Privacy Statement for Applicants

This Privacy Statement applies to FareHarbor B.V. and its affiliated entities (“FareHarbor”) and describes how FareHarbor collects and uses the information you provide on our career website https://fareharbor.com/jobs (hereinafter: “Site”) and/or is collected otherwise as part of our recruitment processes for specific job openings at one of FareHarbor’s worldwide offices.

As part of our recruitment processes, FareHarbor processes your information. For instance, we may process your information when you apply for a job (e.g. through our website, via email or any other way), when we use cookies and similar technologies, or when we receive your information from professional online networking platforms. We want to make sure that you understand what kind of information we are collecting throughout our recruitment processes and how your information can be used.

“Information” as used in this Privacy Statement means any information, which may include personal data, that identifies, relates to, describes, or can reasonably be linked, directly or indirectly, to a specific natural person.

Who is the data controller for processing your information?

FareHarbor B.V. is the principal data controller for the processing of information as described in this Privacy Statement. FareHarbor B.V. is a private limited liability company, incorporated under the laws of the Netherlands and has its office at Vijzelstraat 66-80, 1017 HL Amsterdam, the Netherlands.

After submitting your application you will receive a confirmation email that your application has been received. The HR department at the office to which you have applied will take care of your application and will be your point of contact for questions regarding the application process and the processing of your information.

Data Collection

As part of our recruitment process, FareHarbor will request you to provide the following information (or some of this information depending on the precise role or event you are applying for) or process this information:

  • Contact information, such as your first name, last name, city, state, country, email and phone number;
  • Your resume or CV, cover letter, photo, language skills, areas of interest, previous and/or relevant work experience or other experience, education, transcripts, information on your identity document, professional license (where applicable) or other information you provide to us in support of an application and/or the recruitment process;
  • Information processed in relation to face-to-face interviews, video-calls and/or phone-screenings you may have with us, and if you are requested to provide a video-recording of yourself as permitted by applicable law;
  • Information on your attendance to our recruitment events, such as event registration information;
  • Details of the type of employment you are or may be looking for, your notice period in relation to your current employment, post-employment restrictive covenants (e.g. non-compete) you are bound to in relation to your current/previous employment, current and/or desired salary and other terms relating to compensation and benefits packages, willingness to relocate or travel, and/or other job preferences;
  • Details of how you heard about the position;
  • Any sensitive and/or demographic information obtained in accordance with applicable law during the application or recruitment process such as gender, information about your citizenship and/or nationality and/or right to work or reside in a specific country, medical or health information and/or your racial or ethnic origin;
  • Reference information and/or information received from FareHarbor employees as part of the recruitment process;
  • Pre-employment screening information, where applicable and in compliance with applicable law(s). Depending on the role you are applying for, such pre-employment screening may amongst others consist of employment history verification, education verification, drivers license verification, sanction lists screening, professional license verification, adverse media search and/or a criminal background check and in case of an adverse report, the analysis and decision of FareHarbor (hire/reject);
  • Information relating to any previous applications you may have made to FareHarbor and/or any previous employment history with FareHarbor insofar as we have retained this information;
  • Assessment results (where applicable); and
  • Work permit details.

Data we collect automatically

When using our Site, FareHarbor also collects information automatically. This includes information such as language settings, IP address, location, device settings, device OS, time of usage, URL requested, status report, user agent (information about the browser version), operating system, result (viewer or applicant), browsing history, and type of data viewed. FareHarbor may also collect information automatically through cookies. We use these cookies to recognize you as an applicant, to recognize if you are entering the Site through a referral link, to customize our services to your settings (such as your preferred language) and to improve the Site. For information on how we use cookies, please read our Cookie Statement that describes how FareHarbor uses information through cookies and other techniques on the Site.

The information listed under “Data Collection” may be collected directly from you, or we might receive it from the following sources:

  • Recruitment agencies: FareHarbor may receive information relating to you from recruitment agencies.
  • Pre-employment screening service providers: FareHarbor may receive information relating to you from third parties that perform pre-employment screening, upon instruction of FareHarbor and as permitted by applicable law.
  • Former employers: FareHarbor may receive information relating to you from your former employers if you have provided references to us.
  • Third party websites: FareHarbor may collect information about you from third party business online platforms and job boards, such as LinkedIn, Glassdoor and Indeed. You may link your profile on these platforms as part of your application process, or we collect information about existing and potential candidates through public profiles to determine if an individual meets the requirements for a specific job opening.

There is no obligation to provide information to FareHarbor. However, not providing certain information may prohibit FareHarbor from processing your application, engaging with you or entering into an agreement with you.

