UK R&D Recruitment Privacy Notice
What is this the purpose of this Recruitment Privacy Notice?
This Recruitment Privacy Notice gives you information about the personal data we collect about you in relation to your application for employment with Huawei and how and why we use that personal data in the course of our recruitment processes.
This Notice also contains a summary of your rights in relation to your personal data.
There is a section at the end of the Notice (called the Glossary) which explains some of the terms used in this Notice.
The identity and contact details of the Controllers
Huawei Technologies Research and Development (UK) Ltd. (the UK R&D company)
Contact: ukrdcompliance@huawei.com
Registered address: Unit 302, Cambridge
Science Park, Milton Road, Cambridge, CB4
0WG
Telephone number: +441223 887000 DPO：www.huawei.com/uk/personal-datarequest
Huawei Technologies Co. Ltd. (our Chinese parent company)
Registered address: Huawei Base, Bantian, Longgang District, Shenzhen, China
1. Candidate Data
The personal data
In relation to each individual who applies for employment with Huawei (referred to in this Notice as a “Candidate”), Candidate Data is that person’s:
- • contact details (address, email address, mobile/telephone number)
- • qualifications and skills
- • opinions of various Huawei employees on the competency and suitability of Candidates
- • terms and conditions of employment offered to the successful candidate
The candidate may provide additional information on a voluntary basis.
Huawei does not require Special Category Personal Data to be provided as part of the Candidate Data, however,
Candidates may voluntarily provide this in their application.
The source of the personal data
Candidate Data are obtained from the Candidate, recruitment agencies or headhunting firms or from other Huawei employees or workers who recommend people they know for employment with Huawei.
Why we process the personal data
In order to:
- • Identifying and contacting potential candidates;
- • Evaluating candidates for potential employment by assessing the competency and suitability of candidates applying for employment with Huawei;
- • Keeping records relating to recruitment;
- • Providing you with more suitable career opportunities at Huawei;
- • Identifying candidates for future positions that may become available;
- • Making hiring decisions on whether or not to offer employment to any particular candidate;
- • Deciding the terms and conditions of any such offer;
- • Having evidence in case a legal claim is pursued by any candidate;
- • Complying with legal or regulatory requirements;
- • Scientific research and statistical purposes;
- • Maintaining a talent pool in order to contact potential candidates that have given their separate consent to do so with regard to future job openings even if an actual application was unsuccessful.
The legal basis or bases we rely on to process the personal data
We process Candidate Data for the purpose of the employment relationship, in particular for the decision on the establishment of the employment relationship. It is also In Huawei’s legitimate interests to process the Personal Dara in order to ensure that the best suited candidate with the required skills, qualifications and experience is offered employment and to fulfill precontractual obligations.
Where we process Personal Data for the purpose of complying with legal or statutory requirements, this is based on Art. 6 of UK GDPR.
The processing for scientific research and statistical purposes is based on Art. 89 of UK GDPR in connection with the specific safeguards and derogations in accordance with the UK GDPR.
Processing candidates’ personal data in Huawei's talent pool with regard to future job openings even if an actual application was unsuccessful will be based on the candidate's separate consent.
The recipients of the personal data
HR, Recruitment team members and managers/other employees within Huawei who are involved in the recruitment and selection process and general HR management of the successful Candidate.
Recruitment agencies and headhunter firms receive feedback from Huawei in relation to the assessment of the candidates they have recommended and the terms and
conditions of employment to be offered to any candidate they have recommended. In this case, the processing is based on the purpose of your arrangement with the recruitment agency or headhunter firm and they hold your personal data as a controller in accordance with such privacy policy as they should provide to you.
2. Background Check Data
The personal data
In relation to each Candidate who is offered employment with Huawei, Background Check Data consists of employment and personal background checks. This Policy sets out the circumstances in which such checks are undertaken, the type of checks undertaken, the applicable process, the personal data collected and the measures Huawei takes to ensure that such checks are compliant with our legal obligations.
The source of the personal data
Background Check Data are obtained from the Candidate, recruitment agencies or headhunting firms, from the
Candidate’s current or former employers, from third parties.
