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UCEAP INTERNATIONAL RECRUITMENT PRIVACY NOTICE:

This Privacy Notice explains how the University of California Education Abroad Program (“UCEAP”, “we” or “us”) collects and processes your Personal Data in connection with our recruiting activities and processes; how we use, store, transfer and protect this Personal Data; and your rights in relation to this Personal Data.

“Personal Data” is any information that enables us to identify you, directly or indirectly, by reference to an identifier such as your name, identification number, location data, online identifier, or one or more factors specific to your physical, physiological, genetic, mental, economic, cultural, or social identity. 

This Privacy Notice applies to all Personal Data we collect or process about you in the context of your application for employment or other job opportunity abroad. This notice will inform you of:

• Who we are;

• How to contact us;

• How we collect Personal Data;

• How we use Personal Data;

• Who has access to Personal Data;

• Transfer of Personal Data;

• How we store and protect Personal Data;

• How to exercise your rights; and

• Changes to this Privacy Notice.

Who we are 

For the purposes of the General Data Protection Regulation 2016/679 (the “GDPR”), The Regents of the University of California (“University” or “UC”) of 1111 Franklin Street, Oakland, California 94607, is the data controller for all Personal Data that it holds and processes, except where it is done in the capacity of a data processor on behalf of another data controller.

How to contact us

If you have any questions or concerns about this Privacy Notice, please contact us by phone at +1 (805) 893-4762, by sending an email to [email protected], or by mail to 6950 Hollister Avenue, Suite 200, Goleta, California 93117.

How we collect Personal Data

When you participate in a recruitment, this Privacy Notice will apply to our processing of your personal information. 

UCEAP obtains Personal Data about you in the following ways:

• Collected from you directly, such as when you submit an application, CV, and other documents to UCEAP; participate in interviews and other assessments; and through correspondence related to your application;
• Generated by us about you, such as information that may be captured by security cameras; and
• Obtained by us from third party sources, such as prior employers, employment agencies, references and employment background check providers as permitted by law.

CATEGORIES OF PERSONAL DATA THAT WE MAY COLLECT DIRECTLY FROM YOU

• Personal details, such as your name.
• Contact information, such as your home address, email address, and phone numbers.
• Entitlement to work information, such as your visa, your passport, or other government-issued identification.
• Employment information, such as details of your qualifications, skills, experience, education, employment history, and reference contact information.
• Academic Information, such as schools attended and level achieved.

CATEGORIES OF PERSONAL DATA THAT WE MAY GENERATE ABOUT YOU

• Interview and test evaluation information, such as evaluation of interview responses and skills test assessments.
• Technical information, such as what platform you used to apply to our online recruiting system.

CATEGORIES OF PERSONAL DATA THAT WE MAY OBTAIN FROM THIRD PARTIES ABOUT YOU

• Employment information, such as prior employment details and references collected from individuals or organizations you named as references.
• Employment information, such as details regarding your qualifications, skills, experience, education, and employment history provided by employment agencies or partner institutions that may serve as the hiring entity.

SPECIAL CATEGORIES OF PERSONAL DATA THAT WE MAY COLLECT AND USE

Some of the categories of Personal Data that we collect are considered “special categories” of Personal Data under European Union law. In particular, we may process the following special categories of Personal Data:

• Health information relating to disability accommodations, only if requested to participate in the recruitment process.
• Criminal record information as part of a background check for applicable positions, may be obtained by third parties, but only after acceptance of a job offer (and where permitted by local law).

How we use Personal Data

UCEAP uses your personal information for a variety of human resources and business management purposes in connection with your job application including the following:

• To communicate with you about the recruitment process and respond to your inquiries. This is generally required to process a request made by you prior to entering into a contract with us. In other cases, we have a legitimate interest in communicating with you.
• To assess your skills, knowledge, abilities, and suitability as they relate to the role(s) for which you applied. Our basis for doing so is to serve our legitimate interest.
• To conduct reference checks and conduct pre-employment screening. Our basis for doing so is to serve our legitimate interest. 
• To confirm your right to work in the location of the role. This processing is necessary to comply with legal requirements.
• Processing and dealing with any complaints or inquiries made by you or legally on your behalf. This processing is necessary for compliance with our legal obligations.

