Application Privacy Policy
Last Updated: March 2020
Winrock International and its affiliates (“Winrock”) value your trust and are committed to the responsible management, use, and protection of personal information. This Applicant Privacy Policy (“Policy”) describes our practices in connection with all the information that we collect through the Careers section of our website (“Careers Site”) and offline in connection with your application for a job or internship with Winrock or one of our affiliates. Personal information submitted elsewhere on Winrock’s and its affiliates’ websites will be used in accordance with our general online Privacy Policy.
Personal Information We Collect
Information You Provide
We collect information from you in connection with your application:
Information we collect includes:
- Name, address, telephone number, email address, and other contact information;
- Username and password;
- Work authorization status;
- CV, résumé, cover letter, previous work experience, and education information;
- Skills;
- Professional and other work-related licenses, permits and certifications held;
- Information relating to references;
- Background check information; and
- Any additional information you elect to provide to us (e.g., employment preferences, willingness to relocate, current salary, desired salary, awards, or professional memberships).
As discussed in the “Diversity” section below, in certain cases we will ask questions about race/ethnic origin, gender, and disability of our applicants, for monitoring equal opportunity. We can also inquire about criminal records. We will do so only where permitted by applicable law. Otherwise, we ask that you avoid submitting information that may qualify as sensitive information under applicable law, except where such information is legally required. Sensitive information includes race, religion, ethnicity, nationality or national origin, age, gender identity, sex life or practices or sexual orientation, marital status, medical or health information (including disability status), genetic or biometric information, biometric templates, political or philosophical beliefs, political party or trade union membership, veteran status, background check information, judicial data such as criminal records or information on other judicial or administrative proceedings.
Any information you submit through the Careers Site must be true, complete, and not misleading. Providing inaccurate, incomplete, or misleading information may lead to a rejection of your application during the application process or disciplinary action, including immediate termination of employment. In addition, it is your responsibility to ensure that the information you submit does not violate any third party’s rights.
If you provide us with personal information of a reference or any other individual as part of your application, it is your responsibility to obtain consent from that individual prior to providing the information to us.
Information from Other Sources
For the purpose of background check reports in connection with your application, and as permitted by applicable law, Winrock obtains information about you from other sources:
Other sources include:
- Your references;
- Prior employers;
- Educational institutions you attended;
- Background checks
Use of Information
We collect and process information about you for one or more of these reasons:
- Because you voluntarily provide this information and consent for us to process it;
- Because this information is necessary to take steps at your request prior to entering into an employment or internship;
- Because this information is of particular importance to us and we have a specific legitimate interest under law to process it;
- To comply with a legal obligation; or
- Where necessary to protect the vital interests of any person.
Where the collection or processing is based on your consent, you may withdraw your consent at any time to the extent permitted by applicable law.
The information that you submit on the Careers Site will be used for Winrock’s global personnel recruitment, management and planning purposes, as permitted by applicable law:
- To process your application. We will engage in these activities to manage our prospective contractual relationship with you, based on our legitimate interests;
- To assess your capabilities and qualifications for a job. We will engage in these activities to manage our prospective contractual relationship with you, based on our legitimate interests;
- To conduct reference checks. We will engage in these activities to comply with a legal obligation or based on our legitimate interests;
- To respond to your inquiries and communicate with you about your application, and to send you information regarding the Careers Site and changes to our terms and policies. We will engage in these activities to manage our prospective contractual relationship with you;
- To comply with or monitor compliance with any applicable law or regulation. We will engage in these activities to comply with a legal obligation or based on our legitimate interests;
- To conduct background checks if we offer you a position. We will engage in these activities to comply with a legal obligation or based on our legitimate interests; and
- To preserve our other legitimate interests, for example, for Winrock’s administrative purposes, aggregate management reporting, internal training, and as generally required to conduct our business within Winrock and its affiliates.
The information about you will be added to Winrock’s international candidate database and can be retained and used to consider you for opportunities at Winrock and its affiliates other than the one(s) for which you apply. If you do not wish us to do this, please contact us at the address in the “Contact Us” section below/click here.
If we hire you, personal information we collect in connection with your application can be incorporated into our human resources system and used to manage the new-hire process; any such information can become part of your employee file and used for other employment-related purposes.
Providing personal information to us through the Careers Site is voluntary. However, if you do not provide sufficient information, Winrock may be unable to consider your employment application or, if you are hired, your subsequent promotion, transfer, or relocation.
Disclosure and Transfer of Information
Winrock shares personal information with affiliates that are involved in evaluating candidates for a given position.
We will limit access to personal information to personnel with a business need to know the information for the purposes described in this Policy, including personnel in the recruiting, human resources and information technology departments, and in the department responsible for the position for which you are applying.
Winrock also shares personal information with our third-party service providers to facilitate services they provide to us, including hosting and operating the Careers Site, recruiting assistance, and background check processing.
Disclosing your personal information can include transferring personal information to other countries, including the United States or any other country in which we or our service providers have operations. If you are located in the European Economic Area (the “EEA”) this may include countries outside of the EEA. Some of these countries are recognized by the European Commission as providing an adequate level of protection according to EEA standards (the full list of these countries is available here. As for transfers to other countries, we have put in place adequate measures, such as standard contractual clauses adopted by the European Commission, to protect your information. You may obtain a copy of these measures by contacting us using the address in the ‘Contact Us’ section below.
