Recruitment privacy statement

Definitions

Where we use terms such as “processing”, “personal data”, “processor”, “controller”, “data subject”, these will take their meaning given in the GDPR and where applicable, the UK GDPR. Where other Applicable Data Protection Laws apply, the above expressions shall bear their respective meanings given under the relevant law or where no equivalent expression exists, be interpreted in a manner which is consistent withs such laws.

Applicable Data Protection Laws means any laws, regulations, requirements relating to the processing of personal data applying to R-R including, where applicable within the U.K and Central Europe: the General Data Protection Regulation (Regulation (EU) 2016/679)(“GDPR”) and as it applies within the U.K, the UK GDPR, within China, the Personal Information Protection Law, within Hong Kong, the Personal Data (Privacy) Ordinance; within Japan, the Act on the Protection of Personal Information (Act No. 57 of 2003), within Singapore, the Personal Data Protection Act; within Vietnam, the Law on Cyber Information Security (Law No. 86/2015/QH13) and the Law on Cyber Security (Law No. 24/2018/QH14; within the Dubai International Financial District, the DIFC Data Protection Law No.5 of 2020; within Bahrain, the Law No.30 of 2018 with respect to Personal Data; and within the Abu Dhabi Global Market (ADGM) in the Emirate of Abu Dhabi in the UAE, the ADGM Data Protection Regulations 2021, and within the United States, California Consumer Privacy Act 2018 and as replaced as from 1 January 2023, the California Consumer Rights Act 2020; Turkey the Law on the Protection of Personal Data No. 6698 dated April 7, 2016 (LPPD), Brazilian General Data Protection Law (LGPD).

1. Contact Controller and Data Protection Officer

The controller responsible for processing your personal data is Rolls-Royce plc and the subsidiary you are applying to (collectively R-R, we or us).

Address: Kings Place, 90 York Way, LONDON N1 9FX (UK)

The Data Protection Office can be contacted via this address, or email: [email protected].

2. Types of personal data we process

We may process personal data when you register for an account with us and where you submit an application for a role with R-R. The type of personal data we process will depend on the type of role you apply for, the location of your role and whether you are successful with your application. We may process some limited personal data when you register an account but do not proceed with submitting your application. We may process the following types of data:

• Identity data such as your name, address, email address, telephone number, nationality, country of birth and date of birth and other direct identifiers such as ID documentation, where this is permitted by Applicable Data Protection Laws;

• Application data such as academic and vocational qualifications, skills and competencies, resume/CV documents that support your job applications, including reference letters and transcripts, employment history, job application history, remuneration and benefits package, results from the leadership assessment and background screening we may ask you to complete, financial and banking details, your responses to job-specific questions, information relating to how you heard about our job opportunities, diversity and equal opportunities information, marital status, identification (Right to Work) as contained in your passport and related documentation, special adjustments required for interview (examples - disability or dietary requirements), personal information about you from a publicly available source that you control (such as a job board, job application or a career based social media platform), insofar as such information is relevant for assessment of whether your qualification and skills meet the demands of the considered job post, , depending on the nature and level of the role applied for and any other information you voluntarily provide to R-R.

• Technical data such as your login information, your IP address, operating system or other meta-data which is automatically collected when you access the career portal or our websites. For information on how we use cookies, plug-ins and similar technology, please refer to our Cookie Notice (Use of cookies | Rolls-Royce). For information on how cookies are used by Workday when you access their recruitment portal, please click here Cookie Notice | Workday. 

• Sensitive data such as your health, disability and age, criminal offence information;

3. Sources of personal data

Most of the personal data we process is provided directly by you when you submit this information to us with your application or when you participate in the interview process.

We may also receive personal data about you indirectly. For example, when you have been referred for a position at R-R or when we receive additional information from third parties such as your nominated referees or previous employers. We may also collect information about you from publicly available information in the course of background screenings (see 4.).

4. Purposes for processing personal data

• Recruitment Purposes

Your Application Data listed above is processed for the following recruitment purposes:

• To evaluate your qualifications for the position you have applied for and, subject to your respective consent, for other current/future positions with R-R
• To process your application
• To support any offer of engagement and induction to R-R
• As the basis for your employee record
• To contact you for further information, where necessary
• comply with immigration, employment or any other laws or regulations that apply to us
• take steps prior to entry into an employment agreement with you if your application is successful
• conduct background screenings where permitted, which may include verification of information contained within your application, criminal history, financial history or other information that may be required to establish your education and/or qualifications. Anonymised data may be used to ensure compliance with legal requirements that concern equal opportunities and employment
• To monitor customer satisfaction, generate reports/management information, and drive process improvement

You are not legally bound to provide us with your Application Data, However, kindly note that, in case you choose not to provide us with certain of your Application Data, we may not be able to further consider your application in the context of our job vacancies or that your application for a particular job offer may not be successful.

