APPLICANT PRIVACY NOTICE

(PEOPLE’s REPUBLIC OF CHINA)

Welcome to the PAX sapiens Careers Site (the “Site”).  The Site serves as the centralized career application portal for PAX sapiens and its organizational members (collectively, “we”, “us”, or “PAX”). PAX is an NGO whose purpose is the prevention of predictable global catastrophes through the creation of new systems of collective coordination that build a more peaceful world. Because we gather certain types of information about applicants during the recruitment process, we want to help you understand our practices surrounding the collection, use and disclosure of your personal information.

This Notice is prepared in accordance with China’s Personal Information Protection Law and any other applicable law regarding personal data protections.

This Notice addresses the following topics:

• • • Scope Of This Notice
  • • Personal Information We Collect About You
  • • Categories Of Sources Of Your Personal Information
  • • How We May Use Your Personal Information
  • • How We May Disclose Your Personal Information
  • • Retention Of Your Personal Information
  • • International Transfers Of Your Personal Information
  • • Security For Your Personal Information
  • • How To Access, Correct, Or Delete Personal Information In Your Account
  • • Your Rights
  • • How To Exercise Your Rights
  • • No Automated Decision-Making
  • • Changes To This Notice
  • • Inquiries And Concerns

  Scope Of This Notice

  This Notice applies only to information collected for recruitment purposes through the Site and from other sources. The other sources might include information that you provide other than through the online application page as well as information obtained, for example, from prior employers, other references, pre-employment screening providers, and educational institutions. This Notice does not apply to any other site or page that we own or operate. Our other sites have their own privacy policies.

  Personal Information We Collect About You

  If you choose to apply for a position with us, the categories of personal information that we may collect about you through the Site and other sources are listed below.  Please remember that you are responsible for providing information that is accurate, complete and up to date when you disclose information to us during the employment process.

  • • • Identifiers: First and last name, postal address, telephone number, e-mail address, Internet Protocol (IP) address, and signature.
    • • Professional or employment-related information: We may collect your resume and information about your employment history (e.g., dates of employment and last position held), educational history (e.g., degrees earned, certifications obtained), professional licenses and/or certifications, and any information you disclose through your LinkedIn profile.
    • • Internet or other similar network activity: We may collect information regarding your interaction with the Site, including through the use of cookies. Please review BambooHR’s Cookies Notice General Privacy Notice | BambooHR to learn about the information collected automatically using cookies when you visit the Site. If you visit our offices during the recruitment process and use our guest WiFi, we may collect information about that use, such as type of device used and start/stop time. We also may collect information from your publicly available social media content.
    • • Non-public education information: non-public educational information linked, such as education transcripts, diplomas, or other information used to verify education.
    • • Medical information: If PAX conducts a post-offer medical examination or if you request an accommodation in connection with the hiring process, we may collect medical information about you.
    • • Other information submitted with your online application: (a) any personal information submitted as part of your response to our question asking why you chose to apply for a position with PAX; (b) your eligibility to work in the country where you reside; and (c) your salary expectations.

    Categories Of Sources of Your Personal Information

    We may collect the categories of personal information listed above from the following sources:

    • • • You, for example, in your job application, forms you fill out for us, assessments you complete, surveys you complete, and any information you provide us during the course of your application and interview process.
      • • Vendors and service providers, for example, recruiters.
      • • Third parties, for example, job references, affiliated organizations, professional employer organizations or staffing agencies.
      • • Public internet sources, for example, social media, job boards, public profiles, and other public online sources
      • • Public records, for example, court records, and credentialing and licensing organizations.
      • • Automated technologies on PAX’s electronic resources, for example, to track logins and activity on PAX’s careers page.
      • • Surveillance/recording technologies installed by PAX, for example, video surveillance in common areas of PAX facilities, voicemail technologies, webcams, and audio/video recording technologies with consent to the extent required by law.
      • • Government or administrative agencies, for example, law enforcement or public health authorities.

