Candidate Data Privacy Notice

What is the purpose of this document?

You may apply for a role within one of the Mundipharma network of independent associated companies through our careers website https://www.mundipharma.com/our-people

This Privacy Notice explains how we will process your information when you apply for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used namely for the purposes of the recruitment exercise, and how long it will usually be retained for.

The company with whom you are applying for a role is the data controller and is responsible for deciding how it holds and uses personal information about you.

In this Privacy Notice, references to “we”, “us” or “our” means the relevant company with whom you are applying for a role, and “you” and “your” are to candidates applying to work for us.

This Privacy Notice supplements and should be read together with the ‘Terms of website use’ which applies to all personal information collected through the Mundipharma careers website. These documents are reviewed and updated from time to time.

Contents:

The kind of information we hold about you

How is your personal information collected?

How we will use information about you

Data sharing

Data security

Data retention

Your rights

Contact information

Mundipharma Companies

The kind of information we hold about you

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

The information you provide to us in your application, including name, address, personal email address, phone number, employment history, qualifications, curriculum vitae (CV) and covering letter
The information you provide to our recruitment process outsourcing (RPO) the recruitment agency or directly to us, including identification documentation, immigration status and financial information
The information you provide to us during an interview
Your responses to assessments, including psychometric tests
In some circumstances, information about criminal convictions and offences
Any information you provide to us through our surveys, sent out to measure and improve our hiring processes

We may also collect, store and use the following “special categories” of more sensitive personal information:

You can decide whether to share special categories of information with us, if we ask you for them. If you decide not to share these with us, please be assured this will not affect your application, but we may not be able to accommodate your health or disability needs.

How is your personal information collected?

We collect personal information from the following sources:

You, the candidate (for example, when you create an account and profile in the careers website, sign up to receive job postings, share or use your social media profile to access the careers website, submit your application, and speak with us)
Recruitment agencies and technology providers
Your named referees or referrals
Background check providers
Credit reference agencies
The Disclosure and Barring Service (or a national equivalent) in respect of criminal convictions
DVLA (or a national equivalent) in respect of carrying out checks on your driving licence including validity of driving licence and points resulting from a driving offence
Recruitment advertising sites and job boards, such as LinkedIn and Totaljobs
Professional bodies, for example to verify your membership or accreditation

If you give us the personal information of another person, e.g. your spouse/partner or referees, we will assume you have their permission to share their data with us.

How we will use information about you

We will use the personal information we collect about you to:

assess your skills, qualifications, experience, and suitability for the role
carry out background and reference checks, where applicable
communicate with you about the recruitment process, and conduct interviews and assessments
keep records related to our hiring processes
understand and improve our hiring processes
comply with legal or regulatory requirements

Having received your CV and covering letter or your application form and the results from the assessment(s) which you may be required to undertake, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and/or carry out a criminal record and/or carry out any other suitable check before confirming your appointment. If you accept the role, we may then send you surveys to gather your feedback on our recruitment process, so that we may measure and improve our processes. We may also send surveys to gather your feedback if you have been unsuccessful for the role.

How we use particularly sensitive personal information

Where collected, we will use your sensitive personal information in the following ways:

We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.
We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual orientation for equal opportunity monitoring and reporting. At the recruitment stage, this data is stored in a pseudo-anonymised format and we are not able access it on an individual-level basis.

Information about criminal convictions

In the UK and where applicable in other countries, for certain roles, a criminal records check may be required to satisfy ourselves that there nothing in your criminal convictions history which makes you unsuitable for the role. This will be the case in particular where the role requires a high degree of trust and integrity and so we would like to seek a basic disclosure of your criminal records history.

We will only collect and process information about your criminal convictions history (if any) if we would like to offer you a role (conditional on checks and any other conditions, such as references, being satisfactory).

Legal basis for using your personal information

Before we process your personal information, we need a legal basis for doing so. Our internal records document this legal basis. In general, we will process your personal information using one or more of the following legal bases:

For legitimate business purposes: Where it is in our legitimate interests to collect your personal information as part of your application. This information will enable us to decide whether to appoint you to relevant role and help to improve our recruitment processes.
Where you have consented: We may seek your consent, which must be freely given, specific, information and unambiguous, to allow us to use your personal information. Your consent will in particular be sought to (i) retain your personal information so we can send you details of new job opportunities or (ii) participate in surveys related to our recruitment process. See the “Your Rights” section of this Privacy Notice for information about the rights you have if we process your information on the basis of your consent.
To comply with our legal obligations: We may need to use your personal information to comply with employment, social security, occupational health or other laws and regulations.
To enter into a contract: We may need to use your personal information to take steps before entering an employment contract or perform an employment contract.
Where it is in your vital interest: We will use your personal information where it is vital to safeguard your interests, for example if you experience a medical incident during an interview and we need to call emergency services.

