Recruitment Privacy Notice

1. Purpose

Arnot OpCo (Pty) Ltd ("Arnot", "the Company", "we", "our", or "us") is committed to protecting the privacy and security of personal information entrusted to us during the recruitment and selection process.

This Recruitment Privacy Notice explains how personal information relating to job applicants is collected, used, stored, disclosed, retained, and protected throughout the recruitment lifecycle.

The purpose of this notice is to ensure transparency regarding the processing of applicant information and to demonstrate compliance with the Protection of Personal Information Act, 2013 (POPIA), and other applicable legislation.

2. Scope

This Recruitment Privacy Notice applies to:

Individuals applying for employment opportunities at Arnot OpCo (Pty) Ltd.

Candidates submitting applications through the Careers Portal.

Individuals responding to recruitment advertisements.

Candidates referred by recruitment agencies.

Prospective employees participating in interviews, assessments, screening, or selection activities.

This notice applies regardless of whether an application is submitted electronically, physically, or through a third-party recruitment service provider.

3. Definitions

For the purposes of this notice:

Applicant: means any individual who applies for employment, internship, apprenticeship, bursary, graduate programme, or contractor opportunity with Arnot OpCo (Pty) Ltd.

Personal Information: means information relating to an identifiable natural person, including names, contact details, qualifications, employment history, identification numbers, and other information protected under POPIA.

Special Personal Information: means information relating to health, biometrics, criminal behaviour, or other categories protected under POPIA.

Processing: means any activity involving personal information, including collection, recording, storage, retrieval, use, sharing, retention, or deletion.

4. Information We Collect

As part of the recruitment process, Arnot may collect various categories of personal information necessary to assess a candidate's suitability for employment.

Information collected may include:

4.1. Personal Details

Full names and surname

Identity number or passport number

Date of birth

Nationality

Gender

Residential address

Contact information

4.2. Employment Information

Curriculum Vitae (CV)

Employment history

Current and previous employers

Job titles and responsibilities

Professional memberships

References and referee details

4.3. Educational Information

Qualifications

Certifications

Academic transcripts

Professional registrations

Skills and competencies

4.4. Recruitment Information

Interview notes

Assessment results

Candidate evaluations

Application forms

Recruitment correspondence

4.5. Supporting Documentation

Identity documents

Work permits

Driver's licences

Professional certificates

Medical fitness certificates where required

5. Employment Screening and Verification

As part of the recruitment process, Arnot may conduct verification and screening activities where legally permissible and relevant to the position being applied for.

These activities may include:

Qualification verification

Employment history verification

Reference checks

Identity verification

Criminal record screening

Credit checks where relevant to the role

Professional registration verification

Security clearance assessments where applicable

Medical fitness assessments where required by mining legislation

Such screening activities will only be conducted where necessary and in accordance with applicable legal requirements.

6. Purpose of Processing Applicant Information

Applicant information is processed for legitimate recruitment and employment-related purposes.

These purposes include:

Evaluating applications for employment opportunities.

Assessing candidate suitability.

Conducting interviews and assessments.

Verifying qualifications and experience.

Performing background and reference checks.

Communicating with candidates.

Managing recruitment records.

Complying with legal and regulatory obligations.

Supporting workforce planning and talent acquisition activities.

Personal information will not be processed for purposes unrelated to recruitment without an appropriate legal basis.

7. Legal Basis for Processing

Arnot processes applicant information based on one or more of the following lawful grounds:

Applicant consent.

Steps necessary prior to entering into an employment contract.

Compliance with legal obligations.

Legitimate business interests relating to recruitment and workforce planning.

Employment and labour law requirements.

Occupational health and safety requirements.

8. Disclosure of Personal Information

Applicant information may be shared on a need-to-know basis with authorised parties involved in the recruitment process.

Such parties may include:

Human Resources personnel.

Hiring managers.

Recruitment panel members.

Background screening providers.

Recruitment agencies.

Legal advisors.

Occupational health practitioners.

Regulatory authorities where legally required.

Personal information will not be sold, rented, or disclosed to unauthorised third parties.

9. Cross-Border Transfers

Where recruitment activities involve systems, service providers, or technology platforms located outside South Africa, personal information may be transferred internationally.

In such circumstances, Arnot will implement appropriate safeguards to ensure compliance with POPIA and applicable data protection requirements.

10. Information Security

Arnot implements reasonable technical and organisational measures to protect applicant information from unauthorised access, disclosure, alteration, loss, or destruction.

Security measures may include:

Access controls.

Role-based permissions.

Secure recruitment systems.

Authentication mechanisms.

Encryption technologies.

Security monitoring and logging.

Secure storage environments.

Only authorised personnel involved in recruitment activities will have access to applicant information.

11. Retention of Applicant Information

Applicant information will be retained only for as long as necessary to fulfil recruitment purposes and satisfy legal or operational requirements.

Retention periods may vary depending on:

Recruitment outcomes.

Legal obligations.

Recordkeeping requirements.

Potential future employment opportunities.

Where permitted by law, unsuccessful candidate information may be retained for a limited period to facilitate consideration for future vacancies.

Upon expiry of retention periods, information will be securely deleted, destroyed, anonymised, or archived.

12. Candidate Rights

In accordance with POPIA, applicants may have the right to:

Request access to their personal information.

Request correction of inaccurate information.

Request deletion of information where legally permissible.

Object to certain processing activities.

Withdraw consent where processing is based on consent.

Submit complaints relating to privacy concerns.

Requests may be directed to the Information Officer.

13. Consequences of Not Providing Information

Where applicants choose not to provide information necessary for recruitment purposes, Arnot may be unable to:

Assess suitability for employment.

Verify qualifications and experience.

Conduct screening activities.

Process applications effectively.

This may affect the applicant's ability to be considered for employment opportunities.

14. Information Officer Contact Details

Questions, concerns, or requests relating to this Recruitment Privacy Notice may be directed to:

Name of the Information Officer; Lizzy Moletsane

Position/Designation: Communication Specialist

Email Address: lizzy@arnotopco.com

Telephone Number: 0832563918

Company address: Farm Rietkuil 491 JS, Private Bag X3, Rietkuil, Mpumalanga, 1097

15. Changes to this Notice

Arnot OpCo (Pty) Ltd reserves the right to amend, revise, update, or replace this Recruitment Privacy Notice from time to time to ensure ongoing compliance with applicable legislation, regulatory requirements, industry best practices, organisational policies, recruitment processes, and technological developments. Such changes may be necessary to reflect amendments to the Protection of Personal Information Act (POPIA), labour legislation, recruitment methodologies, security requirements, or changes in the manner in which applicant information is collected, processed, stored, or protected.

16. Acknowledgement

By submitting an employment application, uploading supporting documentation, creating a candidate profile, participating in interviews or assessments, or otherwise engaging in any recruitment-related activity with Arnot OpCo (Pty) Ltd, applicants acknowledge that they have read, understood, and accepted the provisions contained within this Recruitment Privacy Notice.

Applicants further acknowledge that the personal information provided during the recruitment and selection process may be collected, processed, verified, stored, retained, and disclosed where necessary for legitimate recruitment, employment, legal, regulatory, and operational purposes, in accordance with applicable legislation. Where consent is required by law, applicants consent to the processing of their personal information for recruitment-related purposes, including background verification, qualification verification, reference checks, employment screening, and other activities reasonably necessary to assess suitability for employment opportunities.

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