Data Protection Notice
1.
Introduction
This Data Protection Notice (“Notice”)
explains how Aon Solutions Ltd
(the “Company”) makes
use of the personal information
collected about you in connection with your
application for employment.
Throughout this Notice, the Company may
be referred to as “the Company”,
"we", "us", or "our".
2.
Collecting Your
Information
2.1
The information we
collect about you may include the
following1:
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a.
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contact
details, such as
your name,
address,
telephone number
and email
address and
other contact
information for
your nominated
referees;
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b.
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basic
personal
details, such as
your date of
birth, age and
marital status;
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c.
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identity
verification
details, such as
your birth
certificate,
passport,
national
insurance
number, social
security number,
driving licence,
utility bill,
bank statement,
identity card or
other similar
identification
information;
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d.
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financial
details, such as
your salary,
bonus, pension
scheme or other
benefit details;
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e.
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employment,
education and
training
details, such as
your previous
employment
history,
employment
references and
other similar
references,
educational and
professional
qualifications,
professional
licences and
certifications,
competency
assessment and
examination
outcomes and
training and
development
details;
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g.
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equality and
diversity
monitoring
details, such as
racial and
ethnic origin,
gender, sexual
orientation,
age, marital or
civil
partnership
status, religion
or other similar
beliefs and
health details,
including
details of any
physical or
mental
incapacity.
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2.2
You are required
to provide any personal information that
we reasonably require to assess
your application for employment and meet our
legal and regulatory obligations. Where you
refuse to provide information that
we reasonably require to fulfill
these obligations we may be unable to
consider your application.
2.3
Where you provide
personal information to the
Company about third party individuals
(e.g. information about your referees), where
appropriate, you should provide these
individuals with a copy of
this Notice beforehand or ensure they are
otherwise made aware of how
their information will be
used by the Company.
2.4
In addition to
sourcing personal information from you directly,
we may also collect personal
information about you from other third parties,
such as your nominated referees, previous
employers, educational and professional
establishments.
1
The
descriptions of the information comprised in
each category are examples and are not
exhaustive
1.
Processing Your
Information
We will use the
information we collect about you in your
application to:
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a.
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process
applications for
employment and
inform
recruitment
decisions taken
about
appointments and
new hires;
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b.
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register
physical or
mental
incapacity;
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c.
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fulfill
our legal and
regulatory
obligations;
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d.
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monitor
compliance with
our legal and
regulatory
obligations and
internal
policies,
standards, and
procedures;
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e.
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manage
the physical and
logical security
of our office
premises, IT
systems,
confidential
information and
intellectual
property;
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f.
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facilitate the
prevention,
detection and
investigation of
crime and the
apprehension or
prosecution of
offenders;
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g.
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investigate,
exercise or
defend legal
claims or other
claims of a
similar nature;
and
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h.
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exercise or
enforce our
rights.
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2.
Legal Grounds for
Processing
The Company relies on the following
legal grounds to
collect and use your information:
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a.
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Prospective
performance of
the employment
contract
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:
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We will
collect and use
your personal
information
where necessary
to assess your
application for
employment and
to determine
whether we wish
to offer you
employment.
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b.
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Discharging
legal and
regulatory
obligations
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:
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The
collection and
use of some
aspects of your
personal
information is
necessary to
enable us to
meet our legal
and regulatory
obligations in
connection with
your prospective
employment. For
example, this
may include
obligations
concerning
social security
and tax
remittance.
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d.
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Processing to
exercise and
defend legal
claims.
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:
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The
collection and
use of some of
your personal
information, is
necessary to
enable us to
establish,
exercise or
defend legal
claims or other
claims of a
similar nature.
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e.
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Pursuing
legitimate
interests
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:
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The
collection and
use of some
aspects of your
personal
information is
necessary to
enable us to
pursue our
legitimate
commercial
interests, e.g.
to operate our
business,
particularly the
processing
activities set
out in sections
3(a), 3(d),
3(f), 3(g), 3(h)
of this Notice.
Where we rely on
this legal basis
to collect and
use your
personal
information, we
shall take
appropriate
steps to ensure
the processing
does not
infringe the
rights and
freedoms
conferred to you
under applicable
data protection
law.
1. Recipients of Your Information
We generally share personal information about our prospective employees with the following recipients:
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a.
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recruitment agencies, where necessary to administer and manage the recruitment process;
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b.
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employees, where necessary to operate our business;
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c.
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third party suppliers, where we outsource our processing operations to suppliers that process personal information on our behalf. These processing operations shall remain under our control and will be carried out in accordance with our security standards and strict instructions;
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d.
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successors of the business, where the Company is sold to, acquired by or merged with another organisation, in whole or in part. Where personal information is shared in these circumstances it will continue to be used in accordance with this Notice;
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e.
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public authorities, regulators and government bodies, where necessary for us to comply with our legal and regulatory obligations;
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f.
