Xydus I-9 App (Privacy Policy)

Introduction

Xydus is continuously seeking to improve the administrative process for candidates and employees. For this purpose, Xydus intends to make use of the Form I-9 App (“App”). This Privacy Notice describes why and how Xydus collects and uses personal data in connection with the App and provides information about your rights as a user of the App (“you”, “user” or “individual”).

Personal data is any information relating to an identified or identifiable living person. This privacy statement applies to the personal data provided to us by you through the App. We will use personal data provided to us for the purposes described in this Privacy Notice.

Data Controller and Contact Information

For candidates

The company you are applying to controls what personal data is collected and how it is used. In some countries, this is referred to as the “controller”. To get the physical address of Xydus, please contact us at info@Xydus.com.

For employees

The company you work for controls what personal data is collected and how it is used.

Collection of Personal Data

Xydus will collect personal data in connection with the application as described below.

For Candidates - Personal data provided directly by you:

Your full name;
Mobile phone number;
E-mail address;
Date of birth;
Image(s) of Acceptable Identity and/or Employment Authorization Documents e.g. Passport, Green Card, Driver’s License, Social Security Card. Lists of Acceptable Documents are identified in the instructions of the Form I-9 and made available in the app.

Your company has approved the access to 3^rd party business services, such as Google Calendar, to support the need to fulfil the administration and management of candidate onboarding. Where the 3^rd party business service used is the Google Calendar, we will adhere to Google API Services User Data Policy and this includes the Limited Use requirements.

Use of Personal Data

We use personal data for the following purposes:

The company must properly complete Form I-9 for each individual they hire for employment in the United States. Our lawful basis for this processing is consent. For further information about your rights in relation to consent, including your right to withdraw it, please see “Further information” below.
To verify the identity and employment authorization of individuals The company hires for employment in the United States. Our lawful basis for this processing is it is necessary for compliance with a legal obligation to which we are subject. The company must properly complete Form I-9 for each individual they hire for employment in the United States.

When and how we share Personal Data

We will only share personal data with others when we are legally permitted to do so. When we share data with others, we put contractual arrangements and security mechanisms in place to protect the data and to comply with our data protection, confidentiality and security standards and legal obligations.

If you would like to see a copy of any relevant provisions, for candidates please contact us at privacyofficer@Xydus.com

For employees please contact privacyofficer@Xydus.com.

We share personal data processed in connection with the application as follows:

Third-party organisations that provide applications/functionality, data processing or IT services to us.
Where we use third parties to help us run our application, we share personal data processed in connection with the App with Vialto Partners for support with any disputes on documentation and error correction.

We also share personal data with Xydus for troubleshooting faults on the App.
Auditors and other professional advisers
Law enforcement or other government and regulatory agencies or to other third parties as required by, and in accordance with, applicable law or regulation.

Occasionally, we may receive requests from third parties with authority to obtain disclosure of personal data, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, to establish, exercise or defend legal rights. We will only fulfil requests for personal data where we are permitted to do so in accordance with applicable law or regulation.
Other Xydus entities within the Xydus Group

Where the locations of processing are outside of the US, we have approved standard contractual clauses in place to provide appropriate safeguards for personal data transferred outside of the US.

How long we keep your personal data

For candidates and for employees

Your personal data is stored in accordance with Xydus’ retention policies and applicable laws and regulations.

Please see the Xydus US Employee Privacy Notice Privacy Notice for further information on our retention periods.

Further Information

For candidates

For further general information regarding how Xydus handles your personal data as a candidate, including your rights, please refer to the Xydus Candidate Privacy Notice.

For employees

For further general information regarding how Xydus handles your personal data as an employee, including your rights, please refer to the Xydus Employee Privacy Notice.

Privacy Notice

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