Job Applicant Privacy Policy


Effective May 28, 2019

As part of any recruitment process, Paragon Genomics, Inc. collects and processes personal data relating to job applicants. The organization is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations under the General Data Protection Regulation (GDPR).

The purpose of this privacy notice is to make all job applicants aware of how and why we collect and use your personal information, both during and after a job application process.

The purpose of this privacy notice is to make all job applicants aware of how and why we collect and use your personal information, both during and after a job application process.

Section 1 – What Information do we collect?

  • Information you provide as part of your application: We collect the information necessary to be able to find available opportunities and further information needed to assess your eligibility through the different stages of recruitment, including your name, address and contact details (such as email address and telephone number), date of birth, salary expectations, work experience, educational qualifications, skills, employment history, references and links to your professional profiles available in the public domain, and any other information you choose to submit (such as on a CV) to Paragon Genomics, either via our website’s Careers page or any external website you may use to apply for employment. We mainly use this to evaluate your application and contact you.
    • Sensitive information optional to provide: Where permitted by local law, you have the option of providing certain sensitive personal data with your consent, such as, race or ethnic origin, or whether you have a disability, for the purposes of equal opportunities monitoring. If you decide not to provide this data, your application will not be prejudiced.
  • Employees and Contractors: We may collect, store, and use the following categories of personal information about you:
    • Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses
    • Date of birth
    • Gender
    • Marital status and dependents
    • Next of kin and emergency contact information
    • Bank account details, payroll records and tax status information
    • Salary and benefits information
    • Start date
    • Location of employment or workplace
    • Copy of driver’s license and passport or other ID you present for employment authorization
    • Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter, or as part of the application process)
    • Employment records (including job titles, work history, working hours, training records and professional memberships)
    • Salary expectations and compensation history (if provided by you)
    • Performance information
    • Disciplinary and grievance information
    • Information obtained through electronic means such as e-mail
    • Photographs
  • Information about your legal right to work in the country for which you are applying for employment.
    paragon genomics
  • Information about your usage of our website. We automatically collect certain data from you when you use our Careers page, including IP address or other unique device identifiers, and information collected by cookies on your usage of our website.

Section 2 – Where do we collect personal data about you from?

The following are the different sources we may lawfully collect personal data about you from:

  • Directly from you: This is information you provide while searching for a new opportunity and/or during the different recruitment stages. It may include information that you provide via emails, phone conversations, face to face meetings and website submissions.
  • From an agent/third party acting on your behalf: For example, a recruiter.
  • Through publicly available sources: We use the following public sources:
    • LinkedIn
    • Corporate websites
    • Job Board websites
    • Online CV libraries
    • Social media platforms
    • Online portfolios/ blogs
    • Technical/Scientific User Groups
  • By Reference or word of mouth: For example, you may be recommended by a friend, a former employer, a former colleague or even a present employer.

Where we collect your information through publicly available sources as set out above, we may do this with the aid of software programs. These programs are given parameters on the requirements of a role and search through publicly available sources to find such candidates. These programs are designed to only output information on candidates that meet the search criteria. The parameters of these programs are restricted to only searching for candidate information such as name, job role, key skills and current/previous employers from public sites where there is a reasonable expectation that such information may be collected and further processed by job recruiters for the purpose of sourcing candidates for different job roles.

Employees and Contractors: We collect personal information through the application and recruitment process, either directly from candidates, an employment agency or background check provider. We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies.

Paragon Genomics may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

Section 3 – Why does Paragon Genomics process personal data?

We have a legitimate interest to assess candidates for employment positions. We need to process data to take steps at your request prior to entering into an employment agreementwith you.In some cases, we need to process data to ensure that we are complying with our legal obligations. If you are a successful candidate, we need to process your data to create an employment record.

Paragon Genomics has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organization to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The organization may also need to process data from job applicants to respond to and defend against legal claims.

The organization processes special categories of data, such as information about ethnic origin, race, nationality or sexual orientation for equal opportunities monitoring purposes.

The organization will process identity, contact information and references from previous employers or professional contacts that you provide so that we may assess your candidacy for employment.

After an offer of employment is made, we will process records from law enforcement, including criminal and motor vehicle records, toconduct background checks, to the extent permitted under applicable law.

If your application is unsuccessful, Paragon Genomics may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.

Section 4 – Where do we store data and who has access to it?

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

The personal data that we collect from you will be transferred to, and stored at/processed in the United States with Paragon Genomics, under the European Commission’s Standard Contractual Clauses for the transfer of personal data to third countries, pursuant to Decisions 2004/915/EC and 2010/87/EU.

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff, if access to the data is necessary for the performance of their roles.

We will also share your information with these categories of selected recipients:

  • Cloud storage providers to store the personal information you provide and for disaster recovery services
  • Services providers that provide us with HRIS and ATS software
  • Government contractors and agencies that require your data for compliance
  • Services providers that provide us with background check services
  • Former employers to obtain references for you

If your application for employment is successful, before we make you an offer of employment, we will then share your data with former employers to obtain references for you. After you accept an employment offer, we will then share your data with employment background check providers to obtain necessary background checks.

Section 5 – How does Paragon Genomics protect data?

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy.

We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

Paragon Genomics does not sell, rent, or lease your personal information to others except as described in this Privacy Policy.

Section 6 – For how long does Paragon Genomics keep data?

You will be asked when you submit your application to review this privacy policy and give us your consent to process and store your data. If your application for employment is unsuccessful, the organization will hold your data on file for 12 (twelve) months after the end of the relevant recruitment process. We would hold your details for the full 12 months in order to be considered for other positions, or as required by law.At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Human Resources file (electronic and paper based) and retained during your employment.

We will only retain your personal information for as long as necessary to fulfill the purposes we collect it for, such as legal, accounting, or reporting requirements.

Section 7 – Your rights

Where GDPR applies you have the following rights:

Access and Portability: You have the right to ask us to access the personal data we hold about you and be provided with certain information about how we use your personal data and who we share it with.

Where you have provided your personal data to us with your consent, you have the right to ask us for a copy of this data in a structured, machine readable format and to ask us to share (port) this data to another data controller.

Correction: You also have the right to ask us to correct your personal data where it is inaccurate or incomplete.

Right to deletion: In certain circumstances, you have the right to ask us to delete the data we hold about you.

Restriction: In certain circumstances, you have the right to ask us to restrict (stop any active) processing of your personal data. You can object to our processing of your personal data based on our legitimate interests and we will no longer process your personal data unless we can demonstrate an overriding legitimate ground.

In addition, you have the right to complain to any applicable data protection supervisory authority. Please note that these rights are limited, for example, where fulfilling your request would adversely affect other individuals or company trade secrets or intellectual property, where there are overriding public interest reasons or where we are required by law to retain your personal data.

You can withdraw your consent or make a complaint about how we process your personal information at any time by contacting us here ([email protected]).

This is without prejudice to your right to raise a complaint with a relevant supervisory authority in the country in which you live or work, where you think we have infringed data protection laws.

Section 8 – Changes to the Privacy Policy

This Privacy Policy is effective as of the date stated at the start of this document. We reserve the right to modify this Privacy Policy at any time by posting the revised policy on our Careers page of our website. If we make material changes to this Privacy Policy, we will notify you by email and ask for consent to continue processing your data.

Contact Information
Please contact us with questions or comments about our privacy practices at:
Data Protection Officer: [email protected]

Section 9 – What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Paragon Genomics during the recruitment process. However, if you do not provide the information, we may not be able to process your application.

© 2019 Paragon Genomics, Inc. All rights reserved.