PRIVACY POLICY
CHINA
A. Your privacy is important to Hays
Your privacy is important to us. This Privacy Policy outlines Hays’ policy on how we manage the personal information we hold about our customers and others. It applies to all operations within Hays Specialist Recruitment (Shanghai) Company Limited including visitors to our website.
It is the policy of Hays to respect the confidentiality of information and the privacy of individuals.
This Privacy Policy will be reviewed from time to time to take account of new laws and technology, changes to our operations and practices and to make sure it remains appropriate to the changing environment. Any information we hold will be governed by the most current version of this Privacy Policy.
Please carefully and fully read and understand this Privacy Policy.
We will use our best efforts to ensure that the information you submit to us remains private and is used only for the purpose you agree to. This Privacy Policy reflects our commitment to you.
B. Hays' Privacy Policy is based on transparency
We are committed to being transparent about how we use personal information.
Where our documents ask for personal information, we will generally state the purpose for its use and to whom it may be disclosed.
This Privacy Policy applies to the personal information of our candidates, temporary workers, clients, suppliers, and website users.
C. Types of personal information collected by Hays
Personal information that we collect and hold usually falls into the following categories:
- Personal information submitted and obtained from each person seeking employment and other sources in connection with applications for work, including your
- Name
- Age/date of birth
- Nationality/citizenship/place of birth
- Sex/gender
- Photograph
- Contact details
- Education details
- Language skills
- Training and employment history
- Work experience
- Qualifications
- Emergency contacts and details of any dependants
- Referee details
- Immigration status
- Social security number and other tax-related information
- Diversity information
- Details about your previous and current remuneration, pensions and benefits arrangements
- Aptitude test results
- Opinions about your work performance (eg references) and other information obtained by us in connection with your possible work placements
- Sensitive personal information such as your health data[1], personal identification document(s) details, and financial information (eg bank details)
- Work performance information
- Information about incidents involving you in the workplace
- Your performance appraisals
- Our assessment of your ongoing performance and prospects
- Any test or assessment (including medical tests and assessments) that you might be required to undergo
- Our identification of your training needs
- Any workplace rehabilitation
- Our management and resolution of any complaint, inquiry or investigation in which you are involved
- Any insurance claim or proposal that requires disclosure of your personal information
- Undertaking criminal reference checks
- For research, development, business systems and infrastructure testing and other business purposes to assist us in providing our services to you and providing our services to our clients
- Information submitted and obtained in relation to your absences from work due to leave, illness or other causes
- IP address
- the dates, times and frequency with which you access our services
- CCTV footage if you attend our premises
- Information obtained to assist Hays in managing its client and business relationships
[1] By "health data", we refer to "injury or illness that may prevent you from performing certain work-related tasks or passing a medical examination if required" in the candidate registration form.
Please note that the above list of categories of personal information we collect is not exhaustive.
D. How we collect your personal information
(i) Information you provide to us directly
We generally collect your personal information directly from you through the following means:
- When you submit your personal information on the Hays website: In some instances we may need specific information about you, such as name, address, email address, telephone number etc. We will collect this information if you apply for a job or sign up for a service via our website, for example. We may also ask you for other information such as the types of jobs you are interested in and your workplace concerns in order to provide you with the best possible service and internet experience
- When you complete our candidate registration form or provide any other information in connection with your application
- When you communicate with us via email/SMS/telephone/ instant messaging app such as WeChat.
(ii) Information we collect about you indirectly
We may also collect certain information from you indirectly when:
- You provide your information to a third-party and consent to them providing your information to us (eg Job-boards)
- We receive any reference about you
- We receive results of inquiries that we might make of your former employers, work colleagues, professional associations or registration body
- We receive the results of any competency or medical test or background checks
- We receive any complaint or other information from or about you in the workplace
- We receive any information about any insurance investigation, litigation, registration or professional disciplinary matter, criminal matter, inquest or inquiry in which you were involved
- We receive any information about a workplace accident in which you are involved
- We collect information about you from public domain sources
- We receive your personal information from our recruitment services providers; and
- As a result of your online behaviour on our website
If you do not give us the personal information we seek, we may be limited in our ability to locate suitable work for you and we may be limited in our ability to place you in work.
