iMMAP logo Careers

iMMAP Inc.

May 2024
At iMMAP Inc., safeguarding your personal data is our top priority. We are dedicated to ensuring that your information is handled with care, respect, and confidentiality. This privacy policy serves as a comprehensive guide to our data practices, detailing why iMMAP Inc. collects your personal data, the types of information gathered, the purposes behind its collection, storage procedures, security measures implemented, and the technical and organizational safeguards in place. Additionally, this policy outlines the avenues through which data subjects can exercise their rights regarding their personal data.

Definitions:

  • The words "Our", "us", "we," refer to iMMAP Inc. as a "Data Controller".
  • The term "data subject" refers to all individuals in accordance with the definition of personal data.
  • The term "personal data" means any information which relates to an identifiable or identified person (otherwise called a 'data subject') that can be identified indirectly or directly, in particular by reference to an identifier such as a name, business email, location data, or an online identifier or one or more specific factors specific to their physical, physiological, mental, genetic, economic, cultural or social identity.
  • The term "sensitive personal data" means the processing of personal data about revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data and biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation shall be prohibited. Sensitive personal data is usually subject to even stricter controls and protection.

Data controller

iMMAP Inc. is the Data Controller that collects and gathers information which means it is responsible for protecting your personal data.

Scope

This Privacy policy applies mainly to https://careers.immap.org/ and any other related sites, apps, communications and services.
In this context, iMMAP Inc. collects and processes personal data from the moment you sign in on the platform for the duration of the interview process and potentially for your employment or services contract, and after your employment has ended.

Collection of personal data

Account registration
To create an account on iMMAP Careers, you need to provide some data including your first name, middle name, family name, email address, and a password.
Profile creation
Regarding the information to add in your profile, you may or may not provide the following:
  • Identification data: Country of residence (required), Nationality (required), Languages (required), Gender (optional), Photograph (optional).
  • Contact details: Mobile phone number (required), Skype ID (optional), Email address (required), Office phone number (optional), LinkedIn profile (optional).
  • Education and work experience details: CV (required), Work experience (required), Certificates (optional), Portfolio elements (optional), Education (required), Formal training and workshops (optional), List of publications (optional), Skills (required), preferred field or works/area of expertise (required).
It's your choice whether to include sensitive information on your profile. Please do not add personal data to your profile that you would not want us to have.
At the final stage of the recruitment process, we may request additional information, such as letters of reference or professional reference checks, to further assess the suitability of candidates for the position. In the case of reference checks, you may or may not provide the following data: full name of the referee (required), Country of the referee (required), Phone (optional), Organization (required), Job Position (required), Email (required).
If you are hired after the recruitment process, the Human Resources team shall direct you to the internal Employee Privacy Policy for further information and details on the processing of your personal data.

The Purpose for which personal data may be collected

Personal data will be collected in accordance with a purpose and the processing should be limited to the purpose for which they are collected. In that sense, your personal data may be processed for the following purposes:
  • Determining eligibility for hiring, including the verification of references and qualifications, and, where permitted by law, administering background checks;
  • Complying with local, national or international laws, obligations and legal requirements;
  • Communicating careers opportunities and the recruitment process including any interviews;
  • Contacting you to offer adequate roles which may be of interest to you and aligned to your skillset;
  • Contacting you to offer future roles which may be of interest to you and aligned to your skillset;
  • Completing the selection process;
  • Conducting surveys and research activities with the objective of improving iMMAP Inc.'s recruiting process;
  • Conducting evaluations (if applicable) as part of the recruitment process;
  • Investigating, responding to and resolving complaints.
  • Support: Helping you to fix problems with the website/profile.

Legal bases

iMMAP Inc. will only collect and process personal data about you where we have lawful bases. Lawful bases include consent (where you have given consent), contract (where processing is necessary for the performance of a contract), when there is a legal obligation and for the purpose of legitimate interests.
Where iMMAP Inc. relies on your consent to process personal data, you have the right to withdraw or decline your consent at any time and where iMMAP Inc. relies on legitimate interests, you have the right to object.

How long do we retain your personal information

iMMAP Inc. generally retains your personal data as long as you keep your profile open and, in any case, no longer than necessary.
If you are given and accept an offer of employment by iMMAP Inc., the personal information collected during your pre-employment period may become part of your employment record on iMMAP Inc's personnel records, and are to be retained throughout a period of time beyond your employment with iMMAP Inc. and in accordance with the employee data privacy policy.