Why we process the personal data
In order to verify the work history of the candidate and assess their suitability for employment, we conduct referencing and, in particular cases, other background checks. In some cases, we may ask the candidate's consent before conducting such background checks; however, we reserve to rely on additional legal grounds for the processing within the context of such background checks even if the Candidate refuses or revokes their consent. The information is collected directly from the Candidate and from third parties such as former employers. We use a third party supplier who provides us with the outcome of the Background Checks (not the underlying data they have collected in the course of the checks).
The legal basis or bases we rely on to process the personal data
Huawei processes Background Check Data to:
further Huawei’s legitimate interests of ensuring that work history information provided by candidate is accurate and therefore to ensure the best suited candidate with the required skills, qualifications and experience is offered employment;
- • further Huawei’s legitimate interests and, in some cases, Huawei’s customers’ legitimate interests, of ensuring the integrity of individuals working in particular roles where the risk of financial, criminal, cyber security or other serious wrongdoing would have significant consequences for Huawei, any of its customers or members of the public.
The recipients of the personal data
The recipients of Background Check Data are strictly limited to those individuals within Huawei who are involved in the recruitment and selection process and specified people as set out in the Background Check Policy.
3. On-boarding Data (including Right to Work and Visa Management Data)
The personal data
In relation to each individual who commences employment with Huawei, On-boarding Data are:
- • Job position and description of duties
- • Salary and bonus potential
- • Employment contract type and duration
- • Terms and conditions of employment
- • Emergency contact name, relationship, phone number and address
- • Education and qualifications
- • Past employment history
- • Passport number (where applicable)
- • Passport issuing country (where applicable)
- • Nationality (where applicable)
- • Visa start/expiry/entry dates (where applicable)
- • Visa number (where applicable)
Further details about the personal data that is processed to comply with Huawei’s obligations under immigration laws are set out in our Right to Work Checks Policy.
The following is special category personal data as it is personal data revealing racial or ethnic origin:
- • Passport issuing country
In addition to the above, further personal data may be obtained depending on the nature and circumstances of the employment. This includes special category personal data (data concerning health).
The source of the personal data
The employee supplies much of the On-boarding Data as part of their application for employment and as part of the onboarding process. The On-boarding Data are stored on Huawei’s internal HR management and IT management systems.
Why we process the personal data
Huawei processes the On-Boarding Data in order to:
- • Issue the employment contract documentation to the employee
- • Create a personnel file for the employee
- • Comply with Huawei’s legal responsibilities in relation to immigration and right to work
The legal basis or bases we rely on to process the personal data
Huawei processes On-Boarding Data on the following legal bases:
• processing is necessary to further Huawei’s legitimate interests of ensuring that it has relevant information about employees to enable Huawei to effectively manage its workforce (including emergency contact information in case there is an incident impacting the employee) and in the interests of security;
Any Special Category Personal Data shall be processed where the individual has given their explicit consent to the processing of those personal data for one of more specified purposes. The purposes shall be specified to the individual at the time when their explicit consent is being sought.
The recipients of the personal data
HR, Recruitment, Admin and IT team members and managers/other employees within Huawei who are involved in the on-boarding process.
Your recruitment agency or headhunter firm that you interact with receive feedback from Huawei in relation to the assessment of candidates they have recommended and the terms and conditions of employment to be offered to any candidate they have recommended. In this case, the processing is based on the purpose of your arrangement with the recruitment agency or headhunter firm and they hold your personal data as a controller in accordance with such privacy policy as they should provide to you.
How we use cookies and similar technologies
Cookies
If you apply through our website, we may at times place a small piece of data known as a cookie on your computer or mobile device to ensure our website works correctly. Such processing shall be based on our legitimate interest to provide you with a functioning website. A cookie is a text file stored by a web server on a computer or mobile device. The content of a cookie can be retrieved or read only by the server that creates the cookie. The text in a cookie often consists of identifiers, site names, and some numbers and characters. Cookies are unique to the browsers or mobile applications you use, and enable websites to store data such as your preferences or items in your shopping cart.