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legal advisers, insurers and claims investigators, where necessary to investigate, exercise or defend legal claims, insurance claims or other claims of a similar nature; and
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g.
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law enforcement bodies, where necessary to facilitate the prevention, detection and investigation of crime and the apprehension or prosecution of offenders.
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2. Overseas Transfers of Your Information
2.1 We operate on a global and worldwide basis and we therefore reserve the right to transfer personal information about you to other countries to be processed for the purposes outlined in this Notice. In particular, we may make such transfers to assess and manage your application for employment, operate our business, improve the efficiency of our business operations and comply with our legal and regulatory obligations. We shall endeavour to ensure that such transfers comply with all applicable data protection laws and regulations and provide appropriate protection for the rights and freedoms conferred to individuals under such laws.
2.2 Where we collect personal information about you in Mauritius we may transfer the information to countries outside Mauritius for the processing purposes outlined in this Notice. This may include transfers to countries that the Mauritian data protection regulator considers to provide adequate data protection safeguards and to some countries that are not subject to an adequacy decision. Where we transfer personal information to countries that are not subject to an adequacy decision we shall put in place appropriate safeguards, such as data transfer agreements approved by the Mauritian data protection regulator, as appropriate. Where required, further information concerning these safeguards can be obtained from Human Resources.
3. Retention of Your Information
3.1 The Company retains appropriate records of your personal information to operate its business and comply with its legal and regulatory obligations. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can archive those purposes through other means, and the applicable legal requirements. We have implemented appropriate measures to ensure your personal information is securely destroyed in a timely and consistent manner when no longer required.
3.2 In addition to the general retention period set out above in section 7.1, we may also retain your personal information for a reasonable period to enable us to match your details with other suitable job opportunities that may arise within the Company from time to time. If you do not wish your information to be retained for this purpose you should specify this when submitting your application or CV or inform Human Resources later.
4. Accuracy of Your Information
We rely on the availability of accurate personal information to assess your application for employment and to match you with future job opportunities that may arise. You should therefore ensure the information you submit to support your application is accurate and, where appropriate, kept up to date. You should promptly notify us of any changes to your personal information.
5. Information Security
We have implemented appropriate security measures to protect the confidentiality, integrity and availability of the personal information we collect about you and ensure that such information is processed in accordance with applicable data protection law.
6. Your Information Rights
6.1 You have the following rights under applicable data protection law in respect of any personal information we collect and use about you:
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a.
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The right to access and inspect your personal information or be provided with a permanent copy of the information being held about you.
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b.
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The right to request the correction of your personal information or in cases where the accuracy of information is disputed, to supplement the information to give notice that you dispute its accuracy.
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c.
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The right to request the erasure of your personal information, particularly where the continued use of the information is no longer necessary.
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d.
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The right to object to the use of your personal information, particularly where you feel there are no longer sufficient legitimate grounds for us to continue processing the information.
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e.
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The right to request the restriction of your personal information from further processing, e.g. where the accuracy of the information is disputed and you request that the information not be used until its accuracy is confirmed.
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f.
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The right to request that some aspects of your personal information be provided to you or a third party of your choice in electronic form to enable its reuse.
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g.
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The right to complain to the relevant data protection regulator about our processing of your personal information.
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6.2 It is important to note, however, that some of the rights described above in section 10.1 can only be exercised in certain circumstances. If we are unable to fulfill a request from you to exercise one of your rights under applicable data protection law, we will write to you to explain the reason for refusal. Where required, further information concerning these rights and their application can be obtained from our Data Protection Officer.
7. Complaints
If you wish to make a complaint about the way we use your personal information you should raise this with us by contacting our Data Protection Officer in the first instance. However, if you are not satisfied with the way we have handled your complaint you have the right to raise the matter with the relevant data protection regulator.
8.
Changes to
this Notice
This
Notice is not
contractual
and we
reserve the
right to
reasonably amend
it from
time
to
time
to
ensure it
continues
to
accurately
reflect the
way
that we collect
and use
your
personal
information. Any
updates or
changes
to this
Notice will be
published on
this
recruitment
portal here. You
should
periodically
review
this
Notice to
ensure you
understand how
we
collect
and use your
personal
information.
9.
Contact
Information
If you
have any
questions about
the content of
this
Notice or the
rights
conferred
to you
under
applicable data
protection law,
you should
contact our Data
Protection
Officer at the
following
address:
Aon
Solutions Ltd
1st
Floor The Pod
Vivéa
Business Park
Moka
81406
Mauritius
email:
privacy@aonhewitt.mu
10.
Employee
Data Protection
Notice
Where
you are offered
employment with
the Company
a
separate
employee data
protection
notice will be
issued to
you to
explain how we
make use
of the personal
information
collected about
you in
connection with
your employment.
This data
protection
notice was last
updated on March
30, 2022.
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If you are interested in pursuing a career at
Aon, please send your application and your CV to
careers@aonhewitt.mu
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