E. Purposes for which we use, process and hold your personal information
We primarily use and hold your personal information for the following purposes:
- Your actual or possible work placement
- Career guidance or management
- Our assessment of your performance and prospects or any training needs
- Any test or assessment (including medical tests and assessments) that you might be required to undergo
- Informing you of possible work opportunities, relevant candidates, or other events such as training or information sessions or our direct marketing to you by mail/email/SMS/WeChat/instant messaging tools/APP etc
- Any workplace rehabilitation
- Our management and resolution of any complaint, inquiry or investigation in which you are involved
- Any insurance claim or proposal that requires disclosure of your personal or sensitive information
- Undertaking checks to verify your work rights status, criminal history and any other background checks, including credit checks for positions involving significant financial risk and otherwise as permitted by law
- For internal research, development, business systems
Hays may process your personal information using individual automated decision-making technology to shortlist suitable candidates. You may request further information on how we shortlist candidates by contacting Hays and opt-out from such process.
F. Our clients and suppliers
Clients If you are a Hays client, we need to collect and use information about you, or individuals at your organisation, in the course of providing you or offering you our services.
We collect client personal information that we receive from you or collect or receive from other sources. Personal information from other sources may include, where appropriate and in accordance with any applicable laws and requirements, we may seek more information about you or your colleagues from other sources generally by way of due diligence or other market intelligence; from third party market research and by analysing online and offline media (which we will do ourselves or employ other organisations to do for us). To the extent that you access our website or read or click on an email from us, where appropriate and in accordance with any applicable laws and requirements, we will also collect your information automatically or through you providing it to us.
The main reason for using information about clients is to enable us to introduce ourselves to you and to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly. This will involve providing you with our various recruitment and related services and/or providing services to your employees, such as training courses. The more information we have, the more bespoke we can make our service.
We manage your information in order to facilitate this by:
- Storing your details (and updating them when necessary) on our database, so that we can contact you in relation to recruitment activities
- Keeping records of our conversations and meetings, so that we can provide targeted services to you
- Undertaking customer satisfaction surveys
- Processing your information for the purpose of targeting appropriate marketing campaigns for our services, to do this we use marketing technology platforms and suppliers
- We also provide services to your employees such as training courses, which will require us to use their personal information in order to grant them access to these services
Suppliers We need a small amount of information from our Suppliers to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly, and to comply with legal requirements. We need contact details of relevant individuals at your organisation so that we can communicate with you. We also need other information such as your bank details so that we can pay for the services you provide (if this is part of the contractual arrangements between us).
We use your data in order to facilitate this by:
- Storing (and updating when necessary) your details on our database, so that we can contact you in relation to our agreements
- Offering services to you or to obtain support and services from you
- Performing certain legal obligations
- Helping us to target appropriate marketing campaigns, to do this we use marketing technology platforms and suppliers
G. Disclosures of your personal information
(i) Parties in the work placement process:
We may share your personal information with the following categories of recipients:
- Potential and actual employers and clients of Hays
- Other recruitment agencies or related service providers
- Referees [2]
[2] If at any time you provide personal information of a referee to us, you warrant and represent that (a) you have already given written notice to the third party of the intention to use their personal information for referee purpose.
(ii) Related entities
We may disclose your personal information to our group companies, including Hays employees and potential employers located outside of China, for the purposes for which it is primarily held or for a related purpose and we require and have obtained (or will obtain) your separate consent as required by applicable laws before processing your information and/or providing you with any services.
(iii) Hays' business partners or vendors
We disclose your personal information to third party business partners or vendors for the purposes for which it is primarily held or for a related purpose and we require and have obtained (or will obtain) your separate consent as required by applicable laws before processing your information and/or providing you with any services.
These third parties may include:
- Other recruitment agencies or related service providers
- Job-board vendors
- External providers of online training and induction eg mandatory on-line Operational Health and Safety Induction
- Our insurers and brokers
- A professional association or registration body that has a proper interest in the disclosure of your personal information
- A Workers Compensation body
- Any person with a lawful entitlement to obtain the information
- Accountants, auditors, company secretarial services and professional advisers
- Landlords, agents and property services organisations
- Travel and other services providers
- IT, data, network, technology, internet, social network and business process service providers and organisations
- Marketing and event organisers, venues and companies
- Survey service providers
Information of the third-party vendors of Hays are available on these links: https://www.hays-china.cn/en/sub-processors-list.
You may also contact Hays if you would like to obtain the names and their contact details of third parties which have received your personal information from Hays for their own processing purposes, if any, and the types of personal information which will be disclosed to these third parties. We do not disclose information about your individual visits to the Hays’ website, or personal information that you provide, such as your name, address, email address, telephone number etc to any outside parties, except when such disclosure is in compliance with Personal Information Protection Law (PIPL) or other applicable laws in China.