If you fail to provide personal information

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to take your application further.

Automated decision-making

If we receive a large number of applications for a role, we may use automated processes to filter applications and assist with our recruitment process. This may lead to you being automatically removed from the recruitment process. Should you wish to have someone assess this aspect of your application, please get in touch using the details for the employer provided under “Contact information” below.

Data sharing

Our recruitment process is managed by a third party RPO, Randstad Sourceright (RSR).To assist with the recruitment process, RSR uses an online candidate management system (Gr8People) . In some circumstances, RSR may act as data controllers (and decide how your personal information is held and used) in which case they will notify you directly that this is the case. Please read RSR’s privacy notices for more information:

https://www.randstadsourceright.com/your-privacy-a-candidate/

Other third parties who we may share your personal data with for the purposes of processing your application are:

The recruitment agency that referred you
Assessment providers
Relocation or travel agencies
Technology and software providers, including data storage, management and analytics service providers and talent acquisition software providers
Other companies within our network of independent associated companies;
Professional advisors such as auditors, lawyers and accountants

These third parties are obliged to protect the confidentiality and security of your personal information.

These third parties or their data storage equipment may be located outside of the European Economic Area (EEA). For example, RSR sends a limited amount of personal data to its offices outside of the EEA for recruitment administration. However, any transfer of your personal information outside of the EEA is only permitted:

where the transfer is to a place that is regarded by law as providing adequate protection for your personal information; or
where we have put in place appropriate safeguards, for example, by using a contract for the transfer, which contains specific data protection provisions (you can request a copy of these contracts using the contact details below); or
where you have consented to this, or there is another legal basis on which we are entitled to make the transfer.

We may also disclose your personal data to third parties:

if we are under a duty to disclose or share your personal information in order to comply with any legal obligation;
in the event that we sell, buy, merge or reorganise any business or assets, in which case we may disclose your personal information to the prospective acquirer of such business or assets;
if we or substantially all of our assets are acquired by or merged with a third party, in which case personal information held by us may form part of the transferred or merged assets.

Third party sites

Our careers website may also link to other websites or mobile applications that we do not own or control. Please read the privacy notices on those websites and mobile applications if you would like to find out how they collect, use and share your personal information

Data security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know, and they are required to take appropriate security measures to protect your personal information. If you require more information regarding the measures we have in place with the third parties whom receive your personal data, please use the contact details below.

Data retention

We will retain your personal information to complete the recruitment process. Once complete, we may need to retain your personal information for a minimum of 6 months after the conclusion of the recruitment process, where permitted by local laws. This is to enable use to show that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. We may also need to use the information for investigations or in conjunction with legal proceedings. This period will be different depending on the laws of your country.

If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will seek your consent to retain your personal information for this purpose.

If you are successful in your application and you decide to accept the role, we will refer you to the privacy notice available via our website. You may also request a copy from us upon your employment with Mundipharma. This privacy notice explains how we use, store and protect the personal information of our employees, workers and contractors.

Your rights

You have the right to:

Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request deletion of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information held to another party in a machine-readable format.

If you have provided consent for us to process your personal information, you have a right to withdraw your consent to future processing of your personal information with limited exceptions. The withdrawal of consent shall not affect any processing based on consent before its withdrawal.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal information, or request that we transfer a copy of your personal information to another party, please contact us in writing using the details below.

If you wish to make a complaint, we would like the opportunity to discuss this with you first. However, you have the right to make a complaint at any time to your local supervisory authority for data protection issues.

Where you successfully request deletion or restriction rights, or object to or withdraw consent for our processing of your personal data for certain purposes, we may not be able to continue with your application or have a contractual relationship with you. We may be able to continue to process your personal information to the extent required or where otherwise permitted by law, for example to register your request and the purposes explained under “Data Retention” above.

Contact information

If you have any questions about this privacy notice or how we handle your personal information, please contact hrsharedservices@mundipharma.com or the relevant company within the Mundipharma network with whom you are applying or have applied for a role. Contact details for these companies can be found below.

Mundipharma Companies

Roles advertised on our careers website may be with one of the following companies within the Mundipharma network of independent associated companies.

