Sysco Job Applicant Privacy Notice

PURPOSE AND SCOPE OF THIS NOTICE

Sysco operates globally including in the United States, Canada, and countries within Europe, Central America and the Caribbean. “Sysco” is made up of different businesses, details of which can be found here: https://sysco.com/Contact/Contact/Our-Locations.html

This Applicant Privacy Notice is issued on behalf of the Sysco group of companies, so when we refer to “Sysco”, “we”, “us” or “our” in this Applicant Privacy Notice, we are referring to the relevant company in the Sysco group of companies with whom you interact and who determines the purpose and means of managing your personal data, sometimes referred to as the Data Controller.

This Applicant Privacy Notice is being made available to you because you are applying for work with us (whether as an employee, or contractor).

PERSONAL DATA PRIVACY & PROTECTION PRINCIPLES

We adhere to general data privacy principles when processing personal data that require us to:

Collect and use personal data fairly and only for lawful and specified purposes related to our legitimate business objectives.
Limit our personal data collection to what is adequate, relevant, and not excessive for the intended purpose.
Notify individuals about our personal data processing practices in a clear and transparent manner.
Ensure the accuracy of the personal data we collect, hold, and use.
Retain personal data only for the time needed to fulfil the established purpose.
Respect applicable data subjects’ rights.
Secure the personal data we hold.

PROCESSING YOUR PERSONAL DATA

In connection with your application for work with us, and depending on the progress you make in the recruitment process, we may collect, store, and use the following categories of personal data about you:

The information you have provided to us in your curriculum vitae and covering letter and/or application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, academic history and qualifications.
Information about the expectations you have in respect of the position you applied for, such as the type of employment sought, type of work you wish to perform, your current remuneration package and your desired salary.
Information about your personal circumstances, such as your availability for interviews, your notice period and your reasons for applying for the role.
Information about your personality, character, temperament, and demeanour.
Information about you which we are obliged to check or monitor for legal or regulatory reasons such as, your entitlement to work in in the country in which the role you are applying for is located and appropriate licenses and/or permissions.
Any information you provide to us during an interview.
Where applicable, any results of assessments/tests including technical assessments, aptitude and/or psychometric tests, undertaken by you, which have been designed to provide greater insight to us on your suitability for the role you have applied for.
Recording of any interactive or non-interactive video interview we may ask you to take
part in.
Where applicable, information obtained during the course of credit reference or background checks.

We may also collect, store and use the following types of more sensitive personal data:

Information about your race or ethnicity, religious beliefs and sexual orientation.
Information about your health, including any medical condition and sickness records.
Information about criminal convictions and offences.

HOW WE COLLECT PERSONAL DATA

We collect personal data about applicants from the following sources:

You, the applicant.
Through recruitment agencies or search consultancies.
Through background check service providers.
Through credit reference agencies.
From government agencies or other similar bodies who provide information with regards to criminal convictions.
Via websites, including social media sites or applications, where you have voluntarily made your personal data public.
Your named referees.

HOW WE USE PERSONAL DATA

We will use the personal data we collect about you to:

Assess your skills, qualifications, personality traits and general suitability for the role you have applied for, or other roles we think you may be interested in.
To carry out background or credit reference checks.
Communicate with you about the recruitment process.
To improve the consistency and efficiency of our hiring process.
Carry out statistical analysis to inform our decision making, for example by measuring and benchmarking skills, experience, academic and professional qualifications, and salary expectations of our applicants.
To help us ensure meaningful equal opportunity monitoring and reporting.
Comply with legal or regulatory requirements.
Respond to and defend any legal claims, if required.

It is in our legitimate interests to determine whether you are suitable for the role(s) or work we have available. We also need to process your personal data to decide whether to enter into a contract of employment with you.

Having received (where applicable) your CV, covering letter, application form and/or the results from your assessments/tests, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role and whether to invite you for an interview or to the next stage of the recruitment process.

We will use the information you provide to us at the interview to decide whether to offer you the role or work. If we decide to offer you the role or work, we will then take up references and/or carry out a criminal record, or any other check before confirming your appointment.

If you fail to provide 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 and you will not be able to progress through the recruitment process.