      How We May Use Your Personal Information

      We will use the information that we collect about you for purposes of the hiring process, including:

      Recruiting

      • • • To evaluate your qualifications or suitability for employment with PAX
        • • To communicate with you
        • • To check your references
        • • To conduct a pre-employment or criminal history background check
        • • For identification purposes
        • • For diversity and inclusion purposes where permitted by applicable law
        • • For recordkeeping purposes
        • • To demonstrate your agreement to, or acceptance of, documents presented to you, e.g., acknowledgment of employment application, offer letter
        • • To evaluate and improve the recruiting process
        • • To comply with our legal obligations and to defend against administrative charges or legal claims

         

        If you visit our facilities

        • • • To make travel arrangements
          • • To reimburse travel expenses
          • • To monitor your use of our Internet access if you connect to our guest WiFi during a visit to our offices

           

          You may choose to receive automated emails about positions within PAX at the e-mail address you provided informing you of positions that may fit your profile. To stop receiving these emails at any time, you can click the “unsubscribe” link at the bottom of these emails.

          PAX’s employees involved in the evaluation of your application and, if you are hired, in the administration of your employment relationship with PAX will have access to your personal information on a need-to-know basis.

          Lawful basis for processing: Where applicable data protection law requires a lawful basis for collecting, using and otherwise processing your personal information, PAX relies on several grounds for processing your personal information.

          • • • Enter an employment agreement: For most personal information, the processing is necessary for PAX to determine whether to enter into an employment agreement with you where applicable law requires an employment agreement.
            • • Required by law: In certain circumstances, for example, where an applicant requests an accommodation for a disability, the processing will be required to comply with applicable law.
            • • Respond to public health emergencies, threats to an individual’s health or life or a threat to the security of property in emergency circumstances.
            • • Consent: Where none of these lawful grounds for processing listed above is applicable or where applicable law requires it, we rely on your consent to process your personal information.

             

            If you do not provide requested information, PAX may not be able to consider you for employment.

            How We May Disclose Your Personal Information

            PAX will not sell, lease, or license your personal information to any third party. There are limited circumstances when PAX may disclose the personal information we collect about you to third parties, most notably:

            • • • Service providers: With third-party service providers. We may, for example, retain a service provider to host all or portions of this Site, to help maintain and manage our databases, to assist in the recruiting process, or to conduct pre-employment screening. Service providers will be permitted to use your personal information only for the purpose(s) for which it was disclosed to them and in accordance with PAX’s instructions. Service providers generally will be located only in the United States or in the country where you are applying for a position;
              • • Affiliated organizations: With affiliated PAX organizations, for their recruitment, recordkeeping and/or reporting purposes;
              • • Required by law: When required by law, such as when we respond to subpoenas, court orders, legal process, or a discovery request in civil litigation;
              • • Legal violations: If we believe that your actions violate applicable law, or threaten the rights, property, or safety of our organization, our users, or others;
              • • Transfer of assets: If we sell some or all of our assets, we may disclose all of the information that we have collected about you to a purchaser or, in due diligence, to a potential transferee, but subject to a confidentiality agreement.

              Retention Of Your Personal Information

              If we hire you, the information that you submitted through the online application and the information that we collect during the application process will become part of your personnel file and may be used to administer the employment relationship and for related reporting and recordkeeping purposes. PAX will retain this information for the entire duration of your employment relationship with us and for the period thereafter identified in the PAX Records Retention Schedule, which is available on the PAX’s intranet.

              PAX will retain the information of applicants who are not hired for one year after the hiring decision has been made unless (a) the applicant indicates that we may maintain the information on file until the applicant asks to delete the information, or (b) a shorter or longer retention period is legally required. These records will be retained for our internal recordkeeping and reporting purposes. During that time, we may use your personal information to consider you for positions in addition to the position(s) for which you initially applied. If you wish to withdraw your application from consideration at any time during this retention period, you can do so by contacting us at privacy@paxsapiens.org.

              International Transfers Of Your Personal Information

              If you are applying for a position with us from outside the United States, the personal information that we collect about you in the recruitment process will be transferred to, and stored on, our servers, located in the United States, and on servers maintained by our recruitment service provider, BambooHR, in Ireland. Authorized employees of PAX and/or affiliated organizations at locations outside the United States may have access to your personal information as part of the recruitment process. These employees may use and disclose your personal information only for recruitment purposes and must handle that information in accordance with this Notice and applicable data protection laws and guidance. The information protection laws where these organizations are located may be less stringent than the laws of your home country. A list of contact details of the PAX group members that may access your personal information can be provided to you upon request by contacting privacy@paxsapiens.org.