H. Overseas transfer of personal information
For any transfers outside of China as the case may be, we take reasonable steps to ensure that the recipients of such information do not breach the PIPL in relation to that information. We will take reasonable steps to ensure, for instance pursuant to a contractual agreement, that your personal information receives an adequate level of protection, for example your information will be stored on secure servers that are protected in controlled facilities.
If we transfer your personal information outside of China, we will obtain your separate consent to your personal information being forwarded or transmitted to our offices[3] or entrusted service providers, including those internationally and where you have applied for a specific role, to employers in that country.
These overseas recipients are Hays overseas entities as set out in https://www.hays-china.cn/en/hays-entities-list and third party vendors as set out in https://www.hays-china.cn/en/sub-processors-list. You may also contact Hays if you would like to obtain the names and their contact details of overseas recipients which have received your personal information from Hays, if any, and the types of personal information which will be disclosed to these overseas recipients.
These overseas recipients will only process your personal information through the means and for the purposes as set out in this Privacy Policy.
You may exercise your rights under the PIPL against these overseas recipients by contacting the Hays Privacy Officer by email at privacy@hays.cn or by contacting the recipient directly through the details provided on their website.
You further understand and agree that your information may be transmitted, processing and stored out of China and to other countries or regions by Hays and its entrusted service providers. We require and have obtained, or will obtain, your separate consent (if and as required by applicable laws) before such transmission, processing and storage.
At Hays, we train our staff to respect the confidentiality of customer information and the privacy of individuals. Hays have appointed a Privacy Officer to ensure that our management of personal information is in accordance with this Privacy Policy. Our Privacy Officer can be contacted by email at privacy@hays.cn.
[3] Australia, Belgium, Brazil, Canada, Chile, China, Czech Republic, France & Luxembourg, Germany & Austria, Hong Kong, Hungary, India, Ireland, Italy, Japan, Malaysia, Mexico, Netherlands, New Zealand, Poland, Portugal, Singapore, Slovakia, Spain, Sweden, Thailand, Denmark, UAE, United Kingdom, USA (and any other countries where Hays may provide its services in the future) regarding possible or actual work placements and to assist us in providing our services to you.
I. How do we store personal information?
Safeguarding the privacy of your information is important to us, whether you interact with us personally, by phone, mail, over the internet or other electronic medium. We hold personal information in a combination of secure computer storage facilities and paper-based files and other records and take steps to protect the personal information we hold from misuse, loss, unauthorised access, modification or disclosure.
We may need to maintain records for as long as they are necessary for us to provide our services to you and achieve the purposes set out in this Privacy Policy. However, when we consider that your personal information is no longer needed for the purposes as set out in this Privacy Policy, we will remove any details that will identify you or we will securely destroy the records.
J. Information collected from visitors to our Hays China website
In general, we gather information about all our website users collectively, such as what areas users visit more frequently and what services users access the most. This information helps us to determine what is the most beneficial for our users, and how we can continually create a better overall website experience for you.
What are cookies and how do we use them?
- A ‘cookie’ is a bite-sized piece of data that is stored on your computer's hard drive. They are used by nearly all websites and do not harm your system. We use them to track your activity to help ensure you get the smoothest possible experience when visiting our website. We can use the information from cookies to ensure we present you with options tailored to your preferences on your next visit. We can also use cookies to analyse traffic and for advertising purposes
- If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings. We also provide information about this in our marketing preferences page on the Hays website
- Further information regarding cookies is in the ‘Cookies Policy’ below
How to reject cookies
- If you don’t want to receive cookies that are not strictly necessary to perform basic features of our site, you may choose to opt-out by changing your browser settings
- Most web browsers will accept cookies but if you would rather, we didn’t collect data in this way you can choose to accept all or some or reject cookies in your browser's privacy settings. However, rejecting all cookies means that you may not be able to take full advantage of all our website's features. Each browser is different, so check the ‘Help’ menu of your browser to learn how to change your cookie preferences
- For more information generally on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer
Cookies policy
What's a cookie?
What's a cookie?
- A ‘cookie’ is a piece of information that is stored on your computer's hard drive and which records your navigation of a website so that, when you revisit that website, it can present tailored options based on the information stored about your last visit. Cookies can also be used to analyse traffic and for advertising and marketing purposes
- Cookies are used by nearly all websites and do not harm your system. If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings. We also provide information about this in our marketing preferences page on the Hays website
How do we use cookies?
