Candidate Privacy Notice

Maysara Talent Partners provides flexible Talent Acquisition services to organisations, including recruitment sourcing, screening, candidate management and related hiring support.

Contact: hello@maysarapartners.com

This notice applies to candidates and prospective candidates whose personal information we process for recruitment-related purposes, including people who have not submitted an application but whom we identify through a talent search or another lawful source.

Depending on the circumstances, we may process:

• name and contact details;
• location, nationality and work-authorisation information where relevant;
• CV, employment history, qualifications, skills and professional experience;
• professional profiles and publicly available career information;
• role preferences, remuneration expectations, availability and mobility;
• information provided during recruitment conversations, interviews or assessments;
• communications with Maysara;
• references and referee details;
• identity, qualification, background or right-to-work verification information where relevant and lawful;
• information held in client applicant tracking or recruitment systems; and
• other information you choose to provide that is relevant to recruitment.

We may collect information directly from you or, where permitted by POPIA, from other sources such as:

• LinkedIn and other professional networking platforms;
• LinkedIn Recruiter or similar talent-search tools;
• job boards and recruitment platforms;
• public records or information you have deliberately made public;
• referrals and professional networks;
• Maysara clients and their recruitment systems;
• former employers, referees or verification providers where appropriate; and
• other recruitment or technology providers used in connection with an engagement.

Where we collect your information from another source and POPIA requires notification, we will provide the relevant information before collection where reasonably practicable or as soon as reasonably practicable afterwards, subject to lawful exceptions.

We process candidate information for specific and legitimate recruitment and Talent Acquisition purposes, including to:

• identify and contact potential candidates;
• consider suitability for current or potential opportunities