• Applicants’ Pooling

If and to the extent that you have declared your respective explicit consent, we may store and process your Application Data beyond the duration and scope of your application for one particular job offer or independent from an application for a particular job post as part of our talent pools.

Likewise, subject to your explicit respective consent, we may transfer your Application Data to other R-R Group Entities.

Such processing of your Application Data is carried out exclusively for the purpose of consideration of your application for present or future job vacancies with R-R, including the possibility of contacting you, where necessary, for this purpose.

We will contact you annually from the point that you provide your consent to the intake of your application to our talent pools in order to request an update to your Application Data and also confirm if you would like to remain within the talent pool. If we do not receive your confirmation that you would like to remain within the talent pool within two months from the time of our request, we will delete your data (except for data pertaining to any of your pending applications for a particular job post) and close your user account with our talent pool platform. If you nominate to remain within the talent pool, we will retain your data until either you withdraw your consent to the processing of your data within the talent pool, or, within two months from the time of our next request for reconfirmation, should we not receive any request from you within this time period. 

In addition you can withdraw your consent to the processing of your Application Data as part of our talent pool at any time by contacting our hiring team at [email protected]. Kindly note that such withdrawal of your consent does not affect the lawfulness of our processing of your data based on such consent before the time of its withdrawal. When you declare your consent to the processing of your Application Data as part of our talent pool, we will both delete your Application Data that is stored in our talent pool (except for data pertaining to any of your pending applications for a particular job post) and close your user account to our talent pool platform, insofar as there is no further legal basis for continued storage and use of such data.

You are not legally bound to consent to the processing of your data as part of our applicants’ pooling, however, please also note, that, in case you do not choose to provide your respective consent or in case of your withdrawal of such consent, your application may no longer be considered in the context of potential present or future job vacancies with R-R.

• Operation and use of this website

Your Access Data and Registration Data is used by R-R in order to be able to operate this website and enable you to administrate your account settings as well as your application along with all the other functions contained in the log-in area of this portal.

• Improvement of this website

In order to continually improve this website on a demand-driven basis, R-R may use your Access Data for data analysis and system administration purposes, such as to determine whether you’ve visited this website before or are new to this website.

• Vacancy Alert Notifications

When you create an account on this website, R-R will ask for your consent to send you job alert email notifications whenever a new position matching your profile is posted. You can stop receiving these notices with effect for the future by logging into your user account and modifying your preferences. Such declared withdrawal of your consent leaves such processing of your data unaffected, which has occurred up until the time of the withdrawal of consent. Other than that, R-R will not use Information collected on this website for marketing purposes without your consent.

5. Legal basis for processing personal data

In the context of you application and our application procedure we process your personal data based on initiating a potential employment contract. Where we are considering your application with a view to offering you a position, we process your personal data to entry into a contract with you.

We will process your data for inclusion in the talent pool only with your consent, as described above.

We may also process your personal data in order for us to:

• comply with any Applicable Data Protection Laws including in respect of immigration, tax, professional or employment law obligations; and/or
• protect the security and integrity of our systems, assets, information, or colleagues and where permitted, we will rely on these as legitimate interests and/or
• exercising or claiming rights on the basis of our legitimate interest.

We may process sensitive data about you such as information concerning your physical or mental health to assess whether there are any reasonable adjustments that we may need to make in the recruitment process. If you are successful in your role, we may request further information concerning your health in order to provide you with any benefits to which you are entitled. In the UK and the EU, the legal basis on which we rely is to perform our legal obligations, to exercise or defend legal claims, where processing is necessary to carry out rights or obligations in the field of employment, social security, social protection law or in the case of discretionary benefits, with your explicit consent.

6. Diversity and Inclusion Data (only where permitted by law)

We process diversity and inclusion data in certain countries only to the extent permitted by law and provided that you have voluntarily chosen to share this data with us.

We collect this data in particular in order to identify and keep under review the existence or absence of equality of opportunity between specified groups of people in order to promote such equality and create aggregated and anonymous statistics for equal opportunities monitoring.

7. Processing at Offer Stage

If you accept an offer from us, we will process further personal data preparatory to our contract with you.

Where you have been successful with an application, it will be necessary for us to verify certain details you have submitted. We will also conduct background screenings. Depending on the nature of your role and where local law requires and/or permits this (for example where it is required to meet certain professional regulatory standards), we may request our third-party screening provider to undertake criminal and/or financial history checks as a part of the final screening process. Where such checks are conducted, we will ensure that appropriate safeguards are in place to protect your personal data, including minimising access to such data.

Our Employee Privacy Notice will then apply to any processing of personal data we conduct whilst you are an employee.