PURPOSES AND LEGAL BASIS FOR PROCESSING SPECIAL CATEGORIES OF DATA

• Health data. To the extent we process health data, we do so to support your participation in the recruitment process. We may process such data to provide assistance, mobility, and other necessary accommodations. Our basis for doing so is compliance with social obligations laws or where there is a substantial public interest in providing such services or accommodations. 

Who has access to Personal Data

We treat your Personal Data with care and confidentiality. Your Personal Data will only be available for the purposes mentioned above and only to employees on a need-to-know basis and to the extent reasonably necessary to perform their functions and fulfill contractual obligations.

We may share your Personal Data with third parties under the following circumstances:

• University of California and affiliate offices. Your Personal Data will be shared with colleagues within the University of California and related affiliate locations only where it is necessary for them to undertake their duties with regard to recruitment. This includes HR personnel supporting the recruitment process, UCEAP management, the local hiring manager and interview panel participants that may be situated in the US and abroad.
• Service providers and business partners. We may share your Personal Data with service providers or business partners, including reference check and pre-employment background check providers, employment agencies, legal counsel, other partners, suppliers, and sub-contractors for the performance of obligations arising from your participation in a recruitment, or any other contract we enter into with them or you or to provide you with the information and services.
• Law enforcement agencies, courts, regulators, government authorities or other third parties. We may share your Personal Data with these parties where we believe this is necessary to comply with a legal or regulatory obligations, or otherwise to protect our rights or the rights of any third party.

Because we operate internationally, the recipients referred to above may be located outside the jurisdiction in which you are located (or in which we provide the services). Please refer to the section below on “Transfer of Personal Data outside of the European Economic Area” for more information.

Transfer of Personal Data 

Your Personal Data may be transferred to, stored, and processed in a country (such as the United States, where the University of California is located) that is not regarded as ensuring an adequate level of protection for Personal Data under European Union law.

We have put in place appropriate safeguards (such as contractual commitments) in accordance with applicable legal requirements to ensure that your data is adequately protected. For more information on the appropriate safeguards in place, please contact us via email at [email protected].

How we store and protect Personal Data

We implement technical and organizational measures to ensure a level of security appropriate to the risk to the Personal Data we process. These measures are aimed at ensuring the ongoing integrity and confidentiality of Personal Data. We evaluate these measures on a regular basis to ensure the security of the processing.

We will store your Personal Data, in a form which permits us to identify you, for no longer than is necessary for the purpose for which the Personal Data is processed. If your application is not successful, we will keep your data for 12 months from the conclusion of the recruitment process or date your profile was last updated on our recruitment site, whichever comes first. If your application is successful, your data will be kept and transferred to the systems we use to administer employee data. We have a separate privacy notice for employees, which will be provided to you as part of the on-boarding process.

How to exercise your rights

Where applicable under local law, you may have certain rights regarding your Personal Data. Where applicable, you have the right to access Personal Data UCEAP holds, and in some situations you have the right to have that Personal Data corrected or updated, erased, restricted, or delivered to you or a third party in a usable electronic format (the right to data portability). Where applicable, you may also object to how UCEAP uses your Personal Data if the legal basis for processing that information is our legitimate interest. 

Where we are using your Personal Data on the basis of your consent, where applicable under local law you have the right to withdraw that consent at any time. You also have the right to register a complaint to the supervisory data protection authority of the country in which you are a resident, where applicable.

If you wish to exercise these rights or to notify us of a change in your personal details, or if you have any questions on the content of this Notice, please contact us at [email protected].

Changes to this Privacy Notice

Any changes we make to our Privacy Notice in the future will be posted on this page and, where appropriate, notified to you by e-mail. 

