensuring integrity and security of and controlling access to our premises, facilities, IT and communication systems, platforms and secured websites and applications websites and other systems or facilities (including monitoring by camera or other means of surveillance), investigating, preventing and detecting security threats, fraud, theft or other criminal or malicious activities.

    Legal documentation purposes
    These ensure our compliance with legal documentation and document retention obligations (such as record keeping obligations).

    Regulatory compliance
    With this we embark on ensuring compliance with our legal and regulatory obligations and requests anywhere in the world, including reporting to or being audited by national and international regulatory, enforcement or exchange bodies which may include conducting reference checks, background checks, public register checks, conflict checks, credit checks, criminal records checks (where applicable) and other due diligence as required or permitted under applicable law and regulations.

    General compliance
    This ensures compliance with legal compliance obligations, such as compliance screening or recording obligations (e.g. under antitrust laws, export laws, trade sanction and embargo laws, or to prevent white-collar or money laundering crimes), which may include checks of your contact or identity data against applicable sanctioned-party lists and contacting you to confirm your identity in case of a potential match or recording your interactions with third parties as may be relevant for antitrust purposes.

    We will not use your personal data for taking any automated decisions affecting you or creating profiles other than described above.

    Unless otherwise agreed with you, we will collect only personal data which are required in connection with our application for the above purposes.

    The legal basis for the processing of your personal data is Art. 6 GDPR.

    Depending on the purposes for which we process your personal data, the processing is either necessary for the performance of your application, necessary for compliance with our legal obligations (e.g., to keep pension records or records for tax purposes) or necessary for purposes of our legitimate interest or those of any third party recipients that receive your personal data, always provided that such interests are not overridden by your interests or fundamental rights and freedoms.

    Within six months of receiving your application we may send you an E-Mail requesting your consent in order to further process your personal data. If you give us your consent we may provide you with information about exciting job opportunities at KIA. Further information will be shared with you within the respective E-Mail.

    4. How We Collect Your Personal Data

    We will collect your personal data primarily directly from you when you interact with us in the course of your application, e.g., when you complete job applicant questionnaires, visit our intranet, our website or other communication or working platforms and when you communicate with us in relation to your application.
    In addition, we will generate personal data about you in the course of your application where necessary to fulfill the purposes mentioned above (e.g., assessment centers and other performance reviews, recording and monitoring of your entrance and use of our premises, facilities and communication and IT systems).

    5. To Whom We Will Disclose Your Personal Data

    We may share your personal data with:

    • KIA affiliates if and to the extent required for the purposes described above and legally permitted, or where you have expressly given us your consent. In such cases, these entities will then use your personal data only for the same purposes and under the same conditions as outlined in this privacy notice.

    • Third parties who process your personal data on our behalf and in connection with a service provided to us within the purposes mentioned above (such as background check providers or third parties from whom we request a reference).

    • Service providers (so called data processors), such as Hirehive, who process your data for the purposes above on our behalf and in accordance with our instructions. Kia will retain control over and will remain fully responsible for your personal data and will use appropriate safeguards as required by applicable data protection law to ensure the integrity and security of your personal data when engaging such service providers.

    • Public or governmental bodies such as regulatory or enforcement authorities, attorneys or courts where we are required to do so by applicable law or regulation or at their request if legally permitted and necessary to comply with a legal obligation or for the establishment, exercise or defense of legal claims.

    • Otherwise, KIA will only disclose your personal data when you give us your explicit consent, when we are required to do so by applicable law or regulations or judicial or official request to do so, or when we suspect fraudulent or criminal activities.

    6. Where We Process Your Personal Data

    KIA is a globally active enterprise. In the course of our business activities, we may transfer your personal data also to recipients in countries outside of the European Union or the European Economic Area, in which applicable law does not offer the same level of data protection as the law of your home country. When doing so we will comply with applicable data protection requirements and take appropriate safeguards to ensure the security and integrity of your personal data, in particular by entering into the EU Standard Contractual Clauses. You may contact us anytime if you would like further information on such safeguards.

    In addition, if you apply to us via our online recruitment tool, your information will be stored on Hirehive’s server, located in Ireland.

    7. How Long We Store Your Personal Data

    Your personal data will be deleted when it is no longer required for fulfilling the aforementioned purposes. If you withdraw your consent at an earlier point in time, and we are not legally required or otherwise permitted to continue storing such data, your data will be deleted immediately. We will retain your personal data where required for KIA to assert or defend against legal claims until the end of the relevant retention period or until the claims in question have been settled.