APPLICANT PERSONAL DATA PRIVACY NOTICE
A. Purpose of this Notice
The Henry M. Jackson Foundation for the Advancement of Military Medicine, Inc. (HJF) is committed to protecting your privacy and rights that you may have related to any personal information that we collect from you as part of the recruitment and hiring process. HJF and its affiliated company HJF Medical Research International, Inc. (collectively the “Company”) comply with all applicable international, federal, state, and local privacy laws and regulations. This notice applies to all individuals who submit information to the Company Talent Network, submit an application for a particular job opening with the Company, or participate in any pre-interview screening or interview process with the Company.
Under the European Union General Data Protection Regulation (GDPR), individuals from European Union countries may have additional rights concerning the collection, use, storage, and transfer (“processing”) of their personal information – also known as Personal Data The GDPR portion of this notice applies to you if you are an EU resident or an EU citizen participating in the Company Talent Network or the application process. .
B. What Personal Data will the Company Collect?
The Company collects certain personal information from and about individuals who join the HJF Talent Network, or are applicants or potential candidates for positions within the Company. By browsing or submitting personal information through the HJF career portal (careers.hjf.org), or speaking with a Company recruiter you agree to the terms of this Privacy Notice and you expressly consent to the collection, use, disclosure, and storage of your Personal Data in accordance with this Privacy Notice.
The information below describes the types of Personal Data that we may request and collect as part of the recruitment and hiring process:
Your name, current and past address(es), and other contact information such as phone number and email address;
Your resume or CV including your employment and educational background, your salary history, licenses and certifications, whether you are a veteran or have prior government service;
Other information that you make available from your social network accounts;
Your date of birth, social security number, driver’s license number or other identification number;
Information about your citizenship, and immigration and work status;
Whether you have a disability for which the Company needs to make a reasonable accommodation during the employment period;
Other special categories of Personal Data such as gender or race;
Driving record and whether you have been convicted of a crime; and
C. Why is the Personal Data Collected?
As your potential employer, the Company needs to process information about you for employment eligibility purposes. The Personal Data is collected from you and used to determine your eligibility for employment, to provide you benefits, or for other reasons related to your employment. In some cases, we need to process data to ensure that we are complying with our legal obligations as an employer. For example, it is mandatory to check a successful applicant’s eligibility to work in the United States before employment starts. We may also collect information about whether or not applicants have a disability in order to determine if the Company can make a reasonable accommodation. Specifically, this information may be used to prevent or detect fraud, for equal opportunity monitoring, to help us to make reasonable accommodations for any disability, as requested by you, and to provide certain disclosures required by applicable law.
D. How We Use Your Personal Data
If you are applying for a specific job with the Company, or wish to join the Talent Network, the personal information we receive from you is used for recruitment, employment, benefit, and other human resource purposes and may be shared with hiring managers and other appropriate staff with the Company, your references, agencies of the United States Government, and other companies that provide services to the Company in connection with the recruitment and applicant process. The Company also may transfer your personal information with worldwide for these same purposes.
The Company may also use your Personal Data to satisfy U.S. Government reporting requirements.
E. How long does the Company keep my Personal Data?
Your Personal Data will be maintained by the Company only as long as is required for the purpose for which it was collected.
If you join the HJF Talent Network, the Company will maintain the information you provided or gave the Company access to for up to 12 months.
If you apply for a specific position within the Company, the Company will maintain your information for up to three years after the position for which you applied is filled in order to comply with certain federal government requirements.
If you are hired for a position with the Company, your Personal Data will be maintained during your employment and for some period of time after your employment ends.
F. Storage, Security and Confidentiality
Personal Data may be maintained in paper and electronic formats at Company work sites and on Company or vendor servers. Company employees who may have access to personal information are required to keep that information confidential. The Company holds its employees, contractors, part-time and temporary workers, service providers, subsidiaries, affiliates, and those employed by others to perform work on the Company’s behalf accountable for maintaining confidentiality with your Personal Data. The Company is committed to protecting your Personal Data from unauthorized use or disclosure; while we cannot fully eliminate all security risks, The Company has security controls in place to limit the security risk and address any vulnerability if such a need arises.
G. Children’s Privacy
The Company website is not designed to collect information from children under the age of 13. We ask that children under the age of 13 not submit any personal information to us on our website. If you believe that your child has provided us with personal information please see Section K - How to Contact the Company below for who you should contact.
H. EU Applicant Rights under GDPR
For Personal Data that you have provided us, you can 1) request the Company to erase or delete all or some of your Personal Data; 2) request that the Company change, update or correct inaccurate information; 3) ask the Company to stop using all or some of your Personal Data (e.g., if we have no legal right to keep using it) or to limit our use of it (e.g., if your personal information is inaccurate); and 4) ask the Company for a copy of your Personal Data. See Section K - How to Contact the Company below if you would like to make a request related to your personal information.
I. What if You Do Not Provide the Requested Personal Data?
You are under no statutory or contractual obligation to provide your Personal Data to the Company during the recruitment or application process. However, if you do not provide the requested information, we will not be able to process your application for employment.
J. Updates to this Privacy Statement
The Company may update this Privacy Statement from time to time, so please review it frequently. If we change our Privacy Statement, we will post the revised version here, with an updated revision date. If we make significant changes to our Privacy Statement, we may also notify you by other means prior to the changes taking effect, such as, but not limited to, sending an e-mail or posting a notice on our website.
K. How to Contact the Company
If you have questions related to this Notice or wish to exercise any of the rights listed above, you may contact the following:
Director of Human Resources
Henry M. Jackson Foundation for the
Advancement of Military Medicine
6720A Rockledge Drive, Suite 100
Bethesda, MD 20817