Effective Date: This privacy notice is effective January 23, 2019

Terms and Conditions - Rights and Responsibilities of The Regents of the University of California User 1. Subject of the Contract This page, which should be read carefully, states the "General Conditions" governing the use of the portal The Regents of the University of California(hereinafter the "Portal") of The Regents of the University of California (hereinafter the "Company"). To use the services offered on our Portal you will have to accept these General Conditions by clicking on the dedicated button. In case you do not agree to these Terms, you may not use this portal and the services offered. The Company reserves the right to modify at any time the present Terms without notice. The terms "you" and "User" hereinafter used, indicate the natural and legal access for any reason this Website. 2. Permitted use of the Portal General Rules: Users may not use the Portal to transmit, distribute, store or destroy material (a) in violation of applicable laws or regulations, (b) so as to violate copyrights, trademarks, trade secrets or other people's intellectual property rights or violate the privacy or personal rights of third parties, (c) in a way which is slanderous, obscene or contrary to morality or public order. Safety rules: Users must not violate or try to violate the security system of the Portal. It is also prohibited (a) accessing data not intended for such user or enter the server or in an account which the user is not authorized to access, (b) try to analyze, scan or test the vulnerability of a system or network or to breach security or authentication measures without specific authorization, (c) try to interfere with the service provided to any other User, including, without limitation, interference achieved by introducing a virus into the Portal, overloading the system or by using flooding techniques,spamming, mailbombing or crashing, (d) sending unsolicited e-mails, including promotions and/ or advertising of products or services, or (e) forging any TCP/ IP packet header or any information on the header of email messages addressed to individual or groups (newsgroups). Violations of the security measures system or network may result in civil or penal liability. The Company will therefore investigate the behaviors which could result in penal or civil violation of laws and may involve, or cooperate with, the competent authorities in pursuing the Users involved in such violations. 3. Specific Prohibited Uses The portal can be used only for purposes authorized by law by those seeking employment or information about future job prospects as well as by employers seeking staff. The Company prohibits the following ways to use the Portal (and all users agree not to use the portal in that way): (a)  the inclusion of personal information which are incomplete, false, inaccurate or otherwise of information that do not match your personal profile; (b)  the cancellation or modification of material posted by another User; (c)  the use of any device, software or routine which can interfere with the functionality of the Portal or with any activity conducted on the same portal; (d) to take any action that imposes an unreasonable or disproportionate burden on the infrastructure of the Portal; (e)  to disclose or share your password with third parties or use your password for any unauthorized purpose, whereas the latter allows access to restricted areas of the Portal; (f)   except as otherwise provided in these General Conditions, using or attempting to use search engines, software or other device or mechanism (including, without limitation, browsers, spiders, robots, avatars or intelligent agents) to navigate or explore this portal, unless these instruments or research engines are made available by the Company on the same portal or browsers made available to the general public (eg Netscape Navigator, Microsoft Internet Explorer); (g)  to attempt to decipher, decode, disassemble or rebuild the content of a software used to structure the Portal. 4. Personal User's data The registration process on our Portal includes your provision of some personal data (hereinafter "Personal Data") to our Company. With regard to the processing of such Personal Data by the Company, please refer to 'Privacy Policy' clauses below, which are available on the website. In that regard, we remind you that your consent to the processing of Personal Data is a necessary requirement for the registration on The Regents of the University of California and for the provision of services delivered on our Portal. 5. User's Obligations The User is responsible for the consequences that may result from the inclusion of data, information and materials of any kind on the Portal. It is forbidden to the User: (a) to include material that is protected by copyright, unless the User holds the copyright or has the permission of the owner; (b) to include material that reveals trade secrets, unless the User holds or has the permission of the owner; (C) to insert material that violates others' intellectual property rights or affecting others' privacy rights or rights related to advertising contracts, (d) upload, post, place or otherwise transmit any material that is unlawful, threatening, obscene, defamatory, racist or contrary to public policy or morality, (e) insert sexually explicit images or texts; (f) upload, post, send e-mails or otherwise transmit or distribute, promotional material, junk mail, spam or any other form of solicitation which is unauthorized or unsolicited, (g) insert "S. Antony" messages chains or pyramids, (h) misrepresent your