Country		Address
Argentina	Mundipharma Argentina	Alvarado 2743 Barracas, Capital Federal
Australia	Mundipharma Pty Ltd.	Mundipharma Pty Limited GPO Box 5214 Sydney NSW 2001 Australia
Austria	Mundipharma Gesellschaft m.b.H.	Wiedner Gürtel 13 – Turm 24 – OG 15 A-1100 Vienna Austria
Belgium		De Kleetlane, 4, Diegem 1831, Belgium
Brazil	Mundipharma Brazil	Avenida Guido Caloi 1935, Bairro Santo Amaro Sao Paulo 05802-140
Canada	Elvium	Suite No 310, 3381 Steeles Avenue East Toronto Ontario
	Mundipharma (China) Pharmaceutical Company Limited (MCPC)	Unit 2-9, 18/F West Tower, World Financial Centre, No 1 East 3rd Ring Middle Road, Chaoyang District, Beijing
Columbia	Mundipharma Colombia	Avenida calle 100 No 19A, 10 Piso Septimo Del Edificio Torre Azul, Centro Empresarial, Bogota DC
Czech Republic	Mundipharma GesmbH	Karolanska 654/2 Prague 186 00
Denmark	Mundipharma A/S	Frydenlundsvej 30, Building E, 2950 Vedbæk
Finland	Mundipharma OY	Rajatorpantie 41 B, 01640 Vantaa
France	Mundipharma	3 rue Camille Desmoulins, Issy Les Moulineaux Cedex Paris 92441
Germany	Mundipharma Deutschland GmbH & Co. KG	Expuery 10 Business Centre De-Saint-Expuery Strasse 10, Frankfurt am Main 60549
Hong Kong	Mundipharma (Hong Kong) Limited	Level 5 & 17, Silvercord Tower 2, 30 Canton Road, Tsim Sha Tsui, Hong Kong
Ireland	Mundipharma Pharmaceuticals Limited	United Drug House, Magna Drive, Magna Business Park, Citywest Road, Dublin 24
Italy	Mundipharma Pharmaceuticals srl	Via Filippo Turati 40, 20121 Milano
Japan	Mundipharma	19F Shinagawa Intercity Tower A, 2-15-1 Konan, Minato-ku, Tokyo
Mexico	Mundipharma de Mexico	Park Plaza Torre 1, Javier Barros Sierra No 540, Piso 7 Oficina 704, Col Santa fe, Alcaldia Alvaro Obregon, CP 01210 Mexico City
The	Mundipharma Pharmaceuticals B.V.	Leusderend, Leusderend 16 Leusden Email:
Norway	Mundipharma AS	3rd Floor, Lysaker Torg 5, Lysaker 1366 Norway
Philippines	Mundipharma	Unit 3705, 3706 & 3708 37th Floor High Street South Corporate Plaza, Tower 2, 26th St., cor. 11th Ave., Bonifacio Global City, Taguig City 1630
Poland	Mundipharma Polska sp. z o.o.	Kochanowskiego 49A, Warsaw Email:
Portugal	Mundipharma Farmacêutica	Building 7, 1st Floor Rua Encosta das Lagoas , 2740-244 Porto Salvo Oeiras
Saudi Arabia	Mundipharma Saudi Arabia	Takhassusi Street, Building #8111, 1st Floor Muhammadiyah District Riyadh 12363
Singapore	Mundipharma	10 Marina Boulevard #08-01 MBFC Tower 2 Singapore 018983
Slovakia	Mundipharma Gesellschaft m.b.H (Representative Office SR)	Svätoplukova 28 821 08 Bratislava Email:
South Africa	Mundipharma South Africa	Block D, 1609 Montague Gardens, Grosvenor Sq Park Lane, Century City 7441, Cape Town
South Korea	Mundipharma Korea	Seoul Square 3F hangang daero 416, Seoul,Korea
Spain	Mundipharma Pharmaceuticals S.L.	C/ Bahía de Pollensa, 11, 28042 Madrid
Sweden	Mundipharma AB	Mölndalsvägen 30 B, 412 63 Göteborg
Switzerland	Mundipharma Medical Company	St Alban-Rheinweg 74 8040 Basel
Taiwan	Mundipharma	18F No 97 Song-ren Road XinYi District Taipei Taiwan 11073
UAE	Mundipharma	Arjaan Office Tower, Dubai Media City Building: Al Sufouh Complex Plot no. A002-002 TECOM Dubai UAE
United Kingdom	Bard Pharmaceuticals Limited	Unit 191, Cambridge Science Park, Milton Road, Cambridge CB4 0AB
United Kingdom	Mundipharma International Limited	Unit 196, Cambridge Science Park, Milton Road, Cambridge CB4 0AB
United Kingdom	Mundipharma Research Limited	Unit 196, Cambridge Science Park, Milton Road, Cambridge CB4 0AB
United Kingdom	Mundipharma Medical Company Limited	Unit 196, Cambridge Science Park, Milton Road, Cambridge CB4 0AB
United Kingdom	Mundipharma International Technical Operations Limited	Unit 196, Cambridge Science Park, Milton Road, Cambridge CB4 0AB
United Kingdom	Mundipharma IT Services Limited	Unit 196, Cambridge Science Park, Milton Road, Cambridge CB4 0AB

United Kingdom	Mundipharma	70 Pall Mall, London, SW1Y 5ES

Last updated: [13April 2023]