Processing Purposes

We use your information for the following purposes:

A. Assessing your skills, qualifications, interests and suitability against our career opportunities;

B. Communications with you about the recruitment process and/or your application(s);

C. To register you for FareHarbor recruitment events;

D. Assisting you with obtaining an immigration visa or work permit and/or assisting you with relocation where required;

E. As permitted by applicable law, verifying your information and carrying out reference checks and/or conducting pre-employment screening (where applicable) if you are offered a job, to verify the accuracy of the information as provided or implied by you, in order for FareHarbor to only employ people with proven records and sufficient level of integrity and trustworthiness;

G. To add you to our talent network, match open positions or send you job alerts informing you of other potential career opportunities at FareHarbor newsletters and information regarding upcoming recruitment events that may be of interest to you;

H. For analytical purposes, including making improvements to FareHarbor’s application and/or recruitment process including improving diversity in recruitment practices;

I. Complying with applicable laws, regulations and legal processes (e.g. administrative or court proceedings); and/or

J. For security purposes, including fraud detection and prevention and related investigations.

In view of purpose A to D, FareHarbor relies on the legal basis that the processing of your information is necessary in the context of the intention to enter into a contract with you. If you do not provide the requested information, FareHarbor cannot properly assess your application or enter into a contract with you. In view of purposes E to J, FareHarbor relies on its legitimate business interest to assess you during the recruitment procedure, to provide its recruitment services to you, to improve its recruitment process, and to prevent fraud and maintain security. When using information to serve its legitimate interest, FareHarbor will always balance your rights and interests in the protection of your information against FareHarbor’s rights and interests. For purpose I FareHarbor relies also, where applicable, on compliance with legal obligations. Where needed under applicable law, FareHarbor will obtain your consent prior to processing your information, such as for example when sending newsletters and to add you to our talent network.

If you wish to object to the processing set out under F to H and J and no opt-out mechanism is available to you directly (for example in the email we sent you), to the extent applicable, please contact privacy@fareharbor.com.

Talent Network

We may maintain a talent network, i.e. talent pool, of potential candidates. You may be added to our talent pool by actively registering via our Site or after an unsuccessful recruitment process. Please contact us as set out below in case you would like to be removed from our talent pool or your information should be updated. We retain information in our talent pool for a period of one year.

Online Assessment

Depending on the vacancy, you may be requested to perform an online assessment to establish whether you meet certain job requirements (e.g. language tests, availability to work at given times, job preview and competency test). Your assessment results shall be automatically transferred to FareHarbor and will be part of your application file. Your assessment results may be used to provide specific training and/or coaching during your employment with FareHarbor and your assessment results may be shared with managers and/or coaches for this purpose.

If you do not meet the assessment requirements, your job application will be rejected. Consequently, you may be blocked from applying for the same position within FareHarbor through the Site for 6 months. This is to prevent applicants from undertaking several assessments in too short time periods. After 6 months, you may apply again for the same position within FareHarbor, though you will be subject again to an online assessment.

Screening

If your application is successful, your information may be used for a pre-employment screening check by a third party as permitted by applicable law. Depending on the vacancy and applicable law, a pre-employment screening may include verification of skill proficiency (including professional licenses and drivers licenses), employment history, education, criminal history, financial history and other information (such as media information) that may be necessary for determining your qualifications and suitability for the open position at FareHarbor, such as education and employment verification. You will be informed thoroughly about the entire screening process beforehand separately.

Data sharing

Sharing with FareHarbor group of companies: FareHarbor is operating the recruitment process for positions across the FareHarbor corporate family. Therefore, in order to assess whether your profile fits with the vacancy, your information may be shared with group companies. As permitted by law, your information may also be shared for analytical purposes. If FareHarbor employs you, your relevant information will be shared with the employing FareHarbor Affiliate.

FareHarbor may need to share some parts of your information with members of the FareHarbor group of companies for compliance purposes as permitted by applicable law and strictly necessary to protect the FareHarbor group of companies from fraudulent activities and investigating and handling data security breaches. For certain positions, your application may need to be shared with other FareHarbor group members as part of the recruitment review process.

Sharing with third-parties: we may share your information with third parties as permitted by applicable law and as described below:

  • Service Providers (including suppliers): we share your information with third party service providers to provide our recruitment services, for example to store and process recruitment data and/or maintain the Site on our behalf.
  • Pre-employment screening: we may share your information with third parties to conduct pre-employment screening as permitted by applicable law.
  • Compelled Disclosure: when legally required, strictly necessary for the performance of the recruitment services, or to protect or defend our rights or property, or the rights or property of our group of companies, we disclose your information to governmental authorities including law enforcement (subject to a lawful request), any of the affiliates part of our group of companies or in legal proceedings.

Sharing and Disclosure of Aggregate Data: we may share information in aggregate form and/or in a form which does not enable the recipient of such information to identify you, with third parties, for example for industry analysis and demographic profiling.