identity and (i) upload, send via e-mail or otherwise transmit any material that contains viruses, Trojan horses, worms, time bombs, cancelbots or other codes, files or programs designed to interrupt, destroy or limit the operation of any software, hardware or telecommunication installations of third parties. The Company does not in any way guarantee the truthfulness, accuracy and reliability of the statements included by users and assumes no responsibility for the views expressed by Users. You acknowledge that the Company does not guarantee veracity, of material posted by Users so the use of said material is at User's risk itself. The Company acts as a simple interface for online publication of information and data entered by the individual users and must not assess in advance the communications, data and information entered. Whenever a user reports to the Company that communications, data or information included in the Portal are allegedly not complying with these Terms, the Company will investigate on the recommendation made and determine in good faith, and in its sole discretion, whether to remove or request the removal of this material. The Company reserves the right to expel Users and to prohibit subsequent access to the same portal, where they have been guilty of violations of contract terms or rules of law. The Company also reserves the right to remove material that is threatening, obscene, defamatory, racist or contrary to public policy or morality. The Company may at its discretion take whatever action it deems necessary and appropriate in relation to material provided by the User, if it considers that this material could lead to a responsibility of the Company itself or otherwise to cause the Company a loss or reduction of services of its ISPs or other suppliers. Except as provided by applicable law, by entering material (except personal data) in the Portal (including spaces for messages, forums, contests and chat rooms) the User grants the Company the right that is perpetual, irrevocable, which can be given in turn license, and non-exclusive, and the license to use, reproduce, modify, adapt, publish, translate, edit, distribute, disclose, communicate to public, display and use this material (in whole or in part) worldwide and / or incorporate it in other works in any form, by any media or technology known today or that will be developed in the future. User warrants that any holder of rights in the material entered by the user himself has renounced in whole to the same right and has validly and irrevocably granted the right to grant the above licenses. The User allows any registered user of the Portal to access, display, examine, store and play this material for personal use. Notwithstanding the above provisions, the owner retains all rights relating to material posted on the Portal. 6. Account and Password After the registration process you will be assigned an account and a password. Maintaining the privacy of your account and password is your sole responsibility and therefore you will be solely and exclusively responsible for all activities that are implemented through the use of your account or your password by third parties provided by you with those identifying information or otherwise entered into possession of the same for your negligence. You agree to promptly notify to the Company about any unauthorized use of the password. 7. Liability of the Company The Company gives employers the opportunity to offer individually new employment opportunities and workers to enter their profiles in the Portal. The Company does not carry out any type of monitoring and control activity over material posted on the Portal. The Company is in no way involved in the negotiation between employers, other customers and partner organizations and candidates: therefore, the Company can have no control over the quality, safety or legality of job opportunities or profiles posted, over the truth or accuracy of the data entered, over the ability of employers to offer employment opportunities to applicants or over working capacity of the latter. Note also that having contacts with strangers, foreigners, minors or persons who may appear under a false name, presents risks of various types including to incur physical damage. Anyone who visits the Portal assumes all risks related to entering in contact with other users through the same Portal. Please also be advised that, given the fact that the recognition of the identity of users through Internet is difficult, The Company can provide no assurance regarding the true identity of users with whom you enter in contact. The Company is not involved and can not be involved in user-to-user relationships or control the behavior of users on the Portal: so, if any dispute arise between Users, you agree to indemnify the Company (or its agents/ collaborators or employees) for each and any damage you would suffer as a result of such disputes. The Company has no legal obligation in this regard and in general does not control the information and in general material submitted by Users and inserted into the portal database. Keep also in mind that the information posted by other Users could also result offensive or inaccurate and, in some cases, may be incorrect or deliberately misleading. The Company expects that you use caution and good sense in the use of the Portal. Please also be advised that the Material may contain inaccuracies or typographical errors. The Company does not warrant the accuracy, reliability, completeness or timeliness of the information contained in the Portal or the Material. The use of our Portal and the Material is at