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1. Contact details
This privacy notice applies to personal information collected by Avis Budget Services Limited, Avis Budget House, Park Road, Bracknell, Berkshire, England, RG12 2EW and/or the subsidiary or other Avis group entity to which you are applying for a role ("ABG"/"we"/"us"/"our") in connection with a job application submitted by you or otherwise during the recruitment process.
Where you are applying for a role with one of our companies in the European Economic Area, that company will be the "data controller" of the personal information collected about you. Details of the relevant company as well as its contact details, are available in the job description or by speaking to your local HR team (being the ABG HR team that you speak to in relation to your application).
This privacy notice should be read in conjunction with the Avis privacy notice available to you on your local Avis website which also includes details of how you can make privacy related complaints under applicable law and how we will deal with those complaints.
The Data Protection Officer can be contacted via DPO@abg.com (or Avis Budget House, Park Road, Bracknell, Berkshire RG12 2EW).
2. Personal information collected
We collect the information set out at Appendix A about you during the recruitment process when you apply for a role. This will include information obtained from: (a) background checks to the extent permitted under local law and where we have informed you that these will be conducted as part of the application; (b) previous employers; (c) referees; and (d) third parties who are involved in the recruitment process for this role, or who have processed your application for this role.
If you fail to provide certain personal information when requested we will not be able to progress your application.
3. How we use personal information
3.1 We use your personal information to: (a) progress the recruitment process; (b) assess and make a decision about your suitability for a role. This may include initial questions in relation to key skills or requirements needed for a specific role. If you do not have these key skills or meet these requirements you may not be able to proceed with the application. If you have any queries in relation to these questions please contact talentacquisitionteam@abg.com; (c) to communicate with you, including to offer you the role where we decide to do so; (d) to carry out reference checks; and (e) to carry out suitable criminal record and background screening checks where you have been notified of this.
3.2 We will also use your information to comply with legal and regulatory requirements and to comply with our contractual obligations to our customers (to the extent permitted by applicable law). For example, complying with duties under employment, social security, social protection and tax legislation as well as carrying out suitable criminal records and background screening checks where required under our contractual arrangements with customers (if permitted by applicable law).
4. Sources of Information
This information is either: (a) provided by you; (b) obtained from third parties through the application and recruitment process including from credit references agencies or other background check agencies; (c) obtained from recruitment agencies, research providers or third party job platforms; (d) obtained from previous employers who you have included as references; or (e) created by us in the course of the recruitment process. Information that has been obtained from third parties is identified in Appendix A.
5. Why we use personal information
We will use the information collected from you because: (a) it is necessary for us to do so before entering into a contract with you; (b) we need to process your information in order to comply with a legal or regulatory obligation; or (c) because we or a third party have a legitimate interest to: (i) ensure the effective administration and management of the recruitment process; (ii) ensure we hire a suitable individual for a role; (iii) deal with disputes and accidents and take legal or other professional advice; and (iv) ascertain your fitness to work.
6. Information about criminal convictions
As part of the recruitment process we may use a third party vendor to work with you to obtain information in relation to unspent criminal convictions and we may carry out criminal background checks subject to the respectively applicable labour and privacy laws. We will notify you in the course of your application if these checks will be carried out in respect of the role you are applying for. We use this information and these checks: (a) to assess your suitability for a regulated role; (b) to protect your interests, our interests and third party interests; and/or (c) where it is necessary in relation to legal claims. We are allowed to use your personal information in this way where applicable law allows it and where it is necessary to carry out our employment rights and obligations; you have given your consent; or it is needed to prevent any unlawful act from potentially occurring and this must be carried out without your consent.
7. Information that we share
We will only share your personal information with the following third parties for the purposes of processing your application where permitted in accordance with applicable local law: (a) employment agencies; (b) background check and online test providers; (c) credit reference agencies; (d) regulators and competent authorities; (e) third party IT service providers such as our HR system provider; and (f) previous employers for the purposes of reference checking. We will also share personal data within the ABG group for the purposes of administration, accounting and reporting purposes.
8. Retention of your information
We will retain your personal information for 365 days from the date of your application so that any queries or other issues relating to the recruitment process can be appropriately managed. At the end of this period you will be contacted to confirm whether you are happy for us to retain your personal information for a further 6 months. At the end of this 6 month period your personal information will be automatically deleted.
If you are successful in applying for a position, your personal information will be retained for a further period in connection with your employment. This will be as set out within our Employee Privacy Notice which will be made available to you on employment.
