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Recruitment Privacy Notice

Recruitment Privacy Notice Template for South Africa

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Key Requirements PROMPT example:

Recruitment Privacy Notice

"I need a Recruitment Privacy Notice for our multinational mining company based in Johannesburg, launching new recruitment initiatives in March 2025, that covers both local and international data transfers and includes provisions for automated candidate screening and video interviews."

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Document background
The Recruitment Privacy Notice is a mandatory document under South African law, specifically required to comply with the Protection of Personal Information Act (POPIA). It must be provided to job applicants before collecting their personal information during the recruitment process. The notice serves as a transparent communication tool, informing candidates about how their personal information will be processed, their rights under POPIA, and the organization's data protection practices. It covers various aspects of data processing including collection methods, purposes, retention periods, third-party sharing, and security measures. The document is particularly crucial in South Africa where POPIA imposes strict requirements on the processing of personal information, including special personal information such as race data collected for employment equity purposes.
Suggested Sections

1. Introduction: Overview of the notice's purpose and scope, identifying the organization as the responsible party

2. Types of Personal Information Collected: Detailed list of categories of personal information collected during recruitment

3. Purpose of Information Collection: Explanation of why personal information is collected and how it will be used in the recruitment process

4. Legal Basis for Processing: Explanation of the legal grounds for processing personal information under POPIA

5. Information Sharing and Third Parties: Details about who personal information may be shared with during the recruitment process

6. Data Security Measures: Overview of measures taken to protect candidates' personal information

7. Retention Period: Information about how long candidate data will be kept

8. Candidate Rights: Explanation of rights under POPIA including access, correction, and deletion

9. Contact Information: Details of the Information Officer and how to contact them regarding privacy concerns

Optional Sections

1. International Data Transfers: Required if the organization transfers candidate data outside South Africa

2. Automated Decision Making: Required if the recruitment process involves any automated decision-making or profiling

3. Background Checks: Required if the organization conducts background checks, credit checks, or criminal record verification

4. Special Personal Information: Required if collecting information about race, health, criminal behavior, or other special personal information as defined in POPIA

5. Industry-Specific Disclosures: Required for regulated industries with additional data protection requirements

6. Social Media Screening: Required if the organization reviews candidates' social media profiles

7. Video/Audio Recording: Required if recruitment includes recorded interviews or assessments

Suggested Schedules

1. Data Processing Activities: Detailed breakdown of specific processing activities and their purposes

2. Third Party Processors: List of third-party service providers involved in the recruitment process

3. Security Measures: Detailed description of technical and organizational security measures

4. Retention Schedule: Detailed retention periods for different categories of recruitment data

Authors

Alex Denne

Head of Growth (Open Source Law) @ ¶¶Òõ¶ÌÊÓƵ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions








































Clauses






























Relevant Industries

Banking and Financial Services

Healthcare

Technology

Manufacturing

Retail

Education

Professional Services

Mining and Resources

Telecommunications

Public Sector

Construction

Transportation and Logistics

Energy

Agriculture

Non-Profit Organizations

Media and Entertainment

Real Estate

Hospitality and Tourism

Relevant Teams

Human Resources

Legal

Compliance

Information Security

Data Protection

Risk Management

Talent Acquisition

HR Operations

Information Technology

Internal Audit

Relevant Roles

Human Resources Director

Recruitment Manager

HR Business Partner

Talent Acquisition Specialist

Information Officer

Legal Counsel

Privacy Officer

Compliance Manager

Data Protection Officer

HR Operations Manager

Chief Human Resources Officer

Recruitment Coordinator

HR Administrator

Chief Privacy Officer

Employment Law Specialist

Industries







Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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