First Advantage Privacy Notice
Controller:
ALLIANZ PARTNERS SAS (hereafter we or us) appreciates your interest in employment at our company. In order to process applications, we carry out certain background checks. This privacy notice serves to inform you about the processing of your personal data in the course of such background checks.
The responsible party for the processing of your data (controller) is the respective company of Allianz Group which received your application.
Processing of Personal Data:
We process your personal data for the purpose of vetting employment and conducting a background check to determine your eligibility for employment or retention with our company. The depth of the background check depends on the level of the position for which you applied (i.e., a higher position will require a more detailed background check) and on restrictions under applicable laws. The legal basis for the processing of your personal data is our legitimate interest to ensure that only qualified and trusted individuals are hired to perform sensible functions at our company.
The background check will be conducted by our background screening vendor, First Advantage Europe Limited, 2 St Johns Street, Colchester, Essex, CO2 7AA, United Kingdom, and/or its affiliates (First Advantage). During the background check process First Advantage may disclose your personal data to its affiliates and/or sub-processors to the extent necessary to assist with the checks. Your personal data may also be disclosed to law enforcement and governmental agencies, if required to check for civil and criminal records to the extent permitted by law.
First Advantage will verify that the information you have provided in connection with your employment application is accurate and will carry out checks relating to the types of background information. For this purpose, First Advantage may use the information you have provided in order to contact third parties, including persons asked to provide references.
Depending on the location of the controller and with regard to the position for which you are applying, First Advantage may process the following types of information relating to your application for employment with us if no restrictions under applicable laws apply:
The following additional background checks can be performed for positions belonging to the Supervisory Board, Senior Management and Key Function members:
When the background check is complete a report will be provided by First Advantage to us. This report may contain the aforementioned information and is based on criteria defined us. The final decision on your employment or retention is taken by us.
As your employment or retention with us is conditioned upon a successful background check you will be required to provide us with the personal data requested during the vetting process. Failure to do so may result in us revoking our offer of employment.
If you accept an offer of employment with us, any relevant personal data collected during your pre-employment period will become part of your personnel records and will be retained in accordance with legal and regulatory requirements and with the privacy notice applicable to Allianz employees, which will be provided during the on-boarding process.
If your application for employment is unsuccessful, we will hold your personal data on file for a limited period of time after the end of the relevant recruitment process in accordance with legal and regulatory requirements. For specific information please contact our Data Protection Officer via e-mail to AzPSAS.privacy@allianz.com. After this period, we will securely delete your personal data in accordance with our data retention policy.
Please also see our Recruiting Privacy Notice.
Recipients and Data Transfers:
To the extent necessary for the consideration of your application, we may share your personal data (e.g., the results of the background check) with other entities within the Allianz Group.
Whenever we transfer your personal data within the Allianz Group to an OE outside of the United Kingdom (UK), we will take steps to ensure that the transfer of your personal data outside of the UK receives an adequate level of protection as it does in the UK. You can find out what safeguards we rely upon for such transfers (for example, International Data Transfer Agreements) by sending an email to: AzPSAS.privacy@allianz.com.
Your Rights:
Under the requirements outlined in the UK General Data Protection Regulation (UK GDPR) in its most current versions and as amended from time to time you have the following rights in relation to your personal data:
ALLIANZ PARTNERS SAS (hereafter we or us) appreciates your interest in employment at our company. In order to process applications, we carry out certain background checks. This privacy notice serves to inform you about the processing of your personal data in the course of such background checks.
The responsible party for the processing of your data (controller) is the respective company of Allianz Group which received your application.
Processing of Personal Data:
We process your personal data for the purpose of vetting employment and conducting a background check to determine your eligibility for employment or retention with our company. The depth of the background check depends on the level of the position for which you applied (i.e., a higher position will require a more detailed background check) and on restrictions under applicable laws. The legal basis for the processing of your personal data is our legitimate interest to ensure that only qualified and trusted individuals are hired to perform sensible functions at our company.
