Recruiting Privacy Statement
Scope and Purpose
Workday, Inc. and its affiliates (Workday) is committed to safeguarding the privacy of the personal information, meaning any information relating to an identified or identifiable natural person, that we gather about prospective employees, interns (“Workday Recruits”).
This Recruiting Privacy Statement describes Workday’s collection, use, disclosure, transfer, and storage (“Processing”) of Workday Recruit’s personal data as part of the recruitment process. How we Process your personal data may vary by jurisdiction based on applicable law.
Personal Data We Collect
We may collect and process contact information, such as name, email address, physical addresses, and telephone number in order to communicate with you directly related to the application you have submitted such as to aid in setting up phone or onsite interviews.
When you complete a job application we will ask for information such as , resume (CV), background check related information and may review public records information in order to evaluate your qualifications for the job in which you applied.
As part of the application process we may request additional information described at the time it is collected or as necessary to establish, administer and manage the recruitment process.
We may collect the following information when allowed by law or with your consent: Racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, biometric data, data concerning health or sex life, and criminal history.
Workday may collect this information in a variety of ways. For example, personal information might be collected via the application process on our careers website. Resumes or CVs, may be collected at interviews or other forms of assessment during the application evaluation process.
While most of this personal information is collected directly from you, Workday also may collect information from third parties, such as references supplied by former employers, or recruiting agencies that supply Workday with potential job applicants, in relation to evaluating your eligibility for employment.
When choosing to apply for a position at Workday, we will request that you create an account with a username and password. You will also have the option to Apply with LinkedIn. By using this feature you will allow LinkedIn to share your information with Workday.
How We Use and Retain Your Personal Information
Workday processes your personal information to administer recruitment activities, such as using your information to contact you about potential job opportunities and to take the steps necessary prior to entering into an employment relationship.
As part of the recruitment process, Workday may processes your personal information in the following ways:
- establishing, administering, and managing all aspects of the employment application process (travel, expenses, development, training, and human resources-related processes);
- where necessary to comply with applicable legal or regulatory requirements;
- evaluating and reporting the demographic makeup of our workforce where allowed by law (e.g., diversity reporting);
- communicating with you; and
- other purposes described to you at the time we collect your personal information.
The personal information collected will be stored in accordance with applicable laws and kept as long as needed to carry out the purposes described in this Privacy Statement or as otherwise required. Generally this means your personal information will be retained until the end of your employment application review period plus a reasonable period of time thereafter to respond to application-related inquiries, to deal with any legal matters (e.g. judicial actions) or, as applicable.
If your application for a position at Workday is successful, the personal data collected during the recruitment process will be added to your human resources file and retained for the duration of your employment.
As part of the recruitment process, Workday may disclose personal information to the following recipients:
- Your personal information may be shared internally within the Workday group with Workday personnel, contractors, and vendors who require such information to assist Workday with establishing, administering, and managing the recruiting process such as members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles;
- third-party service providers which process personal information as data processors on behalf of Workday to provide certain services;
- third parties with whom you instruct Workday to share your personal information;
- law enforcement, other government entities, or authorized third parties where Workday has a good faith belief such disclosure is required to comply with applicable law or to respond to a valid legal process;
- other third parties to act on a good faith belief that disclosure is necessary to protect your, or other third parties’ safety;
- other corporate entities if Workday goes through a business transition, such as a merger, acquisition by another company, or sale of all or a portion of its assets; and
Third parties processing personal information on Workday’s behalf must abide by our data privacy and security requirements and may only Process personal information as instructed by Workday.
When you visit Workday’s recruiting web pages or the recruiting portions of our site Workday may observe your activities, interactions, preferences, transactional information, and other computer and connection information (such as IP address) relating to your use of our websites and our services.
Personal information collected about you may be stored and processed in your region, the United States, or in any other country where Workday or its subsidiaries and affiliates, or subcontractors maintain operations. Third parties processing personal information on Workday’s behalf are required to comply with applicable laws, including without limitation onward transfer requirements.
