Privacy Policy in Recruitment Activities

  • Please see our Privacy Policy for Recruitment Activities in Germany for information about the processing of your personal data to the extent it relates to an application for a position in Germany. For all other applications, the following general Privacy Policy for Recruitment Activities applies

■Privacy Policy for Recruitment Activities

  • This Privacy Policy for Recruitment Activities (hereinafter referred to as “this Policy”) sets out how Rakuten Group Companies (defined below) handle the personal information of each candidate for employment (hereinafter referred to as a “Candidate”) that is collected in the course of recruitment activities carried out by Rakuten Group Companies and, in particular, through the candidate pool website ("Candidate Pool").

    For the purposes of this Policy, “Rakuten Group Companies” refers to Rakuten Inc. (hereinafter referred to as “Rakuten”) and certain subsidiary companies of Rakuten that have adopted this Policy, whether domestic or overseas. For a complete list of such companies, please refer to the web page linked below. Note that this page may be updated from time to time as more current or future Rakuten subsidiaries adopt this Policy.

    http://global.rakuten.com/corp/about/overview.html

    When a Candidate applies for a position in a Rakuten Group Company, Candidates consent to the use and sharing of their information in accordance with the terms of this Privacy Policy. Please read this Policy carefully before submitting your application.

1. Range of Personal Information Collected and Used

  • In this Policy, regardless of the medium through which such information has been collected or its form, "Personal Information" refers to the following information collected by Rakuten Group Companies during the course of recruitment activities:
    (1)
    The information provided by Candidates to create a 'Candidate Profile' including (i) name, age, sex, date of birth, telephone number, email address, educational background, work history, relevant qualifications, current annual salary, desired annual salary and all other information specified by a Rakuten Group Company as constituting the “Candidate Profile,” and (ii) login information for the Candidate Pool which the Rakuten Group Company allows a Candidate to access, including, without limitation, login date and time (together, the contents of (i) and (ii) in this section are hereinafter referred to as the ”Basic Information”);
    (2)
    (i) All information contained in any CV, resume, entry sheet and other documents submitted, sent or provided to a Rakuten Group Company for the purpose of carrying out the Candidate’s screening process, (ii) all information relevant to the screening process that the Rakuten Group Company may collect through background checks, reference checks and/or other confirmation procedures, and (iii) the contents of any form of communication conducted between the Rakuten Group Company and the Candidate, including face-to-face conversations, telecommunications, phone inquiries and other forms of interviews (together, the contents of (i), (ii) and (iii) in this section are hereinafter referred to as the “Screening Information”); and
    (3)
    The past records and results of a Candidate’s application and screening processes (hereinafter referred to as the “Past Records”).

    Rakuten Group Companies do not seek to collect information that would fall into one or more of the following categories ( referred to as 'Sensitive Personal Information') when collecting Basic Information from Candidates unless permitted to do so under local law:
    race or ethnic origin;
    political opinion;
    membership of a political association or religious beliefs, affiliations or philosophical beliefs;
    membership of a professional or trade association or membership of a trade union;
    sexual preferences or practices;
    criminal records; and/or
    health.

    Where Rakuten is permitted to collect Sensitive Personal Information under local law as part of the Basic Information, the relevant section of the Candidate Pool will make clear why the information is required and how the information will be used. For example, in some countries Rakuten Group Companies may be permitted to conduct equal opportunities monitoring and request information from candidates regarding gender and ethnicity. In such cases the provision of the information will be optional and the Rakuten Group Companies will only use the information for this purpose.

    To the extent that a Candidate voluntarily provides information that includes Sensitive Personal Information to Rakuten Group Companies as part of the Basic Information, Candidates agree that Rakuten Group Companies may use that information in accordance with local applicable law and in line with this Privacy Policy.

    Candidates should note that Rakuten Group Companies may need to collect Sensitive Personal Information at a later stage in the recruitment process where permitted by law (e.g. in relation to the screening process).
    By submitting Sensitive Personal Information Candidates agree to it being used in accordance with this Privacy Policy.

2. Data Controller of Personal Information

  • Candidate Pool
    Rakuten is the data controller of the Candidate Pool.

    Authorized individuals within the Rakuten Group Companies may access and use the Personal Information (as set out in section 1) submitted by Candidates applying for positions within the individual Rakuten Group Companies for the purposes described in section 3 below and such companies will also become data controllers. These Rakuten Group Companies, whose authorized staff share Candidates' Personal Information, may be located throughout the world, including in countries (such as the United States) that may not have laws providing an adequate level of protection. .

    Personal Information collected other than through the Candidate Pool
    The data controllers of Personal Information will be the Rakuten Group Company which collects Personal Information directly from the Candidates, and from Rakuten.