              Security For Your Personal Information

              We want you to feel confident about providing your personal information through the online application page, so we have implemented a security program to keep information that is transmitted to our systems protected from unauthorized access. Your submissions of information to our secure server are protected by Hypertext Transfer Protocol Secure (“HTTPS”) and Transport Layer Security (TLS) technology, utilized by many popular browsers to safeguard transmissions. This technology allows us to use encryption tools to protect information transmitted between your computer and our server. After we have received your information, access to it is limited to employees with a need to know.

              While we strive to protect your personal information, we cannot guarantee the security of any information that you submit through the online application, and you do so at your own risk. We urge you to keep your username, password and any other log-in credentials in a safe place as you share responsibility for maintaining the confidentiality of the information that you submit to us. It is a good practice to sign off your account and close your browser window when you have finished your visit to the Site.

              How To Access, Correct, Or Delete Your Personal Information In Your Account

              You can access, update, correct or delete your account information and any information in your profile by visiting the online application page and clicking on the “Edit Account Information” or “Edit Profile” If you would like to access the information that you have submitted through the online application page; wish to request that we update, modify, or delete your information; or if you have any questions about this Privacy Notice, please contact privacy@paxsapiens.org.

              Your Rights

              To the extent provided by applicable law and subject to any relevant exceptions, you may be able to exercise the following rights:

              • • • Access: The right to request access to your personal information maintained by PAX.
                    • • More on the right of access: Individuals’ right to access their personal information includes their right to receive a copy of all, or a portion, of their personal information in PAX’s possession as long as PAX’s providing the personal information would not adversely affect the rights and freedoms of others.

                • • Rectification: The right to request that PAX update or correct your personal information that is outdated or inaccurate.
                • • Deletion: The right to request that PAX to delete/erase your personal information.
                • • Restrict processing: The right to request restriction of processing of your personal information in certain situations, such as while a dispute concerning the accuracy of personal information is being resolved. Subject to applicable limitations and exceptions you have the right to restrict the processing of your personal information.
                • • Data portability: You have the right to request that PAX transfer your personal information to a third party.
                    • • More on the right to information portability: Subject to certain limitations, the right to information portability allows you to obtain from PAX, or to ask PAX to send to a third party, a copy of your personal information in electronic form that you provided to PAX in connection with your interactions with PAX.

                • • Objection: You have the right to object to the processing of your personal information.
                    • • More on the right to object: You have the right to object when processing of your personal information is based solely on PAX’s legitimate interests. If you do object in these circumstances, the processing of your personal information will be stopped unless there is an overriding, compelling reason to continue the processing or the processing is necessary to establish, pursue or defend legal claims.

                • Withdraw consent: The right to withdraw your consent to the processing of your personal information, at any time, where you previously consented to the processing of your personal information.
                  • • More on the right to withdraw consent: Any withdrawal shall not affect the lawfulness of processing based on your consent before its withdrawal, and PAX will continue to retain the personal information that you provided us before you withdrew your consent for as long as allowed or required by applicable law.

              How To Exercise Your Rights

              You can contact privacy@paxsapiens.org to request to exercise your data rights. PAX will respond to requests to exercise individual data rights in accordance with applicable law. PAX will recognize any additional rights you may have under applicable law, but it will not grant you more rights than applicable law provides.

              No Automated Decision-Making

              PAX will not use applicants’ personal information for automated decision-making, including profiling, that produces legal effects or similarly significantly affects applicants.

              Changes To This Notice

              PAX may change this Privacy Notice from time to time in its sole discretion. If we make a change to this Notice, we will inform you by posting a notice on this Site. Those changes will go into effect on the effective date posted in the revised notice. The new policy will apply to all current and past users of the online application page and to all information collected before the date of the change. The new policy will replace any prior policies that are inconsistent. Please check periodically for changes to this Notice, and especially before you provide any personal information to us. If we will materially change how we use, disclose or otherwise process your personal information, we will notify you before doing so and, where required by applicable law, obtain your consent before using, disclosing or otherwise processing your personal information other than as described in this Notice.

              Inquiries And Concerns

              Please direct any questions or concerns you may have about this Privacy Notice to privacy@paxsapiens.org.