your sole risk. Keep also in mind that changes are periodically made to our portal, which can occur at any time. In any case, You acknowledge that You are solely responsible for the form, content and accuracy of the material/ s contained therein that you insert in our portal. Employers are solely responsible for information and offers inserted in the portal. The Company shall not be regarded as an employer with respect to Portal services. The Company is also in no way responsible for decisions taken by employers in recruiting staff while using the Portal. The Company does not warrant that portal is error-free or that the portal or the server are free of viruses or technical defects of any kind. If the use of Portal or material damages your tools or your data, the Company is in no way responsible for the costs of services related to maintenance, repairs or replacements. The portal services and materials are offered without any guarantee by the company (on a "as is" basis). The company, in extent required by law, excludes any warranty, express or implied. In that regard, the company does not release any guarantee over the accuracy, reliability and completeness of the material, services, software, texts, graphics and links. You acknowledge that the Company and no other that had a part in the creation, production or services supply of The Regents of the University of California.it will be liable for any damages of any nature, whether contractual or extra-contractual, resulting from the activation or use of services offered on the portal and / or from the interruption of the functioning of the same Portal. In no event the Company shall be held responsible for malfunction of services resulting from failure of the telephone, eletrical lines and from national, global or international network overloads or outages. 8. Indemnification The User declares and warrants to indemnify and hold harmless the Company and individuals associated with it or controlled by it, its representatives, collaborators and employees from any claim (including reasonable legal fees) that may arise against them in the use of the Portal and related to the Material by the User or to the violation of these Terms. 9. Links to other sites The Portal may contain links to other sites; the Company is not in any case responsible for the content of these sites: the Company, therefore, does not make any warranty regarding the content and accuracy of material on these sites. If you decide to access sites that have links with The Regents of the University of California, such access will be under your sole responsibility. 10. Prohibition of resale or unauthorized commercial use You agree not to resell or assign your rights or your obligations under these Terms of Use of the Portal. You also undertake not to make an unauthorized commercial use of the Portal. 11. Duration and termination of the agreement User acknowledges that the Company may, at its discretion, disconnect the User's password and account or interrupt the use of the service at any time, with a previous written notice sent via e-mail at least 5 days before. The Company reserves the right to declare this contract terminated under Article 1456 of the Civil Code (Italian Law), through a written communication sent to the User via e-mail, in case the User is in breach of one of its obligations under Articles 2, 3, 4, 5, and 9 of the present Terms and Conditions. 12. General Provisions If one of the terms of the present Conditions were held invalid by a competent judicial authority, the invalidity of such provision shall not affect the validity of the remaining terms which will continue to be in force. Except for what expressly provided in additional terms and conditions for the use of the Portal, these Terms contain all predictions that govern the contractual relationship between you (the User) and the Company in connection with the use of the the Portal. 13. Further conditions for the use of the Portal Other areas accessible from this Portal are subject to further and different terms and conditions for the use of services. By using these different areas of the Portal you agree to submit to further conditions applicable to the same areas. 14. Applicable law and jurisdiction These Terms and the relationship between the Company and the User are governed by U.S. Law. All disputes arising under this contract will be finally settled by U.S. court of law.

DECLARATION OF TRUTH: I certify the information I provide in this application is true, correct and complete to the best of my knowledge. I understand that any false or incomplete information may be grounds for disqualification or separation. 

PRE-EMPLOYMENT SCREENING AUTHORIZATION: UCEAP conducts pre-employment screening on positions deemed critical, which may include, but is not limited to a criminal background check (where permitted), verification of academic credentials, licenses, certification, and/or verification of work history, and job knowlege, skills, and abilities. Candidate finaliist(s) will be subject to pre-employment screening as a condition of employment. UCEAP may engage third parties to conduct pre-employment screenings. By submitting your application, you authorize UCEAP to conduct a pre-employment screening if selected as a candidate finalist. By submitting your application, you certify that you have read, understood, declare and accept the terms of the Declaration of Truth, Pre-employment Screening Authorization, Privacy Notification and Data Retention Policy. If you have any questions regarding these terms or the recruitment, please contact UCEAP Recruitments at [email protected]