How and why do we collect your personal data?
The purpose of this Candidate Privacy Notice (the “Notice”) is to give you information about the personal data that RenaissanceRe collects, uses, transfers, discloses and otherwise processes, and the reasons why. Reference is made throughout in this Notice to “RenaissanceRe”, “we,” “us” and “our,” all of which, for the purposes of this Notice, shall be deemed to mean the relevant RenaissanceRe entity advertising the role which you have applied for.
During the candidate selection and recruitment process we will receive information on you in three primary stages which are:
- the application stage;
- the assessment stage; and
- the pre-employment screening stage.
The purposes and legal basis for processing
Our main reason for processing your information is to help us in our candidate selection process (i.e., to take steps prior to entering into a contract with you and/or on the basis of our legitimate interests). In addition, the information which we process during these stages is used to determine your suitability and eligibility for the role and to review and validate the information provided by you and by any external sources, and to perform pre-employment screening (i.e., to take steps prior to entering into a contract with you and/or on the basis of our legitimate interests).
In some instances, we may process personal data on you due to a legal and regulatory obligation on RenaissanceRe, such as confirming your right to work in the jurisdiction where the role is located (i.e., to comply with a legal obligation). If you fail to provide us with certain information, e.g., where such is required by RenaissanceRe to comply with a legal or regulatory obligation, then we may not be able to process your application further and we will inform you if this is the case. If you are successful in your application and you become an employee, our Employee Privacy Notice, which is a separate document, will apply and be provided to you in due course.
There may also be some instances where we process special categories of personal data on you, such as information relating to your racial or ethnic origin or health-related information (e.g., disability status) or information obtained via pre-employment screening (e.g., criminal background). When doing so, we will seek your explicit consent to the processing of this data unless this is not required or permitted by law, such as where the personal data is required to protect your health in an emergency or as otherwise required or permitted by law. Where we are processing data based on your explicit consent, you have the right to withdraw that consent at any time.
If in the future we intend to process your personal data for a purpose other than that for which it was collected, we will provide you with information on that purpose and any other relevant information where required.
What personal data might we process?
Much of the personal data we process will have been provided by you or in some cases by external sources, such as referees or recruitment agencies. The types of personal data we process includes the following:
- Personal identifiers: Information provided on your application form and by references (including name and contact details, phone numbers, e-mail addresses), date of birth; nationality;
- Sensitive personal data: race, gender, ethnicity, military or veteran status, religion;
- Educational and professional information: educational history employment history; references; CV information; job title and seniority; work locations; Background check information: Information obtained from pre-employment screening e.g. criminal convictions (where legally permissible), fitness and propriety questions etc.;
- Other information voluntarily provided by you.
The personal data processed will vary according to your jurisdiction and in each instance will be subject to RenaissanceRe having a valid processing condition to process this personal data.
Who has access to personal data?
RenaissanceRe disclose your personal data internally and to other RenaissanceRe companies which provide functions such as Human Resources, financial management and regulatory compliance for the Group. Certain other systems and databases containing candidate data are also centralised within and managed by RenaissanceRe Holdings Ltd.
RenaissanceRe’s use and disclosure of your personal data as described above may involve the transfer of such personal data (including sensitive personal data) to a country or countries outside the jurisdiction where the role is based. RenaissanceRe will only transfer your personal data outside these jurisdictions in compliance with the applicable law and it will, at all times, take reasonable steps to ensure that your personal data is held and processed in a secure and confidential manner following such transfers, including the use of appropriate technical and organisational measures.
Where your job application has been made through or in connection with a recruitment consultant, we may disclose your personal data to that recruitment consultant. We may also disclose certain personal data for the above purposes to the following recipients:
- to other affiliates of the Company, service providers (e.g., IT service providers, background checks vendors) and advisors;
- to fraud prevention agencies and law enforcement agencies;
- to courts, governmental and non-governmental regulators;
- or as required or permitted by law, including to comply with a subpoena or similar legal process or government request, or when the Company believes in good faith that disclosure is legally required or the Company has a legitimate interest in making a disclosure, such as where necessary to protect the Company’s rights and property.
Automated decision making and electronic recruitment
During the candidate selection and recruitment process we do not use automated individual decision-making.
Data Retention and Data Security
Your personal data will be stored in line with our document management procedure. Your personal data will be deleted after a defined period of time. This period will be defined according to legal and regulatory requirements. In any event, we only hold your data for as long as necessary to achieve the purposes for which we process it unless a longer retention period is required or permitted by law or regulation.
Your data will be held within a secure environment and will be subject to a range of appropriate technical and organizational measures.
Further details on how your personal data is retained and how it is kept secure are available from RenaissanceRe upon request.
The rights available to you in relation to your personal data will vary according to the jurisdiction where you are located and where the role will be based. Without prejudice to those rights, and without committing to their implementation and the handling of requests where they are not statutory, RenaissanceRe will ensure that candidates in all jurisdictions have the following rights to their data:
- The right of access to your data;
- The right to request rectification of your personal data;
- The right to request erasure of your personal data;
- The right to request restriction of processing of your personal data;
- The right to object to processing of your personal data; and
- The right to data portability (where applicable).
If you have provided consent for the processing of your data, you have the right (in certain circumstances) to withdraw that consent at any time which will not affect the lawfulness of the processing before your consent was withdrawn.
Depending on where you are and where the role for which you are applying is based, you have the right to lodge a complaint to the relevant supervisory authority for the jurisdiction where you are based or where the role is located as appropriate. Contact details for the relevant supervisory authorities are set out in Appendix 1.
Please keep the personal data about you up to date and inform us of any changes to personal data.
Identity and contact details of controller and Data Protection Officer
If you have any concerns as to how your data is processed, please contact email@example.com.
Appendix 1 – Supervisory Authority Contact Details
|Information Commissioner’s Office
|Republic of Ireland
|Data Protection Commission
|Office of the Australian Information Commissioner
|Office of the Privacy Commissioner
|Personal Data Protection Commission
|Office of the Federal Data Protection and Information Commissioner FDPIC
Last Update: January 2022