Your privacy is important to Hays
Your privacy is important to us. This statement outlines Hays’ policy on how we manage the personal data we hold about our customers and others. It applies to all operations within Hays Specialist Recruitment (Malaysia) Sdn. Bhd, including visitors to our website.
It is the policy of Hays to respect the confidentiality of data and the privacy of individuals. Hays has reviewed the requirements of the Malaysian Personal Data Protection Act 2010 and has developed its privacy documents, procedures and policies based on those requirements.
We will use our best efforts to ensure that the data you submit to us remains private, and is used only for the purpose you agree to. This document reflects our commitment to you.
We are committed to being open about how we use personal data.
Where our documents ask for personal data, we will generally state the purpose for its use and to whom it may be disclosed.
Type of personal data held by Hays
Personal data that we collect and hold usually falls into the following categories:
• Personal data submitted and obtained from each person seeking employment and other sources in connection with applications for work
• Data relating to work performance
• Data about incidents in the workplace
• Data relating to staff
• Data submitted and obtained in relation to absences from work due to leave, illness or other causes;
• Data obtained to assist in managing client and business relationships
General data collected from visitors to our website
In general, we gather data about all our website users collectively, such as what areas users visit more frequently and what services users access the most. We only use such data anonymously and in the aggregate. This data helps us determine what is most beneficial for our users, and how we can continually create a better overall website experience for you.
Your personal data collected on the hays.com.my website
In some instances we may require specific data about you, such as your name, address, email address, telephone number, etc. For example, we will collect this data if you apply for a job or sign up for a service via our website. We may also ask you for other data such as the types of jobs you are interested in and your workplace concerns in order to provide you with the best possible service and internet experience.
Purposes for which we hold personal data
We primarily hold personal data for the following:
• Placement operations – to assist you in finding a suitable position
• Recruitment – career guidance and management
• Staff management – to enable consultants to better service your career requirements if you are employed by Hays on a temporary or contract basis
• Training – to identify any training requirements
• Client and business relationship management – to ensure we are familiar with and fully understand your needs
• Marketing – to inform you of events, services and possible job opportunities by mail/email/sms/phone
Sensitive data is a special category of personal data under the Malaysian Personal Data Protection Act 2010. It is data or opinion about you, including political opinions; religious beliefs; physical or mental health or disability, the commission or alleged commission of any offence or any other personal data as the Minister may determine.
As outlined in the Malaysian Personal Data Protection Act 2010, sensitive data can, only be disclosed with your explicit consent.
We may disclose your personal data for the purposes for which it is primarily held or for a related secondary purpose and in some cases we may only disclose data with your consent.
We do not disclose data about your individual visits to the Hays’ website, or personal data that you provide, such as your name, address, email address, telephone number etc, to any outside parties, except when we believe we are under a lawful duty of care to do so.
By submitting your application to us, you are agreeing to your personal details being forwarded to our offices, including those internationally and where you have applied for a specific role, to employers in that country.
Management of personal data
At Hays, we train our staff to respect the confidentiality of customer data and the privacy of individuals. Hays regard breaches of your privacy very seriously and any breach will result in disciplinary action being taken, dependent upon severity.
Hays have appointed a Privacy Officer to ensure that our management of personal data is in accordance with this statement and the Malaysian Personal Data Protection Act 2010.
How do we store personal data?
Safeguarding the privacy of your data is important to us, whether you interact with us personally, by phone, mail, over the internet or other electronic medium. We hold personal data in a combination of secure computer storage facilities, paper-based files and other records. We take steps to protect the personal data we hold from misuse, loss, unauthorised access, modification or disclosure.
We may need to maintain records for a significant period of time. However, when we consider data is no longer required, we will remove any details that will identify you or we will securely destroy the records.
How do we keep personal data accurate and up to date?
Hays endeavours to ensure that the personal data it holds is accurate and up to date. We realise that data changes frequently with changes of address and other personal circumstances. We generally update your customer data over the telephone. Please advise your consultant when your personal details change.
If you have created a profile with Hays via our website, you are able to update or delete your personal data whenever you apply for a new position advertised. To do so, simply click on apply for a position of interest, log into your profile, and you will find options for editing or deleting the data you have submitted.
Enquiries and complaints
Hays Privacy Officer
If you are not satisfied with our response to your complaint, you can contact the Personal Data Protection Commissioner.
You can gain access to the personal data that we hold about you.
We refuse access if it would interfere with the privacy rights of other persons or if it breaches any confidentiality that attaches to that data.
To make a request to access your personal data, you will need to complete an application form verifying your identity and specifying what data you require. Please contact our Privacy Officer for an application form.
We may impose a moderate charge for access. Our Privacy Officer will discuss this with you.
You should also anticipate that it may take a little time to process your application for access as there may be a need to retrieve data from storage and review data in order to determine what data may be provided.
Hays have several areas on our website where you can submit feedback. Any feedback that is submitted through this area becomes the property of Hays. We may use this feedback, such as success stories or responses to surveys, for marketing purposes, or to contact you for further feedback on the site.