The Recruitment Privacy Notice is a mandatory document under South African law, specifically required to comply with the Protection of Personal Information Act (POPIA). It must be provided to job applicants before collecting their personal information during the recruitment process. The notice serves as a transparent communication tool, informing candidates about how their personal information will be processed, their rights under POPIA, and the organization's data protection practices. It covers various aspects of data processing including collection methods, purposes, retention periods, third-party sharing, and security measures. The document is particularly crucial in South Africa where POPIA imposes strict requirements on the processing of personal information, including special personal information such as race data collected for employment equity purposes.
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1. Introduction: Overview of the notice's purpose and scope, identifying the organization as the responsible party
2. Types of Personal Information Collected: Detailed list of categories of personal information collected during recruitment
3. Purpose of Information Collection: Explanation of why personal information is collected and how it will be used in the recruitment process
4. Legal Basis for Processing: Explanation of the legal grounds for processing personal information under POPIA
5. Information Sharing and Third Parties: Details about who personal information may be shared with during the recruitment process
6. Data Security Measures: Overview of measures taken to protect candidates' personal information
7. Retention Period: Information about how long candidate data will be kept
8. Candidate Rights: Explanation of rights under POPIA including access, correction, and deletion
9. Contact Information: Details of the Information Officer and how to contact them regarding privacy concerns
1. International Data Transfers: Required if the organization transfers candidate data outside South Africa
2. Automated Decision Making: Required if the recruitment process involves any automated decision-making or profiling
3. Background Checks: Required if the organization conducts background checks, credit checks, or criminal record verification
4. Special Personal Information: Required if collecting information about race, health, criminal behavior, or other special personal information as defined in POPIA
5. Industry-Specific Disclosures: Required for regulated industries with additional data protection requirements
6. Social Media Screening: Required if the organization reviews candidates' social media profiles
7. Video/Audio Recording: Required if recruitment includes recorded interviews or assessments
1. Data Processing Activities: Detailed breakdown of specific processing activities and their purposes
2. Third Party Processors: List of third-party service providers involved in the recruitment process
3. Security Measures: Detailed description of technical and organizational security measures
4. Retention Schedule: Detailed retention periods for different categories of recruitment data
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