Other Uses and Disclosures of Information
We also use and disclose your personal information as necessary or appropriate, especially when we have a legal obligation or legitimate interest to do so:
- To comply with applicable law.
o This can include laws outside your country of residence. - To respond to requests from public and government authorities.
o These can include authorities outside your country of residence. - To cooperate with law enforcement.
o For example, when we receive law enforcement requests and orders. - For other legal reasons.
o To enforce our terms and conditions; and
o To protect our rights, privacy, safety or property, and/or that of our affiliates, you or others. - In connection with a sale or business transaction.
o We have a legitimate interest in disclosing or transferring your personal information to a third party in the event of any reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business or assets or stock (including in connection with any bankruptcy or similar proceedings)
Data Retention
We will retain personal information for the period necessary to fulfill the purposes outlined in this Policy unless a longer retention period is required or permitted by law. The criteria used to determine our retention periods are: (i) the duration of the application process; (ii) as long as we have an ongoing relationship with you; (iii) as required by a legal obligation to which we are subject; (iv) as advisable in light of our legal position (such as in regard of applicable statutes of limitations, litigation, or regulatory investigations); and in compliance with our Records Management Policy.
We may remove personal information for inactive accounts from our database, subject to any applicable legal or regulatory obligations. Furthermore, Winrock can delete personal information about you (including your CV/résumé) from our database at any time and without providing any reason. Therefore, please retain your own copy of the personal information provided to us.
Passive Information Collection: Cookies and Similar Technology
We and our service providers use “cookies” and similar technologies on the Careers Site. Please see our Cookie & Similar Technologies Policy for more information found in our general privacy policy.
Choices and Access
If you would like to request to access, correct, update, suppress, restrict or delete personal information, object to the processing of personal information, or if you would like to request to receive an electronic copy of your personal information for purposes of transmitting it to another organization (to the extent this right to data portability is provided to you by applicable law), you may contact us at: communications@winrock.org or 2101 Riverfront Drive, Little Rock, Arkansas 72202. We will respond to your request consistent with applicable law.
In your request, please make clear what personal information you would like to access or have changed, whether you would like to have personal information that you have provided to us suppressed from our database.
For your protection, we only implement requests with respect to the information associated with the particular email address that you use to send us your request, and we may need to verify your identity before implementing your request. Please note that certain personal information may be exempt from such requests pursuant to applicable data protection laws or other laws and regulations.
Security
We seek to use reasonable organizational, technical, and administrative measures to protect personal information within our organization. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure, please immediately notify us in accordance with the “Contact Us” section below.
Winrock hereby disclaims, as far as permitted by local laws, any liability for itself and its affiliates and contractors for any personal information we collect in connection with your application that is lost, misused, illegally accessed, disclosed, altered or destroyed or not timely delivered to our Careers Site.
Links to Third-Party Websites
This Policy does not address, and we are not responsible for, the privacy, information or other practices of any third parties, including any third party operating any website or service to which the Careers Site links. The inclusion of a link on the Careers Site does not imply endorsement of the linked site or service by Winrock or our affiliates.
Diversity
One of our Core Values is Equity:
- We treat our Winrock colleagues, our partners and funders, and all who benefit from our work with fairness and respect.
- We believe that being inclusive and encouraging all voices to be heard is fundamental to delivering sustainable, effective solutions, and systematic change.
- We promote diversity in our teams and our decision-making.
Valuing both collective and individual differences—and ensuring diversity in our workforce—helps foster a culture of inclusion and allows each person to thrive in a talent-diverse environment. Winrock strives to achieve an inclusive work environment where individual differences and perspectives are valued and respected.
Winrock’s diversity and inclusion goals help inform our recruitment and hiring practices and apply them to all levels of employment. A brand that is attractive to a broad diversity of talent is paramount to creating diverse teams around the globe.
Winrock believes that to engage, develop, progress, and retain diverse talent, the messages delivered to attract candidates and employees must be integrated with inclusive talent practices, processes, and systems.
Law Applicable to Job Application
The Careers Site allows you to apply for jobs world-wide, as a benefit of Winrock’s centralized global recruitment function. This Careers Site is operated from the United States. Accordingly, any personal information you submit to the Careers Site will be collected in the United States and will be subject to U.S. laws. However, if we share your personal information with an affiliate located in another country in its capacity as a potential employer, the affiliate will handle your personal information in accordance with this Policy. Any hiring or other employment-related decisions will be made by the hiring affiliate in accordance with the laws of the country where the job will be located.
About Children
The Careers Site is not intended for minors under the age of 18.
Current Personnel of Winrock
If you currently work for Winrock or one of our affiliates, you must be eligible to apply for a different position within Winrock to use the Careers Site. If you accept such a position, your benefits programs and Human Resources policies may change. Please consult with the HR manager for the new position concerning application eligibility, benefit programs, and HR policies applicable to that position.
The Careers Site is not intended for distribution to, or use by, any person or entity in any jurisdiction or country where such distribution or use would be contrary to local law or regulation.
Changes to the Policy
We reserve the right to amend this Policy at any time in order to address future developments of Winrock, the Careers Site, or changes in industry or legal trends. The “Last Updated” legend at the top of this Policy indicates when this Policy was last revised. Any changes will become effective when we post the revised Policy on the Careers Site.
Contact Us
If you have questions or requests, please feel free to contact us at: communications@winrock.org or 2101 Riverfront Drive, Little Rock Arkansas, 72202.
Because email communications are not always secure, please do not include sensitive information in your emails to us.
