Privacy Notice | Career & recruitment services

Why we need your information

CIS will use your information to determine your suitability for the position that you are applying for. CIS will only use the information that you provide in this form in consideration of this position and others that may be of interest or suitable for you.

What is the lawful basis for processing your personal data?

Our purpose for processing this information is to assess your suitability for a role you have applied for.

The lawful basis we rely on for processing your personal data is:

  • Article 6(1)(b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
  • Article 6(1)(c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).

In these above processes, we request special category data. In order to fully support the recruitment and volunteer evaluator process. This data is categorised as special category data and requires an additional condition for processing; CIS’s basis for processing this special category data is:

  • Article 9(2)(a) Explicit consent
  • Article 9(2)(b) Employment Law
  • Article 9(2)(h) Medical diagnosis and treatment
  • Article 10 applies to personal data relating to criminal convictions and offences, or related security measures. There is a requirement to undertake background checks to ensure suitability to work with children

What will we do with the information you give us?

CIS will use the data collected during the recruitment process to:

  • Keep you informed of your progress in the recruitment/ volunteer process
  • Assess your suitability for the role
  • Undertake the required employment checks
  • Undertake the required safeguarding requirements

We’ll use all the information you provide during the recruitment process to progress your application with a view to the school offering you an employment contract or to fulfil legal or regulatory requirements if necessary with the school.

We will not share any of the information you provide with any third parties for marketing purposes.

What we do with it

CIS uses the data collected during the recruitment process to:

Article 6(1)(b) Contract

  • Evaluate applicants to determine suitability for the role
  • Capture and document the acceptance of the terms and conditions
  • Undertake employment checks

Article 6(1)(c) Legal Obligation

  • Undertake background checks as part of the safeguarding requirements of the school
  • Application of visa
  • Right to Work

Article 9(2)(a )Explicit consent

  • This will apply when CIS need to transfer your data to perform background checks

Article 9(2)(b) Employment Law

  • In depth evaluation of applicants. This will only apply if the initial application is successful.

Article 9(2)(h) Medical diagnosis and treatment

  • Required to provide an assessment of the working capacity of applicants

Article 10 applies to personal data relating to criminal convictions and offences, or related security measures

  • There is a legal obligation to undertake background checks to ensure suitability to work with children

How long do we keep it?

We will keep the personal data collected for no longer than necessary, after which time it will be securely destroyed. More information on our retention schedule can be obtained by contacting info@cois.org.

Who do we share your information with?

CIS may use data processors to facilitate the recruitment process. CIS may also share your data with the school undertaking the recruitment and to contact your referees, or if there is a legal or statutory obligation to do so. When CIS use data processors they are working under our instructions and are required to comply with GDPR. When transferring data CIS has secure technical and organisational measures in place to make sure your personal information safe and secure. More information on this framework can be found on our website CIS Privacy Policy.

CIS uses the following data processors:

  • Survey Gizmo (Privacy Shield registered)
  • Salesforce (Privacy Shield registered)
  • O365
  • Sharepoint

CIS will share your data with:

  • The relevant member schools to enable checks to be undertaken as a precondition of employment
  • The relevant member school to enable suitability for the role and to issue a contract if successful
  • Use it to request references
  • Government agencies for visa applications

What are your rights?

If you wish to know more about how we handle your information, how to complain and your rights, further information can be found on the CIS Privacy Policy.

If you have concerns or wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will look into the matter. The contact details for the DPO info@cois.org or write to:

CIS Inc
Schipholweg 113
2316XC Leiden
The Netherlands

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can contact the Dutch Data Protection Authority (AP) on 070-8888 500 or by post at:

Dutch Data Protection Authority
PO Box 93374
2509 AJ DEN HAAG

You have the following rights:

  • Right of access - to request a copy of the information we hold on you
  • Right to rectification (if applicable)- to correct information if it is inaccurate or incomplete
  • Right to erasure (if applicable)- deletion or removal of personal data where there is no reason to continue processing (only in specific circumstances).
  • Right to restrict processing (if applicable)
  • Right to data portability (if applicable)
  • Right to object
  • Rights in relation to automated decision making and profiling

Under the GDPR, candidates / volunteers have the right to make a subject access request. However, personal data held by either the candidate or the recipient of a reference may be withheld where it consists of a reference given or to be given in confidence for the purposes of:

  • Education, training or employment, or prospective education, training or employment, of the candidate

If you wish to exercise any of those rights, please contact info@cois.org.

A full explanation of how we process personal data can be found here on the CIS Privacy Policy.