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    Privacy Notice for the Recruitment Process


    Last Updated: May 2017

    INTRODUCTION


    Your privacy is important to Philips Lighting.

     

    We have drafted this Privacy Notice (also referred to as “Notice”)  in an easy and comprehensible way in order to help you understand who we are, what Personal Data we collect about you, why we collect it, and what we do with it during our recruitment process. Keep in mind that “Personal Data” (in this Notice also referred to as  “Data” or “your Data”) means any information or set of information from which we are able, directly or indirectly, to personally identify you, in particular by reference to an identifier, e.g. name and surname, email address, phone number, etc.

    Please keep in mind that since Philips Lighting is an international company, this Notice may be replaced or supplemented in order to fulfill local requirements, as well as in order to provide you with additional information.

     

    We strongly encourage you to take some time to read this Notice in full.

    WHEN DOES THIS PRIVACY NOTICE APPLY? 


    This Notice covers how we collect and use your Data in the context of our recruitment process. For example, when we contact you for job opportunities or when you apply for a job offered by us, use our recruitment channels, visit our career websites, join our recruitment events, or otherwise interact with us in your capacity as candidate or job applicant.

    By engaging in our recruitment process (where legally required), you expressly consent to our collection, storage, use, transfer, and disclosure of your Data, including any sensitive information you elect to submit (as described in this Privacy Notice).

    WHO IS PHILIPS LIGHTING?


    As Philips Lighting, we are a global organization leader in the general lighting market with a unique competitive position and recognized expertise in the development, manufacturing, and application of innovative lighting products, systems, and services.  

     

    When this Notice mentions “we,” “us,” or the “Company,” it refers to the controller of your Personal Data under this Notice, namely the Philips Lighting Affiliate which may be interested in offering you a position or that otherwise decides which of your Data are collected and how they are used, as well as Philips Lighting B.V. (Registration number 17061150 - High Tech Campus 45, 5656 AE, Eindhoven, The Netherlands). Please note that the Philips Lighting Affiliates include the subsidiary companies in which Philips Lighting N.V. has control, either through direct or indirect ownership. You may obtain a list of the Philips Lighting’s Affiliates by contacting the Philips Lighting Privacy Office (you will find the contact details in the below section “What are your choices?”).

    WHAT TYPES OF PERSONAL DATA DO WE COLLECT ABOUT YOU?


    Below you will find an overview of the categories of Data that we may process during the recruitment process:

     

    Information you provide to us directly

    Categories of Personal Data
    Examples of types of Personal Data We Collect
    Personal identification data
    Name, surname, title, gender, country, date and place of birth, military status (only in certain countries, such as US), nationality,  language(s) spoken, marital/civil partnership status, domestic partners, dependents
    Contact information data
    Email, phone, address
    Network traffic data and other related data
    Identification numbers, location data, online identifiers, IP address, cookies, device ID, websites visited, language settings
    Account login information
    Login ID, password, other information used to access and/or secure Company systems and applications including the career website
    Images and/or videos from which you may be identified
    Pictures uploaded into CV or otherwise provided to us by you
    Data regarding qualifications and career development
    Any information contained in CVs and additional documents containing personal details (e.g. diplomas, certificates) as provided by applicants, assessment and/or test evaluation information, evaluations of interviews conducted with applicants, educational and employment background, job qualifications, jobs for which the applicant would like to submit an application, willingness to relocate, driver’s license information, any additional information such as transcripts, employment references and related information, compensation requests
    Information resulting from background or employment check and/or an employment reference
    Feedback, opinions
    Special categories of Personal Data

    When permitted by local law:

    -          Information about disabilities to the extent relevant for the performance of your work: for instance, where we would be required to make work or workspace adaptations or adjustments,

    -          Racial or ethnic data: for instance where this would show from pictures, photographs and other visual images, but also where such data is processed for diversity related purposes.

    Note: We generally process these special categories of data in order to comply with legal obligations and internal policies, such as relating to diversity and anti‑discrimination.

    Criminal data
    Data relating to criminal behavior, criminal records or proceedings regarding criminal or unlawful behavior (only in certain countries, for certain roles and only upon request of Philips Lighting)
    Compensation and payroll
    Bank account information (to support expenses of certain applicants), desired salary, compensation, and benefits.
    Any other information that you decide to  voluntarily share with Philips Lighting
    Feedback, opinions, information provided in emails and letters, during telephone calls and conversations.

    Please note that your election not to provide any of your Data as required or requested in the context of the recruitment procedure, may have effect on your ability to participate in the recruitment process.

     

    Information we collect automatically

     

    When you apply for a job offered by us, use our recruitment channels, or visit our career websites, in addition to the information you provide to us directly, we may collect information sent to us by your computer, mobile phone or other access device.  For example, we may collect:

    •         Device information: such as your hardware model, IMEI number and other unique device identifiers, MAC address, IP address, operating system version, and settings of the device you use to access the Services;

    •         Log information: such as the time and duration of your use of our channel;

    •         Location information: for example, a location derived from your IP address or data that indicates where you are located, such as at a city or postal code level;

    •         Other information: about your use of our digital channels, such as the apps you use or the websites you visit.