9. Where your information will be held
9.1 Your personal information may be transferred:
9.1.1 to companies within the ABG group located in one of the European Economic Area member states or in Switzerland or to countries where the adequate protection of the Employee Data is ensured;
9.1.2 to ABG group companies located outside the European Economic Area including the United States of America such as Avis Budget Group, Inc. and, following the date upon which it ceases to be a member state of the European Union, the United Kingdom based on the conclusion of a model contract in accordance with the decision of the European Commission No. 2004/915/EC; and
9.1.3 to third party IT service providers located both within the European Economic Area member states or in Switzerland or to countries where the adequate protection of the Employee Data is ensured and outside the European Economic Area based on the conclusion of a model contract in accordance with the decision of the European Commission No. 2004/915/EC.
9.2 You can view copies of the model clauses at https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/model-contracts-transfer-personal-data-third-countries_en.
10. Your rights
10.1 Where available under local applicable privacy law you may have certain rights over your information (for example, if you are resident in the European Economic Area or are applying for a role with one of our companies located in the European Economic Area the below rights may apply) and we've explained, below, how you can use these rights if applicable under local law. These rights are subject to certain exemptions.
10.1.1 Right of access – you may have the right to request a copy of the personal information we have about you and to request supporting information explaining how the personal information is used.
10.1.2 Right of rectification – you may have the right to request that we rectify inaccurate personal information about you.
10.1.3 Right of erasure – you may have the right to request that we erase personal information about you.
10.1.4 Right to restrict processing – in some situations, you may have the right to request that we do not use the personal information you have provided (e.g. if you believe it to be inaccurate).
10.1.5 Right to data portability – you may have the right to receive certain of your personal information in a structured, commonly used and machine-readable format and to transmit such information to another controller.
10.1.6 Right to withdraw consent – where we process your personal information based on consent, you have the right to withdraw consent at any time. However, this will not affect the lawfulness of the processing based on consent before its withdrawal. Furthermore, even in case of a withdrawal, we may continue to use your personal information as permitted or required by law.
10.1.7 Right to object - where we are processing your personal information based on a legitimate interest (or those of a third party) you may challenge this. However, we may be entitled to continue processing your information based on our legitimate interests or where this is relevant to legal claims.
10.2 In addition, if specifically provided for under your local law, you will have a right to define post-mortem guidelines – meaning you may define guidelines regarding the storage, erasure and disclosure of your personal data after your death. And you may have further rights to access the personal information that we hold about you and request the correction of any of your personal information. Further details of such rights are contained on the Avis privacy notice available to you on your local Avis website.
Subject to local applicable privacy law, please get in touch with our Data Protection Officer at DPO@abg.com if you would like to exercise any of these rights or in case you should have any concerns about how we process your personal information.
You are also free to lodge a complaint with the supervisory authority or regulatory body, should you feel that we process your personal information in a way that is against applicable law. Details of yoru local data privacy representative are shown at Appendix B.
11. Minors & children
11.1 This website is not for children under the age of 16. We do not knowingly collect personal information from children. If you think we have received personal information from children under the age of 16, please contact us immediately.
Appendix A
We will collect the following personal information about you:
| Category of personal information | Personal information collected |
|---|---|
| Information provided in your resumé, application form, covering letter and during the interview process. | Your name, home address, national ID, personal email address, phone number, education, qualification and work experience details and references. |
| Information collected or created by us during the recruitment process. | Interview notes, test scores and correspondence between us. |
We may collect the following personal information about you from third parties if we need to collect this information for the specific role you have applied for:
| Category of personal information | Personal information collected |
|---|---|
| Information about criminal convictions collected if we carry out criminal records checks. | Criminal convictions. |
| Driving license checks (which may include information about criminal convictions) conducted if either the role applied for involves driving or as part of a remuneration or benefits package you would receive a company car or other car allowance. | Driving license number, driving license details (such as expiration date) and details of recent accidents, driving penalties, violations or criminal convictions associated with that driving license as well as the status of the driving license. |
We may collect the following personal information about you if you choose to provide this information to us or if we need to collect this information for the specific role you have applied for:
| Category of personal information | Personal information collected |
|---|---|
| Information collected during the recruitment process. | Marital status, date of birth and gender. |
| Information about criminal convictions you provide during the recruitment process. | Criminal convictions. |
| Driving license information you provide during the recruitment process (which may include information about criminal convictions) if either the role applied for involves driving or as part of a remuneration or benefits package you would receive a company car or other car allowance. | Driving license number, driving license details (such as expiration date) and details of recent accidents, driving penalties, violations or criminal convictions associated with that driving license as well as the status of the driving license. |
Appendix B
Data Privacy Representative
Sandya GR
Address: Roshini Tech Hub, PFS Club House, Marathahalli Main Road, Lakshminarayana Pura, Epip Zone, Chinnapanna Halli, Bengaluru, Karnataka 560037
Email: Sandya.GR@avisbudget.com
Phone Number: Global Integrity Hotline: 000-800-040-1302