Like many other websites or Internet service providers, Huawei uses cookies to improve user experience. Session cookies are deleted after each visit, while persistent cookies remain in place across multiple visits. Cookies allow websites to remember your settings such as language, font size on your computer or mobile device, or other browser preferences. This means that a user does not need to reset preferences for every visit. On the contrary, if cookies are not used, websites will treat you as a new visitor every time you load a web page. For example, if you are redirected to another web page from a website you are already logged in to and then return to the original website, it will not recognize you and you must log in again.
Huawei will not use cookies for any purposes not stated in this Policy. You can manage or delete cookies based on your own preferences. For details, visit AboutCookies.org. You can clear all the cookies stored on your computer, and most web browsers provide the
option of blocking cookies. However, by doing so, you have to change the user settings every time you visit our website. Find out how to manage cookie settings for your browser here:
Internet Explorer
Google Chrome
Mozilla Firefox
Safari
Opera
Web Beacons and Pixel Tags
In addition to cookies, we may also use other similar technologies on our websites such as web beacons and pixel tags. For example, when you receive an email from Huawei, it may contain a click-through URL that links to a Huawei web page. If you click the link, Huawei will track your visit to help us learn about your preferences for products and services and improve our customer service. A web beacon is a transparent graphic image embedded in a website or in an email. We use pixel tags in emails to find out whether an email has been opened. You can unsubscribe from the Huawei mailing list at any time if you do not want to be tracked in this manner.
Do not track.
Many web browsers have a Do Not Track feature, which issues Do Not Track requests to websites. Currently, the main Internet standards organization has no policy to govern how websites should respond to such requests. However, all Huawei websites do respect the Do Not Track option if it is enabled in your browser.
How we protect your Personal Data
We aim to take all reasonable organizational and technical measures to protect your Personal Data from unauthorized access, disclosure, use, modification, damage or loss.
We will continue improving these measures to protect the security of your Personal Data. For example, we use encryptions to ensure data confidentiality; we use trusted protection mechanisms to protect data from malicious attacks; we deploy access control
mechanisms to ensure only authorized personnel can access Personal Data; and we raise awareness among employees about the importance of protecting Personal Data through security and privacy protection training sessions.
How long we retain the Personal Data for
Unless otherwise required or permitted by laws and regulations, we endeavor not to retain your Personal Data for longer than it takes to complete the recruitment process. If you are hired, your Personal Data will be stored in our internal systems for 7 years after the date you leave Huawei, and you will be informed in a separate privacy notice about the specifics on how we process Personal Data of our employees. If you are not hired, your Personal Data will be deleted after 6 months.
At the end of an unsuccessful application process Huawei may reach out to candidates to obtain their consent to remain in our Global Huawei Talent Pool. If the consent is not actively given, the Personal Data will no longer be retained, unless otherwise required or permitted by laws and regulations.
Data sharing within the Huawei Group of Companies
Huawei is a world-wide group of companies, which operates not necessarily along the borders of legal entities and countries, but according to functions which may exist across various group companies and countries. Like most global organisations, Huawei has centralised data management systems in place which involve personal data being accessible by Huawei group companies outside of the UK or European Economic Area.
In particular, we have recruitment, HR and IT management systems which are hosted and managed by our ultimate parent company (Huawei Technologies Co. Ltd.) in China. This means that all Personal Data which are held on these systems (including emails) and other applications and platforms are accessible by employees of Huawei Technologies Co. Ltd.
We have put in place appropriate safeguards for the transfer of personal data to a third country by adopting the standard data protection clauses adopted by the UK’s Information Commissioner. Further information about the appropriate safeguards may be obtained from Huawei’s Shared HR Service E-mail: Hrhotline@huawei.com, HR Hotline (60169).
Data sharing with third parties
We may have to share employees’ personal data with third parties, including third-party service providers. We require third parties to respect the security of such personal data and to treat it in accordance with the law.
We will share employees’ personal information with third parties where required by law, where it is necessary to administer the working relationship with the employee or where we have another legitimate interest in doing so.
”Third parties” includes third-party service providers (including contractors and designated agents). The following activities are carried out by third-party service providers: payroll, pension administration, benefits provision and administration, some IT services.
