Issue Date: June 2020

This Job Applicant Privacy Notice (“Privacy Notice”) explains how Griffith Foods Inc. located in the United States and Griffith Foods Limited located in Canada and their respective subsidiaries and affiliates (collectively “Griffith Foods”, “we” or “us”) will handle personal information that we hold about job applicants

(collectively referred to as “you”). The legal entity identified to you during your application process (“controller”) is the company that is recruiting for the job vacancy and with whom you are applying for a position.

We respect the privacy rights of individuals and are committed to handling personal information responsibly and in accordance with applicable law. This Privacy Notice outlines the information we collect, use, disclose and otherwise process about you, and how we will use and share that information. This statement also will instruct you on what to do if you do not want your personal information collected or shared.

What personal information does Griffith Foods collect?

We may collect a range of personal information about you in the context of your application, including your identification information and employment details, such as:

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Contact Information such as your name, address, email address, telephone, other contact information and personal preferences

Employment details such as details of your employment background, including position, work experience/knowledge/abilities/skills, employment references, and other employment related information (where relevant and permitted under applicable law)

Background information such as your educational background including degrees, certificates, licenses, permits, transcripts, social security number or national identification number, date of birth, credit history and/or criminal background screenings (where relevant and permitted under applicable law)

Financial Information such as salary, tax information, benefits, expenses, company allowances, stock and equity grants (where relevant and permitted under applicable law)

IT Information such as certain technical information from you about your visit to our website such as “cookies”, IP address, type of web browser, website visit history and other similar technologies

Result of post-offer but pre-employment physical assessments and drug test results

Any other information in your CV, resume, cover letter, interview or application that you choose to share with us - such as references, hobbies, social preferences, etc.

Although we often collect personal information directly from you, from time to time, we may obtain information about you from public sources or third parties. For example, may receive personal information from a recruiter or recruitment/sourcing agency or service or a government permitting/licensing agency. Where allowed by applicable law, we may receive personal information from a third-party service provider via background screenings and verify information that you have in your application that relates to your past education, employment, credit and/or criminal history. You may also choose to provide us with access to certain personal information stored by third parties such as job-related social media sites (for example, LinkedIn). We may also obtain personal information through our affiliated companies and group of businesses if you have applied for a job with other legal entities other than the controller.

By authorizing Griffith Foods to have access to personal information, you agree that we may collect, store and use this information in accordance with this Privacy Notice.

Consistent with applicable law, we may request certain sensitive personal information such as your race/ethnic origin, gender, and any disability for the monitoring of equal employment opportunity compliance and audits. To the extent that you provide us with sensitive personal information, you expressly authorize Griffith Foods to handle such information in accordance with this Privacy Notice. Except as specifically requested or legally required, we ask that you avoid submitting information in your application which may qualify as sensitive information under applicable law. Sensitive information includes information about race, religion, ethnicity, nationality or national origin, age, gender identity, sex life or practices or sexual orientation, marital status, medical or health information (including disability), genetic or biometric information, biometric templates, political or philosophical beliefs, political party or trade union membership, veteran status, photographs, background check information, judicial data such as criminal records or information on other judicial or administrative proceedings.

How do we use personal information?

We process your personal information pre- and during the recruitment process and for keeping records of the process. Processing personal information from job applicants allows us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. We will also use the information to communicate with you and inform you of the status of the application and future opportunities (unless you tell us otherwise). We may need to process personal information from job applicants for corporate governance purposes and to ensure we are complying with legal obligations. For example, we may need to respond and defend legal requests and claims, use the information to support equal employment opportunities, provide reasonable accommodation during the recruitment process for candidates with a disability, conduct internal investigations or audits, managed risk and security operations. We may utilize personal information to preserve our legitimate interests such as to manage the recruitment process and to establish and exercise and defend our rights as required to conduct our business within Griffith Foods and its affiliates.

