The Applicant Privacy Notice is a mandatory document for organizations recruiting in the UAE that collect and process personal data from job applicants. It is designed to comply with UAE Federal Decree-Law No. 45 of 2021 and relevant free zone regulations, providing transparency about data handling practices during recruitment. The notice should be provided to all job applicants before or at the time of collecting their personal data, explaining what information is collected, how it's used, who it's shared with, how it's protected, and how long it's retained. This document helps organizations meet their legal obligations while building trust with potential employees by demonstrating commitment to data protection and privacy.
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1. Introduction: Overview of the notice's purpose and scope, including who it applies to and when it takes effect
2. Types of Personal Data We Collect: Comprehensive list of personal data categories collected during the recruitment process
3. Legal Basis for Processing: Explanation of the legal grounds under UAE law for collecting and processing applicant data
4. How We Collect Your Personal Data: Description of data collection methods, including direct collection and third-party sources
5. How We Use Your Personal Data: Detailed explanation of the purposes for which personal data is processed
6. Data Sharing and Transfers: Information about third parties with whom data is shared and international data transfers
7. Data Security: Description of measures taken to protect personal data
8. Data Retention: Information about how long personal data is kept and when it will be deleted
9. Your Rights: Explanation of applicant rights under UAE data protection laws
10. Contact Information: Details of how to contact the organization regarding privacy concerns
1. Automated Decision Making: Required if the recruitment process involves any automated decision-making or profiling
2. Special Categories of Personal Data: Needed if collecting sensitive data such as health information or criminal records
3. Free Zone Specific Provisions: Required if operating in DIFC or ADGM with additional data protection requirements
4. Background Checks: Include if the organization conducts background checks as part of recruitment
5. Video/Audio Recording: Required if using video interviews or other recording during recruitment
6. Talent Pool: Include if maintaining a talent pool or candidate database for future opportunities
1. Schedule 1 - Detailed Data Categories: Comprehensive list of all types of personal data that may be collected
2. Schedule 2 - Third Party Recipients: List of categories of third parties with whom personal data may be shared
3. Schedule 3 - Technical and Organizational Measures: Detailed description of security measures implemented to protect personal data
4. Schedule 4 - Data Retention Periods: Specific retention periods for different categories of applicant data
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