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​Job Applicant Privacy Notice

As part of any recruitment process, FES collects and processes personal data relative to job applicants.

FES collects a range of information about you, mainly:

  • ​Your name, address and contact details, including email address and telephone number;
  • Your civil status;
  • Taxation status;
  • Current employment situation;
  • IBAN Number;
  • Bank Name;
  • Social security number;
  • Employment details;
  • Work location preference.

FES collects the above information in a variety of ways; for example, data might be contained in application forms, CVs or resumes, databases, your identity documents, or collected through interviews or other forms of assessments.

FES may also collect personal data about you from third parties, such as references supplied by former employers. Data will be stored in a range of different places, including your application record, in the Human Resources management system and on IT systems. 

Why does FES process personal data?
FES needs to process data in order to take steps at your request prior to entering into a contract with you. It also needs to process your data to eventually enter into an engagement contract with you. In some other cases, FES needs to process data in order to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in Malta prior to the employment’s commencement.

FES has legitimate interest in processing personal data during the recruitment process and for keeping records of the entire process. Processing data from job applicants allows FES to manage the recruitment process, assess and confirm a candidate’s suitability for employment and subsequently decide to whom to offer a job. FES may also need to process data from applicants to respond to and defend against legal claims.

Where FES process other special categories of data, such as information about gender or marital status, this is done for the purposes of equal opportunities monitoring with the explicit consent of job applicants, which can be withdrawn at any point in time.

If your application is unsuccessful, FES will keep your personal data on file in case there are future employment opportunities for which you may be suited. FES will ask for your consent before retaining your data for this purpose and you are free to withdraw your consent at any time.

Who has access to data?
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the Human Resources and recruitment team, interviewers involved in the recruitment process and IT staff if access to data is necessary for the performance of their roles.

How does FES protect your data?
FES takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or discloses and it is not accessed except by our employees in the proper execution of their duties.

For how long does FES keep data?
If your application for employment is unsuccessful, FES will hold your data on file for twelve (12) months after the end of the relative recruitment process. If you agree to allow FES to retain your personal data on file, FES will hold your data on file for a further twelve (12) months for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personal file and retained during your employment.

Your rights
As a data subject, you have a number of rights. You can:

  • Access and obtain a copy of your data on request;
  • Require FES to change incorrect or incomplete data;
  • Require FES to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • Object to the processing of your data where FES is relying on its legitimate interests as the legal ground for processing; and
  • Ask FES to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override FES’ legitimate ground for processing data.
  • You are under no obligation to provide data to FES during the recruitment process. However, if you do not provide the information, FES may not be able to process your application properly or at all.