If your application is successful and we hire you, personal information we collect in connection with your application may be incorporated into our human resources system and used to manage the new-hire process. Any such information can become part of your employee file and used for other employment-related purposes. Providing personal information to us is voluntary, but necessary for the recruitment process. Consistent with applicable law, if you do not provide sufficient information or information that is false or misleading, the controller may be unable to consider your employment application, hire you, or, if you are hired, other employment-related purposes.

Who has access to your personal information?

Your personal information will be shared internally only with those who need to know while performing recruitment tasks and duties. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy. We may share your personal information internally within Griffith Foods in order to administer human resources and business operations such as staff member compensation and benefits, as well as for other legitimate business purposes such as IT services/security, tax and accounting, audits and reporting and general business management.

Personal information may be shared with third parties with a legitimate business need such as recruitment agencies, consultants, former employers/references, background service vendors, and attorneys. If your personal information is shared in this way, Griffith Foods will seek to ensure it is only used in connection with the functions or services these parties will be performing for Griffith Foods, and that your personal information is treated by them in a confidential manner.

Moreover, as necessary, your personal information may be disclosed to third parties as necessary (i) to comply with our legal obligations, including in order to respond to a lawful government request, court order, administrative or judicial process (such as a subpoena or search warrant); (ii) to establish, exercise or defend our legal rights and/or that of our affiliates; (iii) to establish, exercise or defend our legitimate interests and/or that of our affiliates; (iv) to protect your vital interests; or (v) where we have otherwise obtained your consent.

International data transfers

Personal information may be transferred and processed and stored in countries other than the country where you reside. As a result, your personal information may be subject to the law of the recipient country, including any law permitting or requiring disclosure of the information to the government, government agencies, courts and law enforcement in that jurisdiction. Moreover, the recipient countries may have data protection laws that are different from the laws of your own country (and, in some cases, may not be as protective). For transfers to other countries, we have taken appropriate measures to ensure that personal information remain protected in accordance with this Privacy Notice.

For how long do we keep your personal information?

We will store your personal information in accordance with this Privacy Notice, our retention policies or as otherwise required or permitted by law after which your personal information will be securely destroyed or anonymized (so the information no longer identifies you). You may also contact us and request the deletion of your personal information.

Your rights and responsibilities

You are responsible for the information you provide to us and that it is honest, truthful, accurate and not misleading in any way. Purposely submitting inaccurate, incomplete, or misleading information may lead to rejection of your application during the application process or, if identified after employed with the company, disciplinary action including immediate termination of employment.
If you provide information concerning any other person such as individuals you provide as references, you are responsible for providing any notices and ensuring your references consent to Griffith Foods collecting and processing that information as described in this Privacy Notice.

Where permitted by applicable law, you may request to review, access, correct, update, restrict, suppress, or delete your personal information; request that we cease using your personal information, as permitted by applicable law; or request a copy or portability of your personal information. You may make any such request by contacting us below. We will respond to your request consistent with applicable law, and if any circumstances cause delay in our response, you will be promptly notified. If you make such a request, please make clear what personal information you would like to access or have changed, whether you would like to have personal information that you have provided to us suppressed from our database, or otherwise let us know what limitations you would like to put on our use of your personal information. For your protection, we may need to verify your identity before processing your request.Please note that certain personal information may be exempt from such requests pursuant to applicable data protection laws or other laws and regulations.

In case the processing of your personal information is based on your consent, you have the right to withdraw your consent at any time, without this affecting the lawfulness of processing based on consent before this withdrawal.

If you have questions about this Privacy Notice or if you have submitted personal information and would like to request access or rectification or change of this information, or have that information deleted from our records, please contact us at recruiting@griffithfoods.com and please provide your name, job title, job requisition number (if possible), approximate date of application, and location of job.

Updates to this Notice

We will update this Privacy Notice from time to time. When we make changes to this Privacy Notice, we will change the “Issued Date” at the beginning of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you by email, by prominent posting on our website or through other appropriate communication channels. All changes shall be effective from the date of publication unless otherwise provided in the notification.

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