NOTICE OF APPLICANT PRIVACY
Last Updated: 21 May 2018
The Internet Corporation for Assigned Names and Numbers ("ICANN organization", "we," "us," or "our") is committed to protecting the privacy and the personal data that we collect from you in connection with your employment application. This Notice of Applicant Privacy ("Notice") applies to personal data that you provide to ICANN organization in connection with your employment application.
"Processing," or "Process," or "Processed" as used herein means any operation or set of operations which ICANN organization performs on your Personal Data or on sets of Personal Data, whether or not by automated means, including collection, storage, alteration, use, disclosure, sharing, or destruction, or as otherwise defined under applicable law.
"Data Controller" as used herein means ICANN organization and its locations.
"Data Processor" as used herein means a natural or legal person, public authority, agency or any other body which Processes Personal Data on behalf of the Data Controller.
"Personal Data" as used herein means any information relating to an identified or identifiable natural person ("data subject"); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
"Special Categories of Personal Data" as used herein means Personal Data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the Processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation.
The Controller of Your Personal Data
We collect certain Personal Data from you in order to evaluate your qualifications for employment. ICANN organization is located in the following locations: https://forms.icann.org/en/contact. Each location, where applicable, may act as a Data Controller with respect to your Personal Data.
Information We Collect
3.1. Personal Data Collected
When applying for a position with ICANN organization, you may submit the following Personal Data in connection with your application:
email address and password in order to create a profile and submit an application through ICANN's Careers Corner portal;
full name, contact information such as your home phone number and country code, mobile phone number and country code, home address and country of residence, educational and employment background, job qualifications, the position for which you would like to submit an application, and details of how you heard about the position for which you are applying;
your resume or Curriculum Vitae ("CV"), employment references, or any other information you elect to provide, including information relating to any previous applications you may have submitted with ICANN organization or any previous work experience with ICANN organization;
If you provide us with Personal Data of a reference or any other individual as part of your application, it is your responsibility to obtain consent from such references prior to providing their Personal Data to us.
Work authorization permits, preferred language in which to receive future notifications, your English proficiency, which may be required for certain, positions, and your willingness to submit to a background or criminal record check and/or medical examination as permitted by applicable law.
3.2. Background Checks
You acknowledge and consent for ICANN organization to obtain other information about you from third parties, for example, in connection with a background check or employment confirmation, and/or employment references, where permitted by applicable law. You may contact us in accordance with Section 11 below to learn more about ICANN organization's background checks policies.
3.3. Special Categories of Personal Data
In the initial application stage, we do not require or request Special Categories of Personal Data, including your race or ethnic origin or health-related data. Therefore, you are not required to submit this type of data as part of your initial application submission. If you decide to provide Special Categories of Personal Data to us during the application process, we reserve the right to delete such information from our databases.
3.4. Voluntary Disclosure
The Personal Data and Special Categories of Personal Data that you provide to us in connection with job application is voluntary. You determine the extent to which you provide information. Please note that if you decide not to provide information to ICANN organization in connection with the application process, it may affect the consideration of your employment.
How We Use Your Personal Data
The Personal Data that you provide as part of the application process may be used to communicate with you, to manage the recruiting and hiring Processing, to assess your qualifications, skills and interest in positions at ICANN organization, and for compliance with legal and regulatory reporting requirements.
If you are selected for hire, we may further process your Personal Data in connection with human resources administration. We also may require you to provide original documents containing Personal Data to verify your employment eligibility and identification.
Retaining Your Personal Data
We will retain your Personal Data for the period necessary to fulfil the purposes outlined in this Notice, based on customary human resource practices and in accordance with applicable legal and regulatory requirements. If you are selected for a position, your Personal Data will at least be retained during the term of your employment (extended by the applicable statute of limitation and applicable statutory data retention obligations, as the case may be).
Even if you are not selected for the position for which you applied or if you did not apply for a specific position, we may retain your Personal Data for the purpose of considering whether your skills are suitable for other job opportunities, in which case we would invite you to apply, provided you granted your consent into such extended retention. Otherwise, your Personal Data will only be retained during the applicable statute of limitation and in order to comply with applicable statutory data retention obligations, as the case may be.
You may contact us in accordance with Section 11 below to learn more about ICANN organization's retention policy, withdraw your application for employment and/or your consent for continued retention of your Personal Data after the end of the recruitment process. Applicable law may require that ICANN organization retain your resume or CV for a specific period even if you request ICANN organization not to consider your candidacy for employment.
Security of Your Personal Data
We are committed to maintaining the security of your Personal Data. ICANN organization maintains appropriate physical, procedural, administrative, organizational and technical security measures intended to prevent loss, misuse, unauthorized access, disclosure, or modification of your Personal Data under our control.
