Host Engagement

This Policy explains how Soneva collects and uses your personal information in connection with recruitment and employment.

1. Types of personal data and how it may be collected from you

When you apply for a position with Soneva we may collect personal information directly from you. We ask for certain data, including your name, title, educational and employment background, contact information (including telephone numbers and personal email addresses) and preferences, job qualifications and jobs for which you would like to submit an application. This information is necessary for us to process your employment application. If you do not provide it we may not be able to process your application and may not be able to offer you a position. You may choose to provide to Soneva additional personal information, such as your CV, employment references and related information, requests regarding salary or benefits and any information you provide in any interview.

In addition, Soneva may collect information from third parties including recruitment agencies or background check providers (in connection with initial and ongoing background, employment and social media checks) and your referees for your employment references. This information may consist of historical employment information obtained from former employers (e.g. employer references, career history), and social media information from social media sites (e.g. posts, likes and other content).

2. Sensitive personal information

In this Policy, “sensitive personal information” means details of your racial or ethnic origin, political opinions or beliefs, religious beliefs, membership in a trade union, physical or mental health or condition, sexual orientation, commission or alleged commission of a criminal offence and any related proceedings.

Soneva does not normally request sensitive personal information in connection with recruitment. If you have a disability and would like Soneva to consider any workplace arrangements connected with the disability, you may provide that information during the recruitment process. In some countries we ask for information such as race or ethnicity for the purpose of monitoring equality of opportunity, but this is kept strictly confidential and is not made available to those conducting the recruitment process.

If we ask that you undergo pre-employment screening, this may in some cases involve the processing of sensitive personal information. Please see the section below headed “Pre-employment screening” for more information about this.

3. Use of your personal information

Your personal information may be used to manage Soneva’s recruitment processes (including accessing your skills, qualifications and suitability for the role applied for), to carry out any background checks (where applicable), to communicate with you, for compliance with corporate governance, and for legal and regulatory requirements.

We process your personal information for these purposes to meet our legitimate interests in dealing with your application and finding the best candidate for a position. If you are employed by us, the information will be used in connection with your employment and for managing our organisation. We use your information for these purposes in order to comply both with employment law and with our obligations under your employment contract. It is also in our legitimate interests to use your information in order to manage our business efficiently and keep our records accurate and up to date.

If you submit your CV through our website, we will use your personal information to process and assess your job application. We may also use your personal information to send you announcements of future job opportunities or for administrative purposes.

If you do not provide personal 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. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

4. Pre-employment screening

In accordance with Soneva’s policies, pre-employment screening checks may be required for individuals being considered for employment, and are also periodically conducted for our employees. These checks may relate to employment history, education, qualifications, residence, nationality and visa/work permit status, information available on social media and records regarding criminal offences or criminal proceedings.

By applying for a position with Soneva you are confirming that the information you have provided is correct and that you give permission for Soneva and its contractors to carry out all necessary employment checks, which may involve the processing of sensitive personal information. All personal information generated by the screening process will be used solely for the purposes for which you have given consent.

Soneva will check for inconsistencies between the information you provided during the screening process and the information listed on the CV you supplied to Soneva during the application process.

It is your responsibility to verify the accuracy of the information you submit to Soneva.  Providing inaccurate information about your education and/or employment history which cannot be substantiated, either on your CV, or through the Soneva job application portal, may disqualify you from further consideration for employment with Soneva.

If you have any additional questions about this process, please send an e-mail to [email protected].

5. Data recipients and sharing with third parties

Soneva may share your personal information internally and with service providers (including background check providers) and other third parties as necessary in connection with recruitment and employment.  For a list of the third parties your data may be shared with, please contact our Group Talent Director using the contact details set out below.  Soneva requires its service providers to keep your personal information confidential and to use it only for the specific purposes for which it was disclosed. Soneva and its service providers may also use your personal information in an anonymised format (i.e. in a form in which your identity cannot be determined) for other purposes not specified above, including in the development and testing of products and services.

6. Security and confidentiality

Except as otherwise stated in this Policy or as required for legal or regulatory purposes, Soneva will keep your personal information in confidence and will not disclose it to third parties without your consent. Soneva maintains, and requires its service providers to maintain, appropriate administrative, physical and technical and organisational controls designed to protect the confidentiality and security of your personal information. Soneva’s employees who may have access to personal information are required to keep that information confidential.

7. Retention and deletion

Soneva may retain your information throughout the course of your application for employment. If your application is unsuccessful, Soneva may retain your personal information for a period of three months after your application is closed, during which Soneva may consider you for other job opportunities. We also retain the information for this period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. To the extent permitted or required by law, Soneva may securely destroy your data at any time and you should retain a copy of any information you submit to us.

For full details of our data retention periods, please contact our [Group Talent Director] using the details set out below.

8. Your rights in relation to your personal information

Under certain circumstances, by law you have the right to:

• Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact [ Group Talent Director] in writing.

If our processing of your personal information is at any stage based solely on your consent then you can withdraw that consent at any time, but please bear in mind that in most cases we will be processing your personal information on another legal basis.  To withdraw your consent, please contact [Group Talent Director]. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely. If you wish to exercise any of your rights set out in this section 8, you may do so by sending an email to Group Talent Director [email protected] or by writing to Soneva for the attention of the Group Talent Director at Soneva, 19/F Two Pacific Place, 142 Sukhumvit Road, Bangkok 10110, Thailand.

If you have any concerns about our use of your personal information, please contact us using the details set out above and we will endeavour to resolve your concerns.

9. Your responsibilities

You are responsible for the information you provide to Soneva, and you must ensure it is honest, truthful, accurate and not misleading in any way. If you provide any information concerning any other person, such as individuals you provide as references, you are responsible for providing any notices and obtaining any consents necessary for Soneva to collect and use that information for the purposes described in this Policy.

10. International transfers

Soneva carries on business in many countries, and has developed global data practices designed to ensure that your personal information is appropriately protected. Personal information may be transferred, accessed and stored globally as may be necessary for the uses and disclosures described above. These operations may be subject to different data protection laws than those in your home country.

For further details of how we seek to keep your personal data secure, please contact [Group Talent Director]

11. General

Soneva may update this Policy from time to time. If you have any questions or concerns about this Policy or its application, or if you believe your personal information has been used in a way that is not consistent with this Policy, please contact us at [email protected]