     

    For more information on how we use cookies and other tracking technologies, read the Philips Lighting Cookie Notice which can be found in the website of the Philips Lighting Privacy Center, see “Legal information” section.

     

    Lastly, if you visit our premises, for security reasons we might also record your Data through video or other electronic, digital, or wireless surveillance system or device (e.g. CCTV).

     

    Information we may collect from other sources

     

    To the extent permitted by applicable law, in addition to our recruitment channels or career websites, we may also obtain information about you from other sources, such as through your interactions with Philips Lighting personnel or from third parties, such as recruiters or other websites on the Internet (subject to such third party’s privacy notices), or from a background check report. For example, you may choose to provide us with access to certain data stored by third parties such as business and employment-oriented social media sites.

    HOW DO WE USE YOUR PERSONAL DATA?


    We may use your Data for the purposes of carrying out your application and the entire recruitment process. Below you will find an overview of the purposes for which we may process your Data during the recruitment process:
    Purposes for processing Personal Data
    Examples
    Business process execution and internal management
    Identifying and evaluating candidature, assessing skills, qualifications and interest against Philips Lighting career opportunities, to set up and conduct interviews and assessments, to evaluate, select and recruit applicants, to conduct background checks and assessments as required or permitted by applicable local law, to contact third party references provided by applicant to evaluate applicant’s previous performances or as otherwise necessary in context of recruitment activities, to keep records related to Philips Lighting hiring process, informing the Philips Lighting employee that referred the applicant for the job about the progress of the application, making business travel arrangements, managing expenses and reimbursements
    Job Applicant support (upon your request)
    Assistance via talent acquisition teams and other communication channels.
    Relationship management
    To contact you by phone call, text (SMS), or email messaging, to inform applicants of available vacancies, to provide with information relating to application and to fulfill applicants’ requests, to offer applicants suitable opportunities for employment within Philips Lighting
    Security and protection of interests/assets of Philips Lighting or Philips Lighting employees
    Deploying and maintaining technical and organizational security measures, conducting internal audits and investigations, conducting assessments to verify conflict of interests. 
    Compliance with legal obligations
    Disclosing Personal Data to government institutions or supervisory authorities as applicable in all countries in which Philips Lighting operates, such as tax and national insurance deductions, record-keeping and reporting obligations, compliance with government inspections and other requests from government or other public authorities, responding to legal process such as subpoenas, pursuing legal rights and remedies, and managing any internal complaints or claims. 
    Defense of legal claims
    Establishment, exercise or defense of legal claims to which Philips Lighting is subject.

    ON WHAT LEGAL BASIS WE USE YOUR PERSONAL DATA?


    In order to be able to process your Data, we may rely on different legal bases, including:

    •  Your consent (only when legally required or permitted). If we rely on your consent as a legal basis for processing your Personal Data, you may withdraw your consent at any time; or
    • The necessity to establish a contractual relationship with you; or
    • The necessity for us to comply with legal obligations and to establish, exercise, or defend our self from legal claims; or
    • The necessity to pursue our legitimate interests, including;

    - To ensure that our networks and information are secure;

    - To administer and generally conduct business within the Company and across Philips Lighting; and

    - To prevent or investigate suspected or actual violations of law, breaches of the terms of employment or non-compliance with the Philips Lighting General Business Principles or other Philips Lighting policies ; or

    • The necessity to respond to your requests (such as responding to your requests regarding the handling of, deletion of, or changes to your Personal Data);
    •  The necessity to protect the vital interests of any person; or
    •  Any other legal basis otherwise permitted by local laws;

    WHEN DO WE SHARE YOUR PERSONAL DATA?


    We do not share any of your Personal Data except in the limited cases described here.

     

    To fulfill the purposes for which your Personal Data has been collected (for details on these purposes, see above section “How do we use your personal information?”) we may disclose your Personal Data to the following entities. 

     

    1. Philips Lighting Affiliates: Due to our global nature, your Personal Data may be shared with certain Philips Lighting Affiliates. Access to Personal Data within Philips Lighting will be limited to those who have a need to know the information, for the purposes described in this Notice, and may include your interviewers, the relevant manager(s) of the respective job offer and other selected personnel within Philips Lighting.

    2. Service Providers: Like many businesses, we may outsource certain Personal Data processing activities to trusted third party service providers to perform functions and provide services to us, such as:

    -  ICT service providers

    -  Consulting providers

    -  Background check provider            

    3. Public and Governmental Authorities.  When required by law, or as necessary to protect our rights, we may share your Personal Data to entities that regulate or have jurisdiction over Philips Lighting.