While we endeavour to protect your Personal Data, we cannot guarantee or warrant that any information, during transmission through the Internet or while stored on our system or otherwise in our care, is 100% secure from intrusion by others. If you have reason to believe that your interaction with us is no longer secure, please immediately notify us by contacting us in accordance with Section 11 below.
Do not send sensitive information such as your financial details to us via email. It is your sole responsibility to use the appropriate level of care whenever you communicate with us.
Who Has Access to Your Personal Data
Your Personal Data will be stored in a centralized database maintained by ICANN, located at 12025 Waterfront Drive, Suite 300, Los Angeles, California 90094, USA. This means that your Personal Data may be transferred to countries that might not have the same privacy and data protection laws and standards as are applicable in the country in which you reside. If we hire you, your Personal Data will become part of your employment file, and may be transferred to the relevant ICANN office. ICANN organization relies on controller-to-controller EU Standard Contractual Clauses ("Clauses") to transfer EU personal data amongst the ICANN organization, or other applicable data transfer arrangements.
Access to your Personal Data is limited by need. Authorized recruiters, the managers or HR personnel responsible for the job openings, IT staff, and any interviewers may have access to your Personal Data in connection with your application process. Some of these people may be located in different jurisdictions, and as such, your Personal Data may be shared globally.
Your Personal Data will be shared with Applicant Tracking System (ATS) vendor, a third-party Data Processor, that is contracted by ICANN organization as part of the application process. We also may need to share your Personal Data with other third parties, including third-party recruiters, third-party references, agencies that facilitate background checks, legal counsel, or other third-party providers or vendors that help troubleshoot ATS, located in the United States and other jurisdictions outside the country in which you reside, for the following reasons:
- When it is necessary to involve a third-party service provider to facilitate or extend recruitment services, background checks, and similar services;
- When explicitly requested by you;
- As required by a court order or any other legal or regulatory requirement, including in response to requests from public and government authorities outside your country of residence;
- As required in the event of any reorganization, assignment, transfer or other disposition of all or any portion of our business assets (e.g., in connection with any bankruptcy proceeding);
- To protect our operations or those of any of our offices;
- To protect our rights, privacy, safety or property, or that of our offices, you or others; and
- To comply with or in accordance with applicable law.
The transfer of Personal Data by ICANN organization to third parties is secured by data processing agreements, as required by law. Third-party service providers are expected to protect the confidentiality and security of Personal Data, only use Personal Data for the provision of services to ICANN, and in compliance with applicable law. For data transfers to third-party vendors outside the EU, ICANN organization implements safeguards such as the Clauses. Please contact ICANN organization at the information provided below in Section 11 to request a redacted copy of the Clauses (from which commercial information and information that is not relevant has been removed).
Updating Your Personal Data
It is your responsibility to ensure that your Personal Data is accurate and up-to-date. You may log in to ICANN's Career Corners portal or contact ICANN organization at any time at email@example.com to make changes to some or all of your Personal Data where permitted by applicable law. We encourage you to promptly update your Personal Data if it changes or is inaccurate. Should you wish to update your Personal Data outside of the application process or have your candidate profile removed from our database, please contact firstname.lastname@example.org.
Your Data Protection Rights
You may be entitled to obtain information on the Processing of your Personal Data, to object to Processing of your Personal Data, make use of your right to data portability and to have your Personal Data rectified or deleted or their Processing restricted, in each case as required under applicable local law. You also are entitled to withdraw any consent that you might have given with respect to the Processing of your Personal Data. If you would like to exercise your Data Subject Rights or learn more about the Processing of your Personal Data, please contact us using the information provided below under Section 11. Please note that certain Personal Data may be exempt from such access, correction, objection, or deletion rights pursuant to local laws.
If you are not satisfied with ICANN organization's response or believe that your Personal Data is not being Processed in accordance with the law, you also may contact or lodge a complaint with the competent supervisory authority or seek other remedies under applicable law.
ICANN's Careers Corner portal is not intended for individuals under the age of 18. Do not submit your information to ICANN organization if you are under the age of 18.
If you have any questions regarding this Notice, ICANN organization's Processing of your Personal Data, or to make use of your Data Subject Rights as outlined in Section 9, please contact us at https://forms.icann.org/en/contact.
Changes to this Notice
We may change this Notice from time to time. We will notify you of any changes to this Notice here on this page. Each version of this Notice is identified at the bottom of the page by its "Last Revised" date.
This Notice, and the databases containing the information we collect from you, will be valid during the time necessary for the Processing purposes established herein.