Workday complies with the U.S. Department of Commerce-maintained EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework regarding the collection, use, and retention of personal information transferred from the European Union and Switzerland to the United States, respectively. Workday has certified to the Department of Commerce that it adheres to the Privacy Shield Principles. If there is any conflict between the terms in this Privacy Statement and the Privacy Shield Principles, the Privacy Shield Principles shall govern.
To learn more about the Privacy Shield program, and to view our certification, please visit https://www.privacyshield.gov/.
Please click here to view our EU-U.S. & Swiss-U.S. Privacy Shield Notice.
Workday’s privacy practices described in this Statement comply with the APEC Cross Border Privacy Rules System.
European Privacy Rights:
If you are a recruit in the European Economic Area, our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.
However, we will normally collect personal information from you only where we have your consent to do so, where we need the personal information to enter into a contract with you (i.e. enter into an employment or work relationship with us), or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.
Under the General Data Protection Regulation (GDPR) you have a number of rights with regard to your personal data. You have the right to request from us access to and rectification or erasure of your personal data, the right to restrict processing, object to processing as well as in certain circumstances the right to data portability.
If you have provided consent for the processing of your personal data you have the right to withdraw that consent at any time which will not affect the lawfulness of the processing before your consent was withdrawn.
If you are a European Workday Recruit, you also have the right to lodge a complaint to the competent data protection supervisory authority if you believe that we have not complied with the requirements of the GDPR with regard to your personal data.
If you apply to a position in the U.S., Workday, Inc. will be the controller of your personal data. If you reside in Switzerland, the European Union or European Economic Area or apply to a position in Switzerland, one of the member states of the European Union or European Economic Area, the appropriate Workday affiliate identified below will be the controller of your personal data.
|Name of Entity||Country|
|Workday Austria GmbH||Austria|
|Workday Belgium SPRL||Belgium|
|Workday Denmark ApS||Denmark|
|Workday Finland Oy||Finland|
|Workday Italy S.r.l.||Italy|
|Workday (NZ) Unlimited||New Zealand|
|Workday Norway AS||Norway|
|Workday Polska sp z o.o.||Poland|
|Workday Espana SL||Spain|
|Workday Sweden Aktiebolag||Sweden|
|Workday Switzerland GmbH||Switzerland|
|Workday (UK) Limited||United Kingdom|
Workday employs industry standard security measures to ensure the security of information. However, the security of information transmitted through the Internet can never be guaranteed. Workday is not responsible for any interception or interruption of any communications through the Internet or for changes to or losses of information. Users of our sites are responsible for maintaining the security of any password, user ID, or other form of authentication involved in obtaining access to password protected or secure areas of any Workday websites. In order to protect you and your information, Workday may suspend your use of a website, without notice, pending an investigation, if any breach of security is suspected. Access to and use of password protected and/or secure area of any Workday’s recruiting web pages is restricted to authorized users only.
We take steps to help ensure that the personal information we maintain is accurate and up to date, and that you have the ability to access and make corrections. If you need to update, change or request access to your information, please contact us by using the email or mailing address provided below.
You are under no statutory or contractual obligation to provide personal information to Workday during the recruitment process and you may choose to not to provide some of the personal information for the purposes set out in this Privacy Statement. Depending on the information you may choose not to provide, we may not be able to process your application, request or onboard for employment related purposes.
To request that your personal information be deleted, please contact us by using the email or mailing address provided below.
6110 Stoneridge Mall Road
Pleasanton, CA 94588
Alternatively, regular mail may also be directed to our EEA-based subsidiary, Workday Limited, by addressing it to:
If you are a resident in the European Union, and are unsatisfied with the responses provided to you regarding the processing of your personal information you have the right to lodge a complaint with the relevant data protection supervisory authority.
Changes to this Privacy Statement
This Recruiting Privacy Statement may be amended or revised from time to time at Workday’s discretion. The most recent document is available via the Workday careers webpages. We may notify you on the careers webpages or via email in the event of a material change to this Privacy Statement in accordance with applicable law. All amendments and revisions are effective immediately upon communication, unless your consent is necessary for the change.