Sharing of personal data

Access to your data is limited to authorized and qualified personnel such as human resources and managers. Your information may be accessed by and shared with iMMAP Inc. Talent Acquisition focal points (business development and opportunities), hiring managers of iMMAP Inc. in the relevant iMMAP Inc. country offices, who are involved in the recruitment process on a need-to-know basis, as relevant and necessary for your application. This includes iMMAP Inc. subsidiaries publishing job advertisements on a non-iMMAP Inc. website or on the subsidiary's website. Where an advertisement is posted on a non-iMMAP Inc. website or on the subsidiary's website, please refer to the Privacy Notice published on such website for further details regarding the processing of your personal information.
We might share some of your personal data with third-party service providers during the recruitment process such as auditors or advisors. These could be background check providers and other employee services providers. The recruiting project donor may also require the personal data of the candidates during or after the recruitment process. These processors have limited access to your data and should process it only for the execution of their mission to ensure the confidentiality and security of your data.
In case of cross-border data transfer, iMMAP Inc. processes data both inside and outside of the United States and relies on legally-provided mechanisms to lawfully transfer data across borders. iMMAP Inc. will not share your personal data with third parties outside of the organization without your consent.

Where your data is stored

Any information you provide us is stored on our secure servers. Your personal data is stored mainly in the European Union but can also be transferred or stored in a place out of the European Union.
iMMAP Inc. has put in place appropriate technical and organizational measures to protect your personal information from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed (such as intrusion prevention, account access techniques, means of physical protection, etc.).

Security and technical organizational measures

iMMAP Inc. takes the protection of your personal data very seriously, and therefore we apply adequate technical and organizational measures to protect against accidental loss and unauthorized access, use, destruction or disclosure of data. For instance, some of the measures are:
  • Strong input validation to avoid injections and other threats;
  • Implementation of access controls and roles;
  • Daily data backup enabled;
  • SSL encryption;
  • Regular platform checks;
  • Storage of sensitive information like JWT tokens in encrypted cookies;
  • Encryption of sensitive data;
  • Implementation of logging and monitoring.

How to exercise your rights

As an applicant, you can exercise the following rights over your personal data by contacting iMMAP Inc. Data Protection Officer: dpo@immap.org.
Your rights
  • The right to object against the processing of your information. If we process your information for our legitimate interests, you can object to it. In other words, you can request some control over how their personal information gets used by your organization. We will consider your request and if there are no compelling interests for us to continue processing the data, we will stop the processing for such purposes. If we believe our compelling interests outweigh your right to privacy, we will clarify this to you. You always have the right to object to our making use of your data for communication purposes.
  • The right to access your information. You have the right to know what personal data we process about you. As such, you can obtain the disclosure of the data involved in the processing and you can obtain a copy of the information undergoing processing.
  • The right to verify your information and seek its rectification. If you find that we process inaccurate or out-of-date information, you can verify the accuracy of your information and/or ask for it to be updated or corrected where this is possible (e.g: past invoices cannot be modified).
  • Restrict the processing of your information. When you either contest the accuracy of your information, you believe we process it unlawfully or you want to object to the processing, you have the right to temporarily stop the processing of your information to check if the processing was consistent. This is known as restriction of the processing. We will stop using your data until we are able to provide you with evidence of its lawful processing.
  • The right to have your personal data deleted. If we are not under the obligation to keep the data for legal compliance and your data is not needed in the scope of an active contract or claim, we will remove your information upon your request.
  • The right to have your personal data transferred to another organization or data portability. Where we process your personal data on the legal basis of consent you provided us or on the necessity to perform a contract, we can make, at your request, your data available to you or to an organization of your choosing.
  • The right to withdraw your consent. Where the processing is based on your consent, you may withdraw your consent at any time. The withdrawal of consent will not affect the validity of our prior processing of your personal data as per GDPR Art.7.3.
If you believe that our use of personal information violates your rights, if you are dissatisfied with a response you have received, or if we have failed to respond within a month, you have the right to lodge a complaint with the competent data protection authority of your choice.

Account closure

If you choose to delete your profile and you have not been selected for any position or shortlisted, we will close the account within 30 days of your request, except as noted below.
We retain your personal data even after you have closed or deleted your account if reasonably and necessary to comply with our legal obligations (including law enforcement requests), meet regulatory requirements, resolve disputes, maintain security, prevent fraud and abuse, administration of a donation, specific projects requirements, among others.

Changes to this policy

We reserve the right to adapt the iMMAP Careers Privacy Policy so that it always complies with the current legal requirements. Alternatively, you may also raise any questions or concerns directly through our Data Protection Officer. You can see when this iMMAP Careers Privacy Notice was last updated displayed at the top of the page.

Contact us

Data protection officer
For any questions regarding exercising your rights or any data privacy concerns, please contact our Data Protection Officer ("DPO") at dpo@immap.org.