    Rakuten Group Companies that are data controllers of Candidate's Personal Information will use the Personal Information in accordance with this Privacy Policy and the local data protection laws that apply to them.

3. Purpose of Use

  • Rakuten Group Companies will only use Candidates’ Basic Information, Screening Information and Past Records for the following purposes:
    1.
    To assess Candidates' qualifications with regard to available positions within Rakuten Group Companies;
    2.
    To provide Candidates with information about global employment opportunities;
    3.
    To contact and correspond with Candidates regarding job applications;
    4.
    To check information held in relation to Candidates who have made previous applications to the Rakuten Group Companies;
    5.
    In order to manage the Candidate Pool; and
    6.
    In order to diagnose technical problems.

    Candidates offered employment by Rakuten will be provided with a separate privacy policy addressing the way in which their Personal Information will be used at the commencement of their employment.

4. Provision of Personal Information to Third Parties

  • Personal Information submitted to the Candidate Pool may be disclosed by the Rakuten Group Companies to:
    Suppliers (located globally) that Rakuten Group Companies engage to process Candidates' Personal Information on behalf of Rakuten Group Companies, including external third parties that the Rakuten Group Companies have hired in order to perform pre-employment checks (in accordance with applicable law);
    The service provider engaged by Rakuten to host the Candidate Pool;
    any external recruitment agencies selected by Rakuten to handle the recruitment process;
    where permitted by applicable law, in connection with a transaction for the purposes of corporate restructuring, sale, or assignment of assets, merger, divestiture, or other changes of the financial status of the Rakuten Group Companies, to a party or prospective party of such transaction;
    to any third party to comply with applicable law, legal or regulatory obligations or regulatory inquiries or requests.

    The recipients of these disclosures may be located in countries where data protection laws may not provide an adequate level of protection. In such cases, Rakuten Group Companies will require the recipient to provide appropriate protection for the Personal Information disclosed to it in compliance with applicable data protection laws.

    When a Rakuten Group Company outsources any of the activities referred to in this Privacy Policy to a third party, the Rakuten Group Company will choose a data processor that provides sufficient guarantees with respect to technical and organizational security measures governing the relevant processing and will ensure that such third party to whom such activities are outsourced will use Personal Information only for the purposes of conducting the outsourced activities as a processor under the control of the Rakuten Group Company. Other than the foregoing, unless permitted by law, no Personal Information of any Candidate will be disclosed or provided to any third party without the Candidate’s consent.

5. Safety Control Measures

  • The Rakuten Group Companies acknowledge that special attention needs to be paid to the handling of Personal Information. In compliance with applicable law, the Rakuten Group Companies have implemented appropriate technical and organizational measures in order to prevent the unauthorized, accidental or unlawful access, loss, alteration and leak of Personal Information.

6. Disclosure, Amendment, Suspension of Use and Deletion of Personal Information

  • To the extent permitted by applicable law Candidates have the right to access their Personal Information.
    Candidates may check, change and update the Personal Information they have provided to the Candidate Pool at any time by logging into the Candidate Pool.

    A Rakuten Group Company accepts to the extent required by applicable law that Candidates have the right to request the Rakuten Group Companies to correct or delete their Personal Information.
    Candidates may also oppose the processing of their Personal Information for legitimate reasons.

    The Rakuten Group Companies will retain Personal information about unsuccessful candidates in accordance with applicable law. Where an unsuccessful Candidate requests that their personal information be deleted, the Rakuten Group Companies will comply with this request as soon as practicable.

    The Rakuten Group Companies retain statistical information about Candidates to help inform recruitment activities.

7. Cookies

8. Inquiries

  • Please contact us at the address below for any inquiries concerning this Policy or to exercise your rights.
    Recruitment Section, Global Human Resources Department, Rakuten, Inc.
    Email: recruit@mail.rakuten.com


■Privacy Policy for Recruitment Activities for Germany

  • This policy applies to the processing of your data to the extent it relates to an application for a position in Germany. For all other applications, please see our general Privacy Policy for Recruitment Activities

    This Privacy Policy for Recruitment Activities (hereinafter referred to as “this Policy”) sets out how Rakuten Group Companies (defined below) handle the personal information of each candidate for employment (hereinafter referred to as a “Candidate”) that is collected in the course of recruitment activities carried out by Rakuten Group Companies and, in particular, through the candidate pool website ("Candidate Pool").

