Fair Processing Notice for Applicants
In accordance with the General Data Protection Regulation, this notice explains how and why Vitol/VTL uses personal data about prospective employees (hereinafter “you”). This notice applies to you if you are an applicant for a role or other engagement with a member of the Vitol Group located in the European Union. When we refer to “VTL”, “Vitol”, “we”, “our” and “us”, we are referring to the company in the Vitol Group that you are speaking to in relation to a potential role with Vitol. A list of the Vitol controllers likely to be relevant to you is set out in Appendix 1. Please read this notice and any other privacy notices that we provide to you carefully, so that you are aware of how and why we are using your personal data and what your rights are under data protection legislation.
What types of personal data do we collect and where do we get it from
We collect many different types of personal data about you for lots of reasons to enable us to carry out an effective and efficient recruitment process. This includes your CV, personal contact details, information regarding your education and employment history and references from former employers. We typically collect personal data through the application and recruitment process, either directly from you or from previous employers, recruitment consultants and agencies. Additionally, we may collect such personal data from online resources and background check providers, including credit checks and the directorship register.
It is your responsibility to make sure the personal data you provide to us is complete and accurate. If any of the personal data you have given to us changes, such as your contact details, please contact your local HR team.
Full details of the types of personal data we may collect and where we get it from can be found here:
What do we do with your personal data, and why
We are required by law to have a permitted reason or justification (called a “lawful basis”) for processing your personal data. There are six such permitted lawful basis for processing personal data, including to comply with legal obligations that we are subject to and or if it is necessary for our legitimate interests or the interests of a third party.
We may also convert your personal data into statistical or aggregated form, or de-identify it, to better protect your privacy.
Full details about what we process your data for, and the lawful bases on which we rely for such processing, can be found here:
Special category personal data (including criminal data)
We are required to treat certain categories of personal data with even more care than usual. These are called sensitive or special categories of personal data and include information relating to your health.
Who do we share your personal data with, and why
Inside the Vitol group
We may need to share your personal data with other companies in the Vitol group for recruitment purposes. For example, your CV may be shared with HR staff and management when relevant.
Outside the Vitol group
We may share personal data with third parties who perform certain business functions for us, such as conduct reference and background checks, or personality and psychometric tests as part of the recruitment process. These third parties will process your personal data on our behalf (as our processor). Any third party with whom we share your personal data will have appropriate security standards in place to make sure your personal data is protected and we will enter into a written contract imposing appropriate security standards on them.
We may also share your personal data with other third parties, as directed by you.
International Transfers of personal data
As a global organisation, your personal information may be transferred to Vitol Group entities and trusted third parties in countries outside the European Economic Area. We will only make that transfer if:
- the country to which the personal data is to be transferred ensures an adequate level of protection for personal data;
- we have put in place appropriate safeguards to protect your personal data, such as an appropriate contract with the recipient;
- the transfer is necessary for one of the reasons specified in data protection legislation, such as the performance of a contract between us and you; or
- you explicitly consent to the transfer
Data retention and security measures
We will take specific steps (as required by applicable data protection laws) to protect your personal data from unlawful or unauthorised processing and accidental loss, destruction or damage.
We will only keep your personal data for a limited period of time. If your application is unsuccessful, we will keep your CV and personal data for a period of two years, following which time it will be deleted.
If you would like us to delete your personal information after one year, please let us know.
If your application is successful, your personal data will be kept and transferred to the systems we administer for employees. We have a separate fair processing notice for employees, which will be provided to you.
Your rights in relation to your personal data and how you can exercise them
You have certain legal rights in relation to any personal data about you which we hold. These are detailed below.
Where our processing of your personal data is based on your consent, you have the right to withdraw your consent at any time. If you do decide to withdraw your consent we will stop processing your personal data for that purpose. Your withdrawal of your consent won’t impact any of our processing up to that point.
Where our processing of your personal data is necessary for our legitimate interests, you can object to this processing at any time. If you do this, we will need to show either a compelling reason why our processing should continue, which overrides your interests, rights and freedoms or that the processing is necessary for us to establish, exercise or defend a legal claim.
If you wish to exercise any of your rights please contact the HR person dealing with your recruitment.
If you are based in the EU, you also have the right to lodge a complaint with your local data protection regulator.
Where can you find out more?
If you want more information about any of the subjects covered in this privacy notice or if you would like to discuss any issues or concerns with us, please speak to the HR person who dealt with your recruitment or get in touch via the Contact page.
APPENDIX 1 – Vitol Controller entities
Vitol Services Limited
Vitol Broking Limited
Vitol BV
Vitol Holding BV
Vitol Insurance BV
VPR Energy BV
Vitol Baltics SIA
VTL Vitol Terminal Latvia SIA
Vitol Holding II SA
Vitol Services BV
Vitol Netherlands BV
Vitol Netherlands Coöperatief U.A.
Vitol SA – Rotterdam Branch