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This Privacy Notice is a supplemental document that outlines how the OSM Thome Group processes the personal data of job applicants (whether as an employee, worker, or contractor).
For general provisions related to Data Protection Principles, Data Security, Data Subject Rights, and the Group's structure, please refer to the OSM Thome General Privacy Notice.
OSM Thome Group consists of different legal entities. This notice is issued on behalf of the OSM Thome Group, so when we mention “OSM Thome Group”, “OSM Thome”, “we”, “us” or “our” in this privacy notice, we are referring to the relevant company in the OSM Thome Group responsible for processing your data.
Please note that the data controller of your personal data will be the entity that you apply to work for, but also entities within the OSM Thome Group among which data is shared for business administration purposes. This means that we are responsible for deciding how we hold and use personal information about you.
You are being provided with this privacy notice because you are applying for work with us. It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. This notice does not form part of any contract with us and may be amended by us at any time.
We are committed to processing your data lawfully, fairly, and transparently. For a detailed list of the data protection principles we adhere to, please refer to the OSM Thome General Privacy Notice.
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
During the recruitment process, we may also collect, store, and use the following "special categories" of more sensitive personal information:
We collect personal information about candidates from the following sources:
We will use the personal information we collect about you to:
It is in our legitimate interests and essential to our business to collect personal data that allows us to determine a person’s suitability for employment. Furthermore, the processing of your personal data enables us to decide whether to enter into a contract of employment with you.
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully.
We will use your particularly sensitive personal information in the following ways:
If it is required by law, before we offer you a role, we may collect information about your criminal convictions history. In particular, we may require criminal background checks for certain roles—for example, those working with minors or on-board cruise vessels.
Why might we share your personal information with third parties?
We will only share your personal information with the following third parties for the purposes of processing your application:
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes unless it is provided for in an established Data Sharing Agreement consistent with applicable data protection regulation.
We share your data with other companies in the OSM Thome Group and our clients, which will involve transferring your data outside the European Economic Area (EEA).
The transfer of Personal Data within the OSM Thome Group, including transfers to a Third Country, is governed by the Intra Group Data Agreement.
Transfer of Personal Data to Third Parties (not covered by the Intra Group Data Agreement): For the transfer of personal data to third parties outside the OSM Thome Group, we will always enter into a Data Processing Agreement (DPA) with the third party. Personal data is only transferred across jurisdictions if the transfer is subject to safeguards ensuring a sufficient level of data protection.
We use safeguards such as transferring data to countries with an adequate level of protection (as deemed by the European Commission) or by implementing Standard Contractual Clauses (SCCs).
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
We are committed to the security of your personal data and have implemented appropriate physical, organizational, and technical security measures and procedures to protect your data. For more details on how we protect your personal data, including access control and technical safeguards, please refer to the OSM Thome General Privacy Notice.
How long will we use your information for?
We will retain your personal information for 2 years if you are applying for a role on-board one of our vessels and 1 year if you are applying for a role in one of our offices (ashore). We retain your personal information for that period so that we can show, in the event of a legal claim, that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy.
If we wish to retain your personal information on file, for the possibility of a future opportunity, we will ask you separately to provide your explicit consent.
You have rights in connection with your personal data, including the right to access, rectification, erasure, restriction of processing, objection to processing, and data portability.
For a comprehensive explanation of your rights, including details on how to make a request and our verification process, please refer to the “Your Rights When We Process Your Data” section of the OSM Thome General Privacy Notice.
If you no longer want us to process your job application, or wish to withdraw consent where processing is based on consent (such as keeping your data on file for future roles), please contact dpo@osmthome.com. We will then no longer process your data for that purpose and, subject to our retention policy, will dispose of your personal data securely.
If you have any questions about this privacy notice, how we handle your personal information, or if you wish to exercise any of your rights, please refer to the “Group Privacy Coordinator and Data Protection Officers – Contact Details” section of the OSM Thome General Privacy Notice. This section provides the appropriate contact point for reaching our designated Data Protection Officers and privacy team.
Email: dpo@osmthome.com
You have the right to make a complaint at any time to the concerned supervisory authority for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach the supervisory authority, so please contact us in the first instance.