HOW WE USE SENSITIVE OR SPECIAL CATEGORY PERSONAL DATA

We may use your sensitive/special category personal data in the following ways:

We may use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.
We may use information about your health, including any medical condition, and sickness records to assess your fitness and probity, depending on the role you have applied for.
We may use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

HOW WE USE CRIMINAL CONVICTIONS INFORMATION

We may process information about criminal convictions.

We may collect information about your criminal convictions history if we would like to offer you the role (conditional on checks and any other conditions, such as references, being satisfactory). We carry out criminal records check to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role or work that you have applied for.

AUTOMATED DECISION-MAKING

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

HOW WE SHARE PERSONAL DATA

We may share your personal data with the following third parties for the purposes outlined in the “HOW WE USE PERSONAL DATA” section:

Recruitment agencies, search consultancies and/or temporary staffing agencies and similar third parties, with whom we have a relationship;
Academic institutions you have attended, your former employers and other similar third parties we may contact to obtain your reference(s) and to validate your academic history and employment history;
Those who support our business operation and HR Administration (e.g., data centre operators, IT service providers, providers of background check and screening services, providers of video interviewing platforms, providers of applicant assessment/testing services, etc.);
Government departments and agencies, law enforcement agencies, regulators, courts, tribunals, or similar authorities with whom we are legally obliged to share your personal information, or with whom we voluntarily share your personal information (where this is

legally permissible and there is a good business reason for doing so); and

Other Sysco businesses.

All our third-party service providers and other entities in the Sysco group of companies are required to take appropriate security measures to protect your personal data in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

INTERNATIONAL PERSONAL DATA TRANSFERS

Sysco operates globally including in the United States, Canada, and countries within Europe, Central America, and the Caribbean. Sysco may transfer, process, or store your personal data within its group of companies and brands, or to service providers, suppliers and/or other business partners (or their service providers) for the purposes outlined in the “HOW WE USE PERSONAL DATA” section to countries outside the country where your personal data was originally collected.

Sysco takes all reasonable steps to safeguard the protection and privacy of your personal data, which may include transferring to countries whose privacy laws ensure an appropriate level of protection for personal data, implementing standard contractual clauses, or other means of transferring personal data which ensure the transfer is lawful and the personal data is protected.

HOW WE PROTECT PERSONAL DATA

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

HOW LONG WE RETAIN PERSONAL DATA

If you are successful in your application for employment and you accept the offer we make, your personal data will be incorporated into and retained as part of records kept by the HR department.

If your application for employment is unsuccessful, we will hold your personal data on file for 24 months after the end of the relevant recruitment process. This will allow us to consider you for future employment opportunities. At the end of that period, your personal data is securely deleted or destroyed. If you do not wish us to keep your information for this period, you may ask us to delete your information at any time.

DATA SUBJECT RIGHTS

You may have certain rights when it comes to how we handle your personal data. These rights vary depending on where you reside, but may include the following:

The right to ask us to confirm whether we handle any personal data about you;
The right to request access to the personal data that we hold about you, including the right to obtain copies of the personal data that we hold about you;
The right to correct any inaccurate personal data that we hold about you;
The right to request we delete any personal data we hold about you, in certain circumstance;
The right to request that we restrict the processing of the personal data that we hold about you;
The right to object/withdraw consent to the processing of the personal data we hold about you;
The right to request to receive any personal data we hold about you in a structured and commonly used machine-readable format or have such personal information transmitted to another company (data portability);
The right to request information about, or challenge any solely automated decision making and/or profiling we may carry out in relation to you; and
The right to opt-out of the sale or sharing of personal data and know who it is shared with (if applicable).

You may also have the right to lodge a complaint with the relevant Supervisory Authority/Regulator in your country of residence if you believe Sysco has not complied with local applicable data privacy laws.

If you, or your authorised representative, would like to exercise any of your applicable rights, please contact the Global Data Privacy Office via email at dataprivacy@sysco.com.

If you are a California resident and you, or your authorised representative, may also contact the Global Data Privacy Office via our toll-free number; 1-800-407-9726 / 800-40-SYSCO.

Please note that Sysco may need to collect information from you so that we can verify your identity before responding to a request.

OTHER NOTICE INFORMATION

If you have any questions about this Applicant Privacy Notice, or how we handle your personal data, please contact the Global Data Privacy Office via dataprivacy@sysco.com

Sysco Job Applicant Privacy Notice

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