Privacy Notices

Privacy notices: 

 

 

 

Recruitment Privacy Notice

Personal Data notice

This notice provides information about the processing of your personal data by the Volvo Ocean Race, where the company to which you apply for a job and/or the Volvo Ocean Race recruitment department (“VOR”) is/are the personal data controller(s).

VOR needs to process personal data about you to administrate your user profile account and/or to administrate your application for a position at the VOR.

VOR also process personal data about you if you are currently or have been employed by a Volvo Group company, or have been engaged as a consultant. In such case, please read our Employee or Consultant Privacy Notice.

Identity and contact details of the controller and data protection officer

This notice provides information on VOR’s processing of your personal data. VOR is responsible for the processing of your personal data under applicable data protection laws and regulations.

If you have questions regarding the processing of your personal data, please contact VOR’s data protection officer at legal@volvooceanrace.com

What categories of personal data will VOR process?

VOR will process all or part of the following categories of personal data.

- Individual data, such as name, date of birth, gender, nationality, preferred language, photo

- Contact data, such as home address, email, telephone number - Health data, such as results from health examinations, drug test results (if applicable)

- Competence data, such as CV, learning records and training activities

It is specifically noted that health data, if applicable, is regarded as a special category data under the applicable data protection laws and shall be handled with extra care.

Legal basis and purposes of the processing

VOR will process personal data concerning you for 1) administrative purposes, such as enabling administration and assessment of your application and enabling setting-up and administration of your user account; and 2) for recruitment purposes, where the purpose is to find the right candidate for the vacant position at hand. The legal basis for the processing of personal data for purposes 1 and 2 above is that it is a legitimate interest of VOR to have an organized system for administrating candidates for a position and to carry out recruitment operations that ensures and maintains a skilled workforce within the Volvo Group.

In the balancing of interests between VOR’s legitimate interests above and your interests and fundamental rights and freedoms, it has been taken into consideration that a recruitment process necessarily includes processing of personal data, and that candidate understands and accepts this when submitting a job application to VOR. VOR would not be able to achieve its legitimate interests outlined above without processing personal data regarding the applicant. VOR treats the personal data obtained with respect and in compliance with VOR’s retention and access rights principles. No other information than what is necessary for the recruitment is processed by VOR, and the personal data will not be used for any new purposes in the future unless you consent to it. Therefore, VOR finds its processing of personal data relating to you compatible with the interest you have shown to become an employee of VOR, and that VOR’s processing of personal data relating to you does not constitute an infringement of your rights and freedoms.

In exceptional cases and only when no other legal ground can be applied, VOR may ask for your consent to process your personal data. If consent is used, you may withdraw your consent at any time, which will however not affect the lawfulness of the processing based on consent before its withdrawal. To withdraw you consent, please contact VOLVO’s data protection officer at the contact details provided above.

From where will VOR obtain your personal data?

VOR will primarily obtain personal data concerning you from yourself, or from other third parties to whom you have directed us to obtain the personal data. Some personal data might also be automatically generated from VOLVO’s IT-system, such as internal reference IDs.

What happens if you do not provide VOR with any personal data?

Personal data is a requirement and necessity for processing your application, which cannot be considered by VOR unless you provide the required personal data.

How will VOR share your personal data? Will it be transferred outside the EU/EEA?

VOR will not share your personal data with anyone outside of the Volvo Group, unless required by law or regulations. However, VOR may, if necessary to fulfill the purpose for processing the personal data, share your personal data with other Volvo Group companies, including companies outside of the European Union or the European Economic Area (EU/EEA). VOR may also, if necessary to fulfill the purpose for processing the personal data, share your personal data with third party suppliers, including suppliers outside of EU/EEA.

VOR will secure that there are appropriate safeguards in place which provide adequate levels of protection of your personal data as required by applicable data protection laws. For example, this may include the use of intercompany or external data processing agreements based on EU approved Standard Contractual Clauses or EU-US Privacy Shield or such other mechanisms as have been recognized or approved by the relevant authorities from time to time. If you have questions about the transfer, please contact us at legal@volvooceanrace.com

For how long will VOR keep your personal data?

Until the recruitment process has been concluded, and two (2) years thereafter (or longer depending on applicable employment legislation) in case of a possible dispute (e.g. on grounds for discrimination). If consent has been given to store personal data for future recruitment needs, it will be stored until a future recruitment of the applicant is no longer relevant and/or until such consent has been withdrawn.

Your data protection rights

You have the right to request information from VOR about the personal data processed about you, and access to such personal data. You also have a right to request rectification of your personal data if this is incorrect and request erasure of your personal data. Further, you have a right to request restriction of the processing of your personal data meaning that you request VOR to limit its processing of your personal data under certain circumstances. There is also a right for you to object to the processing based on legitimate interest or processing for direct marketing. You have as well the right to data portability (transfer of your personal data to another controller) if VOR’s processing if your personal data is based on consent or contractual obligation and is automated. You also have the right to lodge any complaints you may have regarding VOR’s processing of your personal data to a supervisory authority. For more information about these rights and how to exercise them, please contact us at legal@volvooceanrace.com

 

 

 

Event management Privacy

Notice

You have been invited to an event or meeting organized by Volvo Ocean Race.