    For the purposes of this Policy, "Rakuten Group Companies" refers to Rakuten Inc. (hereinafter referred to as "Rakuten") and certain subsidiary companies of Rakuten that have adopted this Policy, whether domestic or overseas. For a complete list of such companies, please refer to the web page linked below. Note that this page may be updated from time to time as more current or future Rakuten subsidiaries adopt this Policy.

    http://global.rakuten.com/corp/about/overview.html

    Personal information collected from Candidates is shared with authorized staff in Rakuten Group Companies in offices located throughout the world, including in countries (such as the United States) that may not have laws regulating the use of personal information, if and to the extent necessary for the Purposes (defined below).

    When a Candidate applies for a position in a Rakuten Group Company, the Candidate will be asked to consent to being included in the Candidate Pool. Such consent is voluntary and can be withdrawn at any time with effect for the future. If the Candidate does not consent to the information being included in the Candidate Pool, the personal information will be used by Rakuten and/or Rakuten Group Companies solely to process the Candidate's application for the specific position the Candidate has applied for and be deleted thereafter, as further explained in this Privacy Policy. If the Candidate has provided his/her consent, the Candidate will be included in the Candidate Pool and may be considered also for additional and future positions within the Rakuten Group Companies globally. Please read this Policy carefully before submitting your application.

1. Range of Personal Information Collected and Used

  • In this Policy, regardless of the medium through which such information has been collected or its form, "Personal Information" refers to the following information collected by Rakuten Group Companies during the course of recruitment activities:
    (4)
    The information provided by Candidates to create a 'Candidate Profile' including (i) name, age, sex, date of birth, telephone number, email address, educational background, work history, relevant qualifications, current annual salary, desired annual salary and all other information specified by a Rakuten Group Company as constituting the “Candidate Profile”, to the extent necessary for the Purposes (defined below), and (ii) login information for the Candidate Pool which the Rakuten Group Company allows a Candidate to access, including, without limitation, login date and time for the purpose of managing participation in the Candidate Pool (together, the contents of (i) and (ii) in this section are hereinafter referred to as the ”Basic Information”);
    (5)
    (i) All information contained in any CV, resume, entry sheet and other documents submitted, sent or provided by Candidate to a Rakuten Group Company for the purpose of carrying out the Candidate’s screening process, (ii) all information relevant to the screening process that the Rakuten Group Company may collect through background checks, reference checks and/or other confirmation procedures, such background checks to be carried out in accordance with applicable law and, as necessary, with the Candidates' prior consent, and (iii) the contents of any form of communication conducted between the Rakuten Group Company and the Candidate, including face-to-face conversations, telecommunications, phone inquiries and other forms of interviews, to the extent necessary for the Purposes (defined below) (together, the contents of (i), (ii) and (iii) in this section are hereinafter referred to as the “Screening Information”); and
    (6)
    The past records and results of a Candidate’s application and screening processes (hereinafter referred to as the “Past Records”), where stored with the Candidate's consent to being included in the Candidate Pool.

    Rakuten Group Companies do not seek to collect information that would fall into one or more of the following categories (referred to as 'Sensitive Personal Information') when collecting Basic Information from Candidates unless permitted to do so under local law:
    race or ethnic origin;
    political opinion;
    membership of a political association or religious beliefs, affiliations or philosophical beliefs;
    membership of a professional or trade association or membership of a trade union;
    sexual preferences or practices;
    criminal records; and/or
    health.

    Where Rakuten is permitted to collect Sensitive Personal Information under local law as part of the Basic Information, the relevant section of the Candidate Pool will make clear why the information is required and how the information will be used. For example, in some countries Rakuten Group Companies may be permitted to conduct equal opportunities monitoring and request information from candidates regarding gender and ethnicity. In such cases the provision of the information will be optional and the Rakuten Group Companies will only use the information for this purpose.

    To the extent that a Candidate voluntarily provides information that includes Sensitive Personal Information to Rakuten Group Companies as part of the Basic Information, Rakuten Group Companies may use that information in accordance with local applicable law and in line with this Privacy Policy.

    Candidates should note that Rakuten Group Companies may need to collect Sensitive Personal Information at a later stage in the recruitment process where permitted by law (e.g. in relation to the screening process).

2. Data Controller of Personal Information

  • Candidate Pool
    Rakuten is the data controller of the Candidate Pool.

    If and to the extent necessary for the Purposes (defined below), in particular to assess the Candidate's qualification for a specific position, authorized individuals within the Rakuten Group Companies may access and use the Personal Information submitted by Candidates applying for positions within the individual Rakuten Group Companies and such companies will also become data controllers.

    Personal Information collected other than through the Candidate Pool
    The data controllers of Personal Information will be the Rakuten Group Company which collects Personal Information from the Candidates. Such Personal Information will be shared with Rakuten, as data controller of the Candidate Pool, only if the Candidate wishes to be included in the Candidate Pool and only with the Candidate's prior consent.
    Rakuten Group Companies that are data controllers of Candidate's Personal Information will use the Personal Information in accordance with this Privacy Policy and the local data protection laws that apply to them.