    4. Professional advisors and others.  We may share your Personal Data with other parties including professional advisors, such as:

    -  Banks

    -  Insurance companies

    -  Auditors

    -  Lawyers

    -  Accountants

    -  Other outside professional advisors

    5. Other parties in connection with corporate transactions. We may also, from time to time, share your Personal Data in the course of corporate transactions, such as during a sale of a business or a part of a business to another company, or any reorganization, merger, joint venture, or other disposition of Philips Lighting’s business, assets, or stock (including in connection with any bankruptcy or similar proceeding). 

    WHEN DO WE TRANSFER YOUR PERSONAL DATA ABROAD?

     

    Due to our global nature, the Personal Data you provide to us may be transferred to or accessed by Philips Lighting Affiliates and trusted third parties from many countries around the world. As a result, your Personal Data may be processed outside the country where you live if this is necessary for the fulfillment of the purposes described in this Notice.

     

    If you are located in a country member of the European Economic Area, we may transfer your Personal Data to countries located outside of the European Economic Area.  Some of these countries are recognized by the European Commission as providing an adequate level of protection.  With regard to transfers from the European Economic Area to other countries that are not are recognized by the European Commission as providing an adequate level of protection, we have put in place adequate measures to protect your Data, such as organizational and legal measures (e.g. binding corporate rules and approved European Commission standard contractual clauses). You may obtain a copy of these measures by contacting the Philips Lighting Privacy Office. You will find the contact details in the below section “What are your choices?”

    HOW LONG DO WE KEEP YOUR PERSONAL DATA?


    We keep your Personal Data for the period necessary to fulfill the purposes for which it has been collected (for details on these purposes, see above section “How Do We Use Your Personal Data?”) and we may retain and use your Data to consider you for other positions.

    The criteria used to determine our retention periods include:

    - How long is the Personal Data needed to provide you with a job offer?

    - Do you have an account with us? In this case we will keep the Data while your account is active or for as long as needed to provide services to you.

    - Have you indicated that we can retain your Data to consider you for other positions?

    - Are we subject to a legal, contractual, or similar obligation to retain the Personal Data? Examples can include mandatory data retention laws in the applicable jurisdiction, government orders to preserve Data relevant to an investigation, or Data that must be retained for the purposes of litigation.

    Of course, if you do not want to be considered for other positions or would like to have your Data removed, you can contact us at: careers.at.lighting@philips.com.

    HOW DO WE SECURE YOUR DATA?

     

    To protect your Data, we will take appropriate measures that are consistent with applicable privacy and data security laws and regulations, including requiring our service providers to use appropriate measures to protect the confidentiality and security of your Personal Data. Depending on the state of the art, the costs of the implementation and the nature of the data to be protected, we put in place technical and organizational measures to prevent risks such as destruction, loss, alteration, unauthorized disclosure of, or access to your Data. 

    WHAT ARE YOUR RESPONSIBILITIES?

     

    We would like to remind you that it is your responsibility to ensure, to the best of your knowledge, that the Data you provide us with are accurate, complete, and up-to-date. Furthermore, if you choose to share Personal Data of other people (such as dependents) with us, it is your responsibility to collect such Data in compliance with local legal requirements. For instance, you should inform such other people, whose Personal Data you provide to the Company, about the content of this Notice and obtain their consent (provided they are legally competent to give consent) for the use of that Personal Data by the Company as set out in this Notice (including transfer and disclosure).

    WHAT ARE YOUR CHOICES?


    We aim to provide you with access to your Data. Usually you can autonomously control your Personal Data (e.g. by logging to your account) and update, modify, or, if legally possible, delete it. In this case, we strongly encourage you to take control of your Personal Data.


    In any case, if you would like to review, change, restrict, or delete the Personal Data you have supplied to us (to the extent Philips Lighting is not otherwise permitted or required to keep such Data), if you wish to object to certain data processing operations (as permitted by applicable law), or if you would like to receive a copy of your Data (in a common machine readable format, to the extent such is required by applicable law), then you can contact: careers.at.lighting@philips.com.


    For any other questions related to the protection of your Personal Data by Philips Lighting or regarding this Notice in general, you can contact the Philips Lighting Privacy Office at:

    - Mail: Philips Lighting - Attn: Privacy Office – Herikerbergweg, 102 (1101) - CM Amsterdam Zuid Oost, The Netherlands; or

    - Online: Philips Lighting Privacy Center, “Privacy request” section.


    We will do our best to address your request in time and free of charge, except where it would require a disproportionate effort. In certain cases, we may ask you to verify your identity before we can act on your request.


    If you are unsatisfied with the reply received, you may then refer your complaint to the relevant regulator in your jurisdiction.

    WHEN WILL THERE BE UPDATES TO THIS PRIVACY NOTICE?


    This Notice might change from to time.

    The most current version of this Notice will govern our use of your Personal Data and can be found in the website of the Philips Lighting Privacy Center, see “Legal information” section.
     

    - Philips Lighting -