8. Automated decision making (incl. Profiling)

In the course of the recruitment process, we make use of certain automated recruitment interview solutions that are operated by our service provider AON Assessment Solutions (Großer Burstah 18-32, 20457 Hamburg, Germany). In case that and insofar as your data is processed via this tool, it may be subject to a procedure of individual automated decision making for the purpose of Art. 22 (1) GDPR. Like many other companies, our application process includes online assessments that rely on automated decision making at an early stage, so we need to make you aware of this, and of the significance and consequences of it. The automated decision making is in relation to your online assessment pass mark. If you do not achieve a pre-determined minimum pass mark, then your application will be rejected automatically, and you will not go through to the next stage of the process. Our minimum pass mark is verified each year and is based upon bespoke Rolls-Royce plc norm groups created by AON. If you would like to know more about this, you can contact us via the details given in section I above. If your results are below the minimum pass mark then you can still apply for any other Rolls-Royce (Non-Early Career) opportunities or re-apply to an Early Career Programme in the following year.

9. Recipients of your personal data

R-R is a global group that also operates in so-called matrix structures. Due to these structures, it may be that your personal data is processed by different R-R entities. In addition, due to this structure, some corporate functions or tasks are performed centrally by certain companies in the Group or information is required from other companies in the Group. We therefore transfer your personal data to the relevant companies within our group of companies for the aforementioned purposes, insofar as this is necessary and permitted.

We base the aforementioned access to your data or transfer of your data on legitimate group interests and corresponding intra-group contracts concluded for this purpose.

Your personal data may be shared internally with certain members of the HR team, hiring managers and other individuals who have a need to know the information or who are actively participating in the recruitment process you are taking part in.

We may share your personal data with third parties who process data on our behalf, including where we engage external recruitment agencies to assist us with the recruitment process or data processors such as IT service providers that store data on our behalf. We use Workday as our provider for all recruitment activities, which securely stores your personal data for us once you have created an account with them.

We may also share your personal data with our third-party provider, Sterling in order to carry out necessary background screenings, in the event that you accept an offer of employment from us.

We may also share your personal data to the extent that we are required by law, with certain public authorities such as law enforcement or professional or regulatory authorities. If this is necessary for our exercise or defence of legal claims, we may also share your personal data with our insurers or professional advisors.

10. International transfers

As a global company, we may need to share your personal data to other R-R-Entities or third parties in other locations. Adequate safeguards for personal data transfers within R-R (and where necessary with other third parties working with or for us in respect of your application) will be ensured through standard contractual clauses; with your consent; or on the basis that the transfer is otherwise compliant with Applicable Data Protection Laws. Additionally, within R-R we have in place binding firm-wide data protection and information security policies which govern our internal data processing activities.

11. Retention

We will not retain your personal data for longer than is necessary to fulfil the purposes described above. If we no longer have a legal ground to retain your personal data, we will erase the information securely, or in some cases anonymise it.

If your application is successful, your personal data may be further processed in relation to your future employment with us, and to allow us to comply with any legal requirements required of us as employer.

In case your application for a particular job offer is not successful, and you have not consented to an intake of your data into our talent pool as per above section we will generally store your Application Data only if and only for as long as this is necessary for the establishment, exercise or defence of legal claims arising out of or in connection with your application or, respectively, the rejection of such on our part, under the national law applicable in the individual case.

12. Your rights

You have the right to request information at any time on the data relating to your person being stored. You furthermore have the right to request correction of any errors in your personal data, which includes the right to have inadequate data completed in the form of e.g. a supplementary statement. 

Furthermore, you have the right to request where appropriate that your personal data be erased (right to erasure). Should erasure not be permissible due to statutory requirements e.g. archiving requirements, the processing of your data shall instead be restricted (i.e. blocked) so that it may be accessed only for the strict purpose of meeting these legal requirements. You furthermore have the right where appropriate to make a request yourself for restriction of the processing of your personal data (right to restrict). With respect to personal data which you have provided us and which is processed by us in relation to an agreement or contract using automatic means, you have the right to request that such data is transferred to you or to a third party named by you (right to data portability).

You may object to the processing of your data for reasons relating to your particular situation if such processing is being carried out in our overriding legitimate interest or for the purpose of a task being performed in the public interest (right to object).

Insofar as data processing takes place on the basis of your consent, you have the right to withdraw your consent at any time (right to withdraw consent).

If you wish to exercise your data subject rights, it is sufficient to send an e-mail or a letter by post to the contact information in section 1.

You are furthermore entitled to lodge a complaint with a competent supervisory authority.

13. Links to other sites

This website may provide links to other websites for your convenience. These websites may operate independently from R-R. Linked websites may have their own privacy notices or policies, which R-R strongly suggests you review if visited. To the extent any linked websites you visit are not owned or controlled by R-R, R-R is not responsible for the websites’ content, any use of the websites, or the privacy practices of those websites.

14. Updates to R-R’s privacy statement

This Privacy Statement may be updated periodically and without prior notice to you to reflect changes in R-R’s Information practices. R-R will post a prominent notice on this website to notify you of any significant changes to R-R’s Privacy Statement and indicate at the top of the Privacy Statement when it was most recently updated.