Sentaca & IBM Talent Aquisition Privacy Notice
Sentaca & IBM take your personal information protection seriously and respect local data protection laws.
As of February 1, 2022, Sentaca has been acquired by IBM (https://www.ibm.com/) and will be integrated into the IBM organization. Sentaca, an IBM Company (“Sentaca”) is committed to protecting the privacy of candidates. During this integration phase, if you have any questions about Sentaca’s handling of your personal information you can contact IBM Chief Privacy Office Helpdesk. ChiefPrivacyOffice@ca.ibm.com
We request that you read and acknowledge this Privacy Notice.
1. What personal information will Sentaca & IBM process about you?
Personal information you provide, which may include:
your first name and last name, address, email address, phone number(s), education history, work experience, CV, resume, information about your primary country of residence and citizenship, additional countries of interest, country you are applying to and the eligibility to work there, areas and communities of interest;
whether you have ever worked for IBM or an IBM Business Partner, whether you have any government experience and if you signed any or accepted any agreement or are otherwise subject to any restriction with your current or
depending on the country, criminal records information, observing the applicable laws and where an offer of employment has been made to you;
depending on the country you are applying your disability, ethnicity, gender, race and religion.
whether you require any accommodations/adjustments
You will receive more information about the nature of the pre-employment verification checks before they begin.
Personal information processed during the recruitment process, although it will vary by the country and nature of the role for which you will be considered, which may include:
Any cover letter or personal statement you provide;
Any references you provide, or Sentaca or IBM takes up to validate the information you’ve provided;
Any interviewer or recruiter notes from their interactions with you or with the Sentaca or IBM employee that recommended you;
If during the recruitment process you complete a video enabled assessment, we may store the video recordings of the assessment;
If during the recruitment process you complete a coding assessment, we will record and store any code created in response to the given exercises. Additionally, we may store one or more webcam photos of you completing the exercises and;
Any other information you give us.
Personal information processed if you receive and accept a Sentaca or IBM offer of employment, such as your email address, first name, middle name, last name and IBM employee serial number may be used from the date of offer acceptance.
2. For what purposes will Sentaca & IBM process your personal information?
In response to your application or your interest about job positions, your information will be used by Sentaca & IBM as necessary to:
Verify your information and conduct relevant and appropriate legally permitted pre-employment and eligibility verification checks, as well as to assess your skills, qualifications and experience;
Comply with local, national or international laws, obligations and legal requirements;
Communicate with you about Sentaca & IBM events, new jobs and careers opportunities and the recruitment process including any interviews;
Complete the selection process;
Conduct surveys and research activities with the objective of improving Sentaca & IBM’s recruiting process;
Perform analysis of our applicant pool in order to better understand who is applying to positions at Sentaca & IBM and how to attract top talent;
Where legally permissible, we may ask you to voluntarily disclose your disability, ethnicity, gender and nationality, to help Sentaca & IBM with its Diversity and Inclusion programs (such as to assess the Sentaca and/or IBM workforce, promote benefits and inclusive policies for the related population);
Enable you to access the Sentaca or IBM On Boarding site and the IBM Your Learning application which may help you to become familiar with the company, understand where and how you fit into the organizational structure and assist with your integration into the culture of the workplace.
By submitting your application, you authorize Sentaca & IBM to store your personal information in their recruitment tools for the secure storage of your data whilst your application is assessed and otherwise as set out above.
3. For how long will we retain your personal information?
If you are given and accept an offer of employment by Sentaca or IBM, the personal information collected during your preemployment period may become part of your employment record on Sentaca & IBM’s personnel records Employment Data
System, to be retained throughout and for a period of time after your employment with IBM (specific periods vary by country).
If Sentaca or IBM does not employ you, Sentaca or IBM will retain your personal information according to the document retention policy after which your personal information will be erased from the Recruitment systems.
4. With whom and why we share your personal information?
Your information may be accessed by and shared with Sentaca or IBM recruiters, IBM Recruitment Process Outsourcing, IBM Talent Acquisition focals, hiring managers of IBM in the relevant IBM subsidiaries, who are involved in the recruitment process
on a need-to-know basis, as relevant and necessary for your application for the role you are being considered for. This includes IBM subsidiaries publishing job advertisements on a non-IBM website or on the subsidiary’s website. Where an advertisement
is posted on a non-IBM or non-Sentaca website, please refer to the Privacy Notice published on such website for further details regarding the processing of your personal information.
In some cases, Sentaca or IBM may share your personal information with third parties if legally required or allowed, to achieve the purposes informed above. Depending on the geography, these third parties are suppliers of Human Resource Information Systems, used by Sentaca or IBM, as well as suppliers related to occupational health and safety management services systems.
Your information may be accessed by government officials where legal reporting requirements may exist, or law enforcement agencies or private litigants in response to valid law enforcement process (warrant, subpoena, or court order).
If your prospective management line is out of the country, we may transfer your personal information from the country to which you applied to other people within the same function in one or more IBM subsidiaries in other countries as applicable for the purpose of processing your application, ensuring that your data is processed according to local laws and IBM requirements.
IBM has implemented various safeguards to keep your personal information protected, wherever it may be, including:
Contractual Clauses, such as those approved by the EU Commission and accepted in several other countries. You can request a copy of the EU Standard Contractual Clauses (EU SCCs) here https://www.ibm.com/privacy/portal/contact/us-en.
Binding Corporate Rules for Controllers (IBM BCR-C). We have BCR-C approved by the European Data Protection Authorities and the UK Information Commissioner’s Office. For more information, see IBM Controller Binding Corporate Rules (Employee Information).
More information can be found at https://www.ibm.com/privacy/us/en/.
5. Your rights
Information regarding your rights can be found in the section “Your Rights” at https://www.ibm.com/privacy.
If you applied directly to IBM, you may also access and correct personal information you have submitted regarding your application online by logging into the IBM Careers portal.
Please be aware that depending on the circumstances, if you request us to delete or otherwise stop processing your personal information, we may not be able to proceed with your application, as it may depend on the analysis of such personal information.
For more information on how IBM handles your privacy, such as the Controller of your personal information, including the legal basis applicable to the recruitment process, how to send questions and complaints and how to contact us can be found
at https://www.ibm.com/privacy and https://www.ibm.com/privacy/details/us/en/.
If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, please contact our U.S. based third party dispute resolution provider (free of charge) at https://feedback-form.truste.com/watchdog/request.
7. Declaration and confirmation:
You declare and confirm that the information you have provided as part of your application is true and complete.
You must promptly update any information you have provided as and when there are changes.
You understand that any misrepresentation or deliberate omission of fact may lead to IBM’s termination of your employment or consideration for employment.
We may change this policy from time to time. We will post any changes to this policy on this page.
Last updated: 31 August 2022
CANADIAN RESIDENTS: Sentaca & IBM are committed to compliance with the Accessibility for Ontarians with Disabilities Act (AODA), Accessibility for Manitobans Act (AMA), and the Ontario Human Rights Code in the recruitment process.