In order to make your event experience pleasant, we would like to gather your food preferences, intolerances and/or allergies (special category of personal data: health data).

If you prefer not to trust us with this information, the standard menu will be available for you during the event. This special category of personal data is only kept up until the event completion.

During the event Volvo Ocean Race may record photo, audio and video (referred to below as “Image Material”) for communication and marketing purposes.

By accepting the invitation to and by attending this event, you consent to that Volvo Ocean Race

  • may process my health data (food intolerances and/or allergies) to determine what menu to prepare and serve
  • may use the Image Material in accordance with the conditions stated below.
    • The Image Material will be produced by Volvo Ocean Race or by suppliers hired by Volvo Ocean Race. Volvo Ocean Race retains the right to edit the Image Material.
    • Volvo Ocean Race will use the Image Material for communication and marketing purposes, for instance in recruitment publications, on Volvo Ocean Race’s website, or in annual reports.
    • Volvo Ocean Race has permission to use the Image Material in both printed and digital formats, including publication on Volvo Ocean Race’s website or in other digital channels.
    • Volvo Ocean Race retains the right to publish your name, and any quote approved by you, in connection with the Image Material.
    • Volvo Ocean Race has the right to use the Image Material without any limitation in time.

 

 

 

 

Employee Privacy Notice

Personal Data notice

This notice provides information on Volvo Ocean Race´s processing of your personal data.
The company you are employed by (“VOR”) is the controller of the personal data that VOR obtains from you and the other sources described below. Controller means that it is VOR that
decides on the purpose and means for the processing of your personal data. VOR is responsible for the processing of your personal data under applicable data protection laws and regulations. VOR’s processing of your personal data is necessary with regard to your
employment at VOR. If you have questions regarding the processing of your personal data, please contact VOR’s data protection officer at legal@volvooceanrace.com.


What categories of personal data is VOR likely to process?

VOR may process the following categories of personal data. Please note that it is not necessarily so that VOR will process all the personal data listed below. Please note that the examples listed under each category are not exhaustive.

Individual data, such as name, date of birth, social security number (or equivalent),
gender, nationality, preferred language, marital status, photo

Organizational data, such as employee number, job description, position, place of work,
business unit, department, manager, direct reports

Contact data, such as work address, home address, email, telephone number 

Compensation and benefits data, such as salary, salary reviews, tax deductions, pension
information, bank account details

Employment administration data, such as employment contract and other agreements
between you and VOR, applications or other forms regarding e.g. parental leave,
information about hiring date and termination date

Time data, such as working hours, worked time, vacation, leaves of absence (parental
leave, sick leave etc.)

Union membership data, if applicable and relevant

Security data, such as access cards, access rights and use of access cards and access
rights

Health and safety data, such as information about sick-leave, rehabilitation plans, work
related incidents, health examinations

Manufacturing/repair/service data, such as tracking and logging of activities undertaken
by you in connection with manufacturing, maintenance, repair or service on vehicles

Performance and evaluation data, such as evaluations, assessments and disciplinary
records, if any

Competence data, such as learning records and training activities

Travel administration data, such as information on business trips, booking details,
passport number, company credit card number, travel invoices and allowances

Help desk and support data, such as questions from you/your manager/HR relating to
your employment or IT-equipment or support provided to you in relation to the same

IT-related data, such as user-ID, passwords, log-in details as well as data and logs about
your use of VOR’s IT equipment, application or services, as per VOR’s IT policies, as
applicable from time to time

It is specifically noted that union membership and some aspects of health and safety data
are regarded as Sensitive Data under the applicable data protection laws and shall be
handled with extra care. It is specifically noted that Sensitive Data must only be processed in
case of legal obligation, authorized by collective bargaining agreement and/or explicit
consent.

VOR may also process limited amount of personal data (name and contact details) of
persons indicated by you as persons to be contacted by VOR in case of emergency. In some
countries, next of kin data may also be processed for certain purposes relating to benefits
and/or labour law requirements.

Legal basis and purposes of the processing

VOR will process your personal data based on either of the following legal grounds, see also further details below.

Legal obligation. Example, VOR may be obliged by law to report your income to tax
authority.

Contractual obligation. Example, VOR must process your personal data to be able to pay
your contractually agreed salary.

Legitimate interest. VOR’s legitimate interest is normally to manage its daily operations,
secure its facilities and equipment and keep internal control. In order to base its
processing of personal data on the legitimate interest-basis, VOR makes an assessment
on case-by-case basis. Example, VOR needs to process certain personal data to enable
administration of your business related travels where VOR’s legitimate interest is to
manage its daily operations; or VOR needs to process certain personal data to review
the status of its IT-equipment where VOR’s legitimate interest is to secure its equipment.