- We use cookies to do two things:
- To track your use of our website. This enables us to understand how you use the site and track any patterns that emerge individually or from larger groups. This helps us to develop and improve our website and services in response to what our visitors want and need
- To help us advertise jobs to you that we think you'll be interested in. Hopefully this means less time for you trawling through endless pages and will get you into the employment you want more quickly
- Cookies are either:
- Session cookies These are only stored on your computer during your web session and are automatically deleted when you close your browser – they usually store an anonymous session ID allowing you to browse a website without having to log in to each page, but they do not collect any information from your computer
- Persistent cookies A persistent cookie is stored as a file on your computer, and it remains there when you close your web browser. The cookie can be read by the website that created it when you visit that website again. We use persistent cookies for Google Analytics and for personalisation (see below).
- Cookies can also be categorised as follows:
- Strictly necessary cookies These cookies are essential to enable you to use the website effectively, such as when applying for a job, and therefore cannot be turned off. Without these cookies, the services available to you on our website cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you have been on the internet
- Performance cookies These cookies enable us to monitor and improve the performance of our website. For example, they allow us to count visits, identify traffic sources and see which parts of the site are most popular
- Functionality cookies These cookies allow our website to remember choices you make (such as your username, language or the region you are in) and provide enhanced features. For instance, we may be able to provide you with news or updates relevant to the services you use. These cookies can also be used to remember changes you have made to text size, font and other parts of web pages that you can customise. They may also be used to provide services you have requested such as viewing a video or commenting on a blog. The information these cookies collect is usually anonymised
- Personalisation cookies These cookies help us to advertise details of potential job opportunities that we think may be of interest. These cookies are persistent (for as long as you are registered with us) and mean that when you log in or return to the website, you may see advertising for jobs that are similar to jobs that you have previously browsed
K. Your rights
(i) Access to personal information
Subject to some exceptions, you can gain access to the personal information that we hold about you.
To make a request to access your personal information, you will need to complete an application form verifying your identity and specifying what information you require. Please contact our Privacy Officer for an application form.
We may impose a moderate charge in providing access. Our Privacy Officer will discuss this with you.
You should also anticipate that it may take time to process your application for access as there may be a need to retrieve information from storage and review it in order to determine what information is relevant.
(ii) Correction of personal information
Hays endeavours to ensure that the personal information it holds is accurate and up to date. We realise that information changes frequently with changes of address and other personal circumstances. We generally update your personal information over the telephone. Please advise your consultant when your personal details change.
If you have created a profile with Hays via our website, you are able to update or delete your personal information whenever you apply for a new position advertised. To do so, simply click on apply for a position of interest, log into your profile, and you will find options for editing or deleting the information you have submitted.
Alternatively, you can contact our Privacy Officer for an application form to request correction of your personal information held by us.
(iii) Portability of personal information
You can contact our Privacy Officer if you would like to request us to transfer your personal information to another personal information processor.
(iv) Deletion of personal information
You can request deletion of your personal information held by us if (i) the purposes of processing have been fulfilled, cannot be fulfilled or the personal information is no longer required for the purposes for which it was collected; (ii) we have ceased providing the relevant products or services for which the personal information was collected, or the data retention period has expired; or (iii) you have withdrawn your consent. However, we will retain your personal information if we need the information to comply with our own legal obligations, for audit purposes.
(v) Enquiries and complaints
You can make further enquiries or complaints about our Privacy Policy to our Privacy Officer via privacy@hays.cn.
L. Feedback
We have several areas on our website where you can submit feedback. Any feedback that is submitted through this area becomes the property of Hays. We may use this feedback, such as success stories or responses to surveys, for marketing purposes, or to contact you for further feedback on the site.
M. Changes to our Privacy Policy
We will notify you of any amendments to the following information in this Privacy Policy by updating the Privacy Policy on the Hays website in a prominent manner: (i) our name and contact information; (ii) the purposes and means of processing your personal information; (iii) the types of personal information that we process; (iv) the retention period for each type of personal information; and (v) means and procedures for you to exercise your rights under PIPL. In addition, if we make any other changes to this Privacy Policy, we will post these changes on our website so that you will always know what information we gather, how we might use that information, and whether we will disclose it to anyone. If, at any time, you have questions or concerns about our commitment to your privacy, please feel free to email our Privacy Officer at privacy@hays.cn.
HP-026-06
© November 2022
For candidates using Hays Globalink services, please refer to our UK privacy policy here.