International Data Transfers

The transmission of information as described in this Privacy Statement may include transfers of information to countries whose data protection laws are not as comprehensive as those of the countries within the European Union. For example, in certain specific cases, we transfer your data outside the EEA because it is in your interest or is necessary to conclude or perform the contract we have with you. For instance, after we receive your application we need to forward your application to the HR team of the office where the vacancy you have applied for is to be filled. This may include forwarding your application to FareHarbor offices outside the EEA. Where required by European law, we’ll only transfer information to recipients that offer an adequate level of data protection. In these situations, as may be required, we make contractual arrangements to ensure that your information is still protected in line with European standards.You can ask to see a copy of these contractual agreements by contacting us at privacy@fareharbor.com.

Security

FareHarbor observes reasonable procedures to prevent unauthorized access to, and the misuse of, information. We use appropriate business systems and procedures to protect and safeguard information. We also use security procedures and technical and physical restrictions for accessing and using the information on our servers. Only authorized personnel are permitted to access information in the course of their work.

Data Retention

If FareHarbor or a FareHarbor Affiliate employs you, your information collected during the application and recruitment process – to the extent it is relevant – will become part of your personnel file. All information we retain as part of your personnel file will be subject to our internal retention policy for employees. You will be further informed via our employee privacy notice.

If FareHarbor does not employ you, FareHarbor will nevertheless continue to retain and use your information for as long as necessary for the purpose for which we are processing it or as long as we are required to retain it in accordance with applicable laws. FareHarbor may refer back to an earlier application in case you submit a new application in the future. FareHarbor may also retain your information in case you want to be part of our talent pool. In this respect FareHarbor will retain your information collected as part of the application for a specific job opening for a period of one year following rejection of the job application, unless otherwise required by applicable law.

When we no longer require your information, we will either delete or anonymize it or, if this is not possible (for example, because your information has been stored in backup archives), securely store your information and isolate it from any further processing until deletion is possible.

Your Choices and Rights

We want you to be in control of how your information is used by us. You can do this in the following ways:

  • You can ask us for a copy of the information we hold about you;
  • You can inform us of any changes to your information, or if you want us to correct any of the information we hold about you;
  • In certain situations, you can ask us to erase, block or restrict the information we hold about you, or object to particular ways in which we are using your information; and
  • In certain situations, you can also ask us to send the information you have given us to a third party.

Where we are using your information on the basis of your consent, you are entitled to withdraw that consent at any time subject to applicable law. Moreover, where we process your information based on legitimate interest or the public interest, you have the right to object at any time to that use of your information subject to applicable law.

Country-specific provisions

Depending on the law that applies to you, we may be required to provide some additional info. Review the below to find any additional info relevant to your situation.

Additional Disclosures for California Applicants

These disclosures describe the categories of information that FareHarbor collects about you, and the purposes for collecting that data.

FareHarbor collects the following categories of information in relation to your consideration for employment with FareHarbor:

  • Identifiers
  • Financial, medical, or health insurance information
  • Demographics
  • Commercial information
  • Professional or employment-related information
  • Internet or other electronic network activity information
  • Geolocation information
  • Audio, visual, or other similar information
  • Inferences drawn from information in other categories

For more detail about the types of information we collect and share, please refer to the Data Collection and Data Sharing sections. For information about the purposes for which we use your data, please refer to the Processing Purposes section.

We may share certain data elements of your personal information with third parties, which under California law can be treated as a “sale” of information. This may include information related to Identifiers, Geolocation data, Internet activity and Inferences described above. California law provides you with certain rights, including the right to access specific data elements of personal information, learn about how we process personal information, including disclose or sell personal information, the right to correct your personal information, request deletion of personal information, opt out of ‘sales’, and opt out of ‘sharing’.

You may exercise your right to opt out of ‘sales’ or ‘sharing’ by clicking on this link and following the instructions: FareHarbor Privacy Web Form.

To exercise your right to request access to or the deletion of your personal information, please use this webform: FareHarbor Privacy Web Form.

To otherwise exercise these or any of your other rights under California law, or to contact us with questions and concerns about this Privacy Statement and our practices, you can also contact us at privacy@fareharbor.com with the subject line: “California Resident Privacy Rights-Request”.

If you are an authorized agent wishing to exercise rights on behalf of a California applicant, please contact us at the email address above, attaching a copy of the applicant’s written authorization, designating you as their agent. We may need to verify your identity before completing your rights request.

For information about our security or data retention practices please see the respective sections above.

Questions or Complaints

If you want to exercise any of the rights you have under this Privacy Statement or have questions or concerns about our processing of your information, please contact us via privacy@fareharbor.com.

All questions and complaints reported to FareHarbor will be investigated. FareHarbor will attempt to resolve complaints and questions in line with internal policies. You also have the right to lodge a complaint with the competent data protection supervisory authority in your country.

Changes to this Privacy Statement

Just as our business changes constantly, this Privacy Statement may also change from time to time. If you want to see changes made to this Privacy Statement from time to time, we invite you to access this Privacy Statement to see the changes.

If we make material changes or changes that will have an impact on you (e.g. when we start processing your information for other purposes than set out above), we will inform you prior to commencing that processing.

This Privacy Statement was last modified on 20 June 2023.