Privacy policy for The Family Office Company employer branding and recruitment

We at The Family Office Company manage our employer branding and recruitment process through our career site (the “Career Site”), and by using a related applicant tracking system.

Where do we receive your personal data from?

The Family Office Company B.S.C. collects the Job Candidate’s personal data directly from the Job Candidate during the recruitment process, and/or indirectly from employee referrals, previous employers, Internet or public records and social media sites, and information obtained from criminal records checks.

What personal data do we process?

• Identity data: National ID data, passport, CPR number
• Contact details: Phone, mobile, email, residential address, employer address, correspondence address
• Employment and education history
• Career data: CV, application letter, date of application
• Personal detailed information: Full name, date of birth, place of birth, gender, age, and nationality.
• The Family Office Company B.S.C. may process the Job Candidates’ following personal data but not limited to:
• The Family Office Company B.S.C. processes Job Candidates’ sensitive personal data such as religion, criminal records, and health details (including medical conditions).
• The Family Office Company B.S.C. will not take decisions based on automated processing of Job Candidate’s personal data and will inform the Job Candidate in writing in case this condition is changed.

For what purposes do we process your personal data?

The Family Office Company B.S.C. only processes the Job Candidate personal data including sensitive personal data based on one or more of following lawful basis under Bahrain PDPL:

Physical and Monitoring Security:

• Purpose: Keep our premises secure.
• Legal Basis: Legitimate Interests, Data Subject Consent
• Activities: Implement physical and monitoring security measures at our building and premises through CCTV cameras for the safety and security of individuals and assets and access management.

Pre-employment due diligence activities:

• Purpose: Ensure hiring the right person.
• Legal Basis: Legitimate Interests, Data Subject Consent
• Activities: Conduct due diligence and pre-employment activities including social media search, reference checks and interviews.

CV Storage:

• Purpose: Refer to CVs for current and future vacancies.
• Legal Basis: Legitimate Interest, Data Subject Consent
• Activities: Store CVs and your contact details in The in The Family Office Company B.S.C. records for job vacancies.

System Support and Maintenance:

• Purpose: Ensure availability of data in event of disruption.
• Legal Basis: Legal Obligation, Legitimate Interest
• Activities: Apply online backups, system support and maintenance activities.
• Auditor Information Provision:
• Purpose: Verify compliance with Bahrain Laws.
• Legal Basis: Legal Obligations
• Activities: Provide your information to auditors during and after your contract to verify compliance with Bahrain Laws.

Contact Details Storage:

• Purpose: For future references.
• Legal Basis: Legitimate Interests, Data Subject Consent
• Activities: Store your contact details electronically in our records.
• Compliance with Internal Policies:
• Purpose: For internal business operations requirements.
• Legal Basis: Contractual Obligations, Legitimate Interests
• Activities: Comply with The The Family Office B.S.C. internal policies and procedures.

Whom do we share your personal data with?

Your personal data including sensitive personal data will be processed by The Family Office Company B.S.C. HR Team and may be shared with third parties including cloud providers for email communication and online and Disaster Recovery storage, and where we have one of the above-mentioned legitimate interests in doing so.

For how long do we keep your personal data?

The personal data collected by The Family Office Company B.S.C. is retained for 5 years to fulfill the purpose for which it was collected and historical archiving for recruitment for current and future job vacancies.

What rights do you have, and how can you exercise them?

Your rights under Bahrain Personal Data Protection Law (PDPL) (Act No. 30 of 2018):

You have the rights to submit your request free of charge to The Family Office Company B.S.C.:

• To be notified about the complete data concerning you and request its rectification.
• Remove, block, or restrict your personal data.
• Object if your personal data is being used for direct marketing
• Object if processing may result in defamation or discrimination causing possible financial or moral damage.
• Object if your personal data is being used for decisions based on automated data processing and request that the processing be solely automated
• Withdraw your consent to the processing of your personal data in cases where you have provided your consent for the processing and, as such, your consent is the lawful basis that The Family Office Company B.S.C. is relying on for processing.
• The Family Office Company B.S.C. shall process such request free of any charges within a period of 10 working days, otherwise as stipulated by the law.
• A consent once given by the Job Candidate can be withdrawn at any time for any future actions.
• You have the right to lodge a complaint to Bahrain Personal Data Protection Authority (Bahrain PDPA) regarding any violation of Bahrain PDPL and its implementing Orders.

Where can you turn with comments or questions?

If you have any questions or would like to obtain more details about how we use your personal data, you may contact The Family Office Company B.S.C. at TFO.DPG@tfoco.com

Your Role to Keep your Personal Data Accurate

It is essential for The Family Office Company B.S.C. to keep your personal data up to date and accurate. Therefore, kindly provide your updated information in case there is any change to your personal data during your business relationship with us.

Update on Privacy Policy

The Family Office Company B.S.C. has the right to review and update the privacy policy. In case of any changes, we will inform you of any substantial change in how we process your personal data.

I hereby acknowledge that I have read and fully understood the Privacy Policy and I consent to have The Family Office Company B.S.C:

• Processing and sharing my personal and sensitive personal data for the purposes stated in this Privacy Policy.
• Collecting information through other sources for processing and evaluating my application for employment.
• In case the Job Candidate does not provide any of the above-mentioned personal data, The Family Office Company B.S.C. will not be able to further process the employment application.

Please note: You have the right to withdraw your consent at any time by contacting our DPG/DPO.