In exceptional cases and only when no other legal ground can be applied, VOR may ask for
your explicit consent to process your personal data.

VOR will process your personal data, as exemplified above, for the general purposes stated
below. Please note that the examples listed under each purpose are not exhaustive.

Administration (normally based on contractual obligation and/or legitimate interest)

Enabling registration of you in VOR’s systems and general administration of your
employment with VOR

Enabling proper license usage

Enabling keeping an up-to-date organization chart and record of employees, including
production of internal reports and statistics

Enabling payment of salary, pension and other benefits to you, as well as reviews of
salary, including production of internal reports and statistics

Enabling follow-up on projects

Reporting (normally based on legal obligation and/or legitimate interest)

Enabling reporting to authorities, as required by law, such as tax agency

Enabling keeping track of your working time/leaves of absences/vacations, for
remuneration as well as invoicing purposes

Labour law requirement (normally based on legal obligation)

Enabling fulfillment of VOR’s obligations as per collective bargaining agreements with unions or by labour law

Work environment and product safety (normally based on legal obligation and/or legitimate
interest)

Enabling fulfillment of VOR’s obligations to provide a safe work environment (including
control and prevention of unauthorized access to VOR’s premises or equipment) andother work environment obligations as set out by work environment or labour laws

Enabling fulfillment of VOR’s obligations related to product safety and quality

Employee development (normally based on legal and/or contractual obligation and/or
legitimate interest)

Enabling activities regarding competence development/improvement as well as
performance evaluations and assessments

Enabling and suggesting learning and training activities

Employee work related activities (normally based on legal and/or contractual obligation
and/or legitimate interest)

Enabling the performance of your work tasks, such as writing emails, establishing
documents, reports, presentations, drawings, etc

Enabling business travels

Enabling answering questions from you/your manager/HR regarding your employment or
IT-equipment/services or provision of support necessary for the performance of your
work tasks

Enabling follow-up of VOR’s policies, including VOR Group Code of Conduct and VOR’s
IT policies, as applicable from time to time, to ensure that such policies are adhered to
and to investigate suspected prohibited activities

Research and development and solving quality issues (normally based on legitimate interest)

Enabling research and development activities related to VOR products (e.g. trucks),
involving the use of vehicle data generated when you have used a VOR-owned product
(see above)

Enabling solving quality issues related to VOR products (e.g. trucks), involving the use of
vehicle data when you have used a VOR-owned product (see above)

From where will VOR obtain your personal data?

VOR will primary obtain your personal data from yourself, your manager or HR or other third
party to whom you have directed us to obtain your personal data. Some personal data might
also be automatically generated from VOR’s IT-system, or equivalent, for example when
creating your user-id to VOR systems.

How will VOR share your personal data?

VOR will normally not share your personal data with anyone outside of the Volvo Group,
unless required by law, regulation or collective bargaining agreement. However, VOR may, if
necessary to fulfill the purpose for processing the personal data, share your personal data
with other Volvo Group company, including company outside of EU/EEA. VOR may also, if
necessary to fulfill the purpose for processing the personal data, share your personal data
with third party suppliers, including supplier outside of EU/EEA. VOR will in all cases use all
reasonable endeavors to satisfy itself that there are appropriate safeguards in place which
provide adequate levels of protection of your personal data as required by applicable data
protection laws. For example, this may include the use of intercompany or external data
processing agreements based on EU approved Standard Contractual Clauses or EU-US
Privacy Shield or such other mechanisms as have been recognized or approved by the
relevant authorities from time to time. If you have questions about the transfer, please
contact VOR’s data protection officer.

For how long will VOR keep your personal data?

VOR will normally keep your personal data during the employment. After your employment
has ended, VOR will only keep the personal data deemed necessary for the fulfillment of the
purposes for which it was collected and only up and until such purpose has been fulfilled or,
if later, for such time as may be required to comply with local legal, tax or benefits obligation or to satisfy any legal requirements in the event of an actual, threatened or anticipated dispute or claim.

Your data protection rights

You have the right to request access to your personal data. You also have the right to
request VOR to rectify or erase your personal data or restrict the processing of the same.
You may also object to VOR’s processing of your personal data or request data portability.
However, please note that VOR may not always be obliged to comply with a request of
deletion, restriction, objection or data portability. Assessment will be made on a case by case
basis of VOR’s legal obligations and the exception to such rights.

 

 

 

Consultant Privacy Notice

Personal Data notice

This notice provides information about the processing of your personal data by the Volvo Ocean Race. If you are or has been employed by a Volvo Ocean Race company or has been engaged as a consultant, we may process personal data about you. In this case please read our Employee Privacy Notice. If you have questions regarding the processing of your personal data, please contact VOLVO’s data protection officer at legal@volvooceanrace.com