The background check will be conducted by our background screening vendor, First Advantage Europe Limited, 2 St Johns Street, Colchester, Essex, CO2 7AA, United Kingdom, and/or its affiliates (First Advantage). During the background check process First Advantage may disclose your personal data to its affiliates and/or sub-processors to the extent necessary to assist with the checks. Your personal data may also be disclosed to law enforcement and governmental agencies, if required to check for civil and criminal records to the extent permitted by law.
First Advantage will verify that the information you have provided in connection with your employment application is accurate and will carry out checks relating to the types of background information. For this purpose, First Advantage may use the information you have provided in order to contact third parties, including persons asked to provide references.
Depending on the location of the controller and with regard to the position for which you are applying, First Advantage may process the following types of information relating to your application for employment with us if no restrictions under applicable laws apply:
- Bankruptcy: A search of various sources to determine an individual's bankruptcy history. Results may include confirmation of no bankruptcy record or details of bankruptcy dates, judicial decisions, assets/liabilities, and/or current bankruptcy status (depending on local process and data availability).
- Civil Litigation: A search for civil suit type records relating to financial issues, such as the outcomes of a bankruptcy court, or a dispute regarding payments that has escalated to a court. In some countries a civil litigation search will identify any case where the applicant was either a plaintiff or defendant, such as civil suits involving neighborhood disputes, business disputes, personal liability disputes, etc.
- Criminal Record: A search of national or local jurisdictions for criminal record history of candidate, depending on local process. Records may be made available via a national criminal database held by police or justice services or may involve court record checks.
- Credit: A search of a credit reporting agency, or public database, to determine a candidate's credit status and/or credit history. Results may include confirmation of no credit record, or confirmation of record found, with details including financial judgments, litigation, and collection matters (depending on local process and data availability). The credit check may be conducted on an international level in any country the candidate has resided within the last 5 years for 12 months or more.
- Employment: A verification of stated employment within the previous 5 years through direct contact with the employer's payroll, human resources, designated office administrator, or a third-party designee. Employment related regulatory references may be processed regarding the previous 6 years. An enhanced gap check regarding gaps of more than 12 weeks may be conducted. The candidate may be required to provide supporting documents if the employment source does not respond.
- Education: An international verification of the stated education, particularly the highest attainment, and an international professional qualification verification through direct contact with educational institution. The candidate may be required to provide supporting documents if the education source does not respond.
- Expanded Global Sanctions: A multi-source compliance offering which includes access to over 1000 watchlist sources from around the world, updated every 24 hours. The Expanded Global Sanctions search also includes access to an in-depth Politically Exposed Persons (PEP) database. The types of sources include: Sanctions, Financial Compliance & Enforcement, Terrorism & Corruption, Criminal Enforcement, Sexual Offense Registries.
- Global Reputational Media: A search of public and subscription media sources, including newspapers, magazines, periodicals, and web sources for 'negative' mentions of the candidate.
- ID: Verification of ID. For England and Wales hires candidate is allowed to digitally verify ID via the service provider Yoti Ltd, 6th Floor, 107 Leadenhall St, London, EC3A 4AF, United Kingdom (Yoti). If not using Yoti Identity Verification within the UK Digital Identity and Attribute Trust Framework (UKDIATF) candidate needs to attest to sighting the Disclosure and Barring Service (DBS) applicable documents in our portal.
- RTW: Verification of Right to Work (RTW) status. Candidate is allowed to digitally verify her or his RTW status with an UK or Republic of Ireland passport via Yoti. Alternatively, candidate can also provide a UK government issued share code or manually upload non-digital documents which support candidate in-person checks.
The following additional background checks can be performed for positions belonging to the Supervisory Board, Senior Management and Key Function members:
- Candidate Mitigation: First Advantage may reach out to the candidate if there is an issue with reaching a source (e.g., employer no longer existing or strict privacy policies).
- Social Media: A search identifies and confirms publicly available social media profiles and then intelligently analyses the content.
- International Directorship search: An international directorship search may be conducted in any country the candidate has resided within the last 5 years for 12 months or more.
- Fit & Proper self-declaration: The candidate may be provided with an additional Fit & Proper self-declaration questionnaire.
- FCA Register Check: The register of the Financial Conduct Authority (FCA) may be checked if the candidate has the permissions for the regulated activities needed.