3. Purpose of Use

  • Rakuten Group Companies will use the Candidate's Personal Information only for the following purposes (referred to as the "Purposes"):
    If the Candidate has given his/her consent, Rakuten Group Companies will collect, store, share and use the Personal Information, including Candidate's Basic and, as applicable, Screening Information, only as necessary for processing the Candidate's application, in particular to assess the Candidate's qualifications with regard to the specific position the Candidate has applied for.

    To the extent the Candidate has expressly consented to being included in the Candidate Pool, Rakuten Group Companies will further collect, store, share and use Candidates’ Basic Information, Screening Information and Past Records to the extent necessary for the following purposes:
    7.
    To assess Candidates' qualifications with regard to available positions within Rakuten Group Companies;
    8.
    To provide Candidates with information about global employment opportunities;
    9.
    To contact and correspond with Candidates regarding job applications;
    10.
    To check information held in relation to Candidates who have made previous applications to the Rakuten Group Companies;
    11.
    In order to manage the Candidate Pool; and
    12.
    In order to diagnose technical problems.

    Candidates offered employment by Rakuten will be provided with a separate privacy policy addressing the way in which their Personal Information will be used at the commencement of their employment.

4. Provision of Personal Information to Third Parties

  • Personal Information submitted by Candidate may be disclosed by the Rakuten Group Companies to:
    suppliers (located globally) that Rakuten Group Companies engage to process Candidates' Personal Information on behalf of Rakuten Group Companies, including external third parties that the Rakuten Group Companies have hired in order to perform pre-employment checks (where permitted by applicable law);
    the service provider engaged by Rakuten to host the Candidate Pool;
    any external recruitment agencies selected by Rakuten to handle the recruitment process;
    a legal successor or acquirer, where permitted by applicable law, in connection with a corporate restructuring, sale, or assignment of assets, merger, divestiture, or other changes of the financial status of the Rakuten Group Companies that are to be considered as data controllers of the Candidates' Personal Information;
    other regulatory or governmental bodies or authorities to the extent necessary to comply with applicable law, legal or regulatory obligations or regulatory inquiries or requests.

    The recipients of these disclosures may be located in countries where data protection laws may not provide an adequate level of protection. In such cases, Rakuten Group Companies will require the recipient to provide appropriate protection for the Personal Information disclosed to it in compliance with applicable data protection laws.

    When a Rakuten Group Company outsources any of the activities referred to in this Privacy Policy to a third party, the Rakuten Group Company will choose a data processor that provides sufficient guarantees with respect to technical and organizational security measures governing the relevant processing and will ensure that such third party to whom such activities are outsourced will use Personal Information only for the purposes of conducting the outsourced activities as a processor under the control of the Rakuten Group Company. Other than the foregoing, unless permitted by law, no Personal Information of any Candidate will be disclosed or provided to any third party without the Candidate’s consent.

5. Safety Control Measures

  • The Rakuten Group Companies acknowledge that special attention needs to be paid to the handling of Personal Information. In compliance with applicable law, the Rakuten Group Companies have implemented appropriate technical and organizational measures in order to prevent the unauthorized, accidental or unlawful access, loss, alteration and leak of Personal Information.

6. Access, Amendment, Correction and Deletion of Personal Information

  • To the extent permitted by applicable law Candidates have the right to request a copy of their Personal Information.
    Candidates may check, change and update the Personal Information they have provided to the Candidate Pool at any time by logging into the Candidate Pool.

    A Rakuten Group Company accepts, to the extent required by applicable law, that Candidates have the right to request the Rakuten Group Companies to correct or delete their Personal Information or to object to its processing for legitimate reasons.
    The Rakuten Group Companies will retain Personal information about unsuccessful candidates in accordance with the applicable law of the country in which the Candidate is located. Where an unsuccessful Candidate requests that their Personal Information be deleted, the Rakuten Group Companies will comply with this request as soon as practicable.

    Where a Candidate has provided his/her consent to being included in the Candidate Pool, the Candidate may withdraw such consent at any time with effect for the future, in which case the Personal Information will be deleted as soon as practicable.

    The Rakuten Group Companies may retain anonymous statistical information about Candidates to help inform recruitment activities.

7. Cookies

8. Inquiries

  • Please contact us at the address below for any inquiries concerning this Policy and to exercise your rights.
    Recruitment Section, Global Human Resources Department, Rakuten, Inc.
    Email: recruit@mail.rakuten.com
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