All our third-party service providers are required to take appropriate security measures to protect employees’ personal information in line with our policies. We do not allow our thirdparty service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
Your rights as a data subject
As a data subject, you have the following legal rights in relation to your Personal Data. You can submit your request via this link: http://www.huawei.com/uk/personal-datarequest. All requests will then be assessed and the final outcome shared with you.
Right of Access
You have the right to request confirmation as to whether or not personal data concerning you is being processed and, where that is the case, access to a copy of the personal data and specific information about how Huawei processes the personal data.
Right of Rectification (Correction)
You have the right to request the correction of inaccurate personal data concerning you and also the right to have incomplete personal data completed.
Right of Erasure (Deletion)
You have the right to request the erasure (deletion) of your personal data in particular circumstances.
Right of Restriction
You have the right to request the restriction of processing in particular circumstances.
Right of Objection
You have the right to object to the processing of your personal data in particular circumstances.
Right of Portability
In certain circumstances, you have the right to request a copy of your personal data in a structured, commonly used and machine-readable format and have the right to transmit those data to another controller.
Right to Withdraw Consent
Where the legal basis of processing personal data is based on consent, you have the right to withdraw your consent at any time.
Right to Complain
You have the right to lodge a complaint to the Information
Commissioner’s Office by https://ico.org.uk/make-a-complaint/.
Glossary
Controller
A Controller is an organisation who (alone or jointly with others) determines the purposes and means of the processing of personal data.
Data Transfer Agreement
An agreement governing the transfer of personal data across jurisdictions, and includes the standard contract clauses issued by the UK Information Commissioner and adopted by the UK Government.
Data Subject
The identified or identifiable natural person to whom the Personal Data relates.
Legal Basis
Processing of Personal Data is only lawful if and to the extent that at least one legal basis specified in the UK GDPR applies. The available legal bases which are applicable in the employment context are summarised as:
- • consent of the data subject
- • processing necessary to enter into or perform a contract
- • necessary for compliance with a legal obligation
- • processing necessary in order to protect the vital interests of the Data Subject or another natural person
- • processing necessary for the purposes of the legitimate interests pursued by the Controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the Data Subject which require protection of Personal Data (Legitimate Interests).
Personal Data
Any information relating to an identified or identifiable natural person (Data Subject); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
Process/Processing
Any operation or set of operations which is performed on Personal Data or on sets of Personal Data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission,
dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Special Category Personal Data
Personal Data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.
UK GDPR
The UK’s retained law version of the European Union General Data Protection Regulation (2016/679).
Commitment to Respect Intellectual Property and Trade Secrets
Huawei respects third parties' intellectual property and other legitimate rights and interests, and protects its own intellectual property and trade secrets. When a candidate is applying for a position at Huawei, Huawei rejects, does not need, and will not accept any disclosure of intellectual property or trade secrets belonging to the candidate's former employer(s). This applies both before and after a candidate is hired by Huawei. I am fully aware of Huawei's policies regarding intellectual property and trade secrets, and I hereby agree that:
1. I shall comply with the terms of all confidentiality agreements signed with my former employer(s), my former project team(s), or any other third party; I shall not breach any duty to uphold confidentiality; I have not infringed, nor will I infringe upon the intellectual property rights or trade secrets of my former employer(s), my former project team(s), or any other third party.
2. I shall not disclose any confidential information to Huawei that is related to any secrets (e.g., trade secrets and military secrets) or intellectual property of my former employer(s), my former project team(s), or any other third party; during my employment at Huawei, I shall neither use nor disclose any such information.
3. In the event of any questions relating to my duty of confidentiality to my former employer(s), my former project team(s), or any other third party, I shall have the right to refuse to answer these questions, citing that doing so would breach my duty of confidentiality.
4. In the event that I should breach the terms of this Commitment, including the breach of my duty of confidentiality to my former employer(s), my former project team(s), or any third party, I will accept Huawei ending my candidacy for a Huawei position, and withdrawing any offer of employment made to me. If I have already been employed by Huawei, I accept Huawei terminating my employment.