When the background check is complete a report will be provided by First Advantage to us. This report may contain the aforementioned information and is based on criteria defined us. The final decision on your employment or retention is taken by us.
As your employment or retention with us is conditioned upon a successful background check you will be required to provide us with the personal data requested during the vetting process. Failure to do so may result in us revoking our offer of employment.
If you accept an offer of employment with us, any relevant personal data collected during your pre-employment period will become part of your personnel records and will be retained in accordance with legal and regulatory requirements and with the privacy notice applicable to Allianz employees, which will be provided during the on-boarding process.
If your application for employment is unsuccessful, we will hold your personal data on file for a limited period of time after the end of the relevant recruitment process in accordance with legal and regulatory requirements. For specific information please contact our Data Protection Officer via e-mail to AzPSAS.privacy@allianz.com. After this period, we will securely delete your personal data in accordance with our data retention policy.
Please also see our Recruiting Privacy Notice.
Recipients and Data Transfers:
To the extent necessary for the consideration of your application, we may share your personal data (e.g., the results of the background check) with other entities within the Allianz Group.
Whenever we transfer your personal data within the Allianz Group to an OE outside of the United Kingdom (UK), we will take steps to ensure that the transfer of your personal data outside of the UK receives an adequate level of protection as it does in the UK. You can find out what safeguards we rely upon for such transfers (for example, International Data Transfer Agreements) by sending an email to: AzPSAS.privacy@allianz.com.
Your Rights:
Under the requirements outlined in the UK General Data Protection Regulation (UK GDPR) in its most current versions and as amended from time to time you have the following rights in relation to your personal data:
- Access the personal data we hold about you, including information such as, for example, the source and the categories of the data, the purposes of the processing, the recipients (or categories thereof) and the respective retention period.
- Request the update or correction of your personal data so that it is always accurate.
- Receive your personal data in a structured, commonly used and machine-readable format, including the right to transmit your personal data to another controller.
- Request the deletion of your personal data if you think that it is no longer needed for the purposes indicated above.
- Restrict the processing of your personal data in certain circumstances, for example, where you have contested the accuracy of your personal data, for the period enabling us to verify its accuracy.
- Withdraw your consent at any time if your personal data is processed with your consent. Please note that this will not affect the lawfulness of the processing based on consent before its withdrawal.
RIGHT TO OBJECT:
In the event and to the extent that we process your personal data based on our legitimate interests, you have the right to object to the processing on specific grounds relating to your particular situation. In such case we will no longer process your personal data unless we have compelling legitimate grounds for the processing which override your interests, rights and freedoms, or for the establishment, exercise or defense of legal claims.
You also have the right to object where we are processing your personal data for direct marketing purposes (including profiling). In such a case, we will stop processing your personal data for marketing purposes.
In the event and to the extent that we process your personal data based on our legitimate interests, you have the right to object to the processing on specific grounds relating to your particular situation. In such case we will no longer process your personal data unless we have compelling legitimate grounds for the processing which override your interests, rights and freedoms, or for the establishment, exercise or defense of legal claims.
You also have the right to object where we are processing your personal data for direct marketing purposes (including profiling). In such a case, we will stop processing your personal data for marketing purposes.
If you wish to exercise any of these rights, please contact the Group Data Protection Officer of the Allianz company you are employed with by sending an email to: AzPSAS.privacy@allianz.com.
As required and as the case might be, the Data Protection Officer will forward your request to the appropriate controller.
You also have a right to lodge a complaint with a competent data protection authority.
Update of this Privacy Notice:
We regularly review this Employment Background Checks Privacy Notice. When there is an important change that will have an impact on the processing of your personal data, we will inform you via a notification on our websites, via e-mail or similar means. This Privacy Notice was last updated in August 2023.
As required and as the case might be, the Data Protection Officer will forward your request to the appropriate controller.
You also have a right to lodge a complaint with a competent data protection authority.
Update of this Privacy Notice:
We regularly review this Employment Background Checks Privacy Notice. When there is an important change that will have an impact on the processing of your personal data, we will inform you via a notification on our websites, via e-mail or similar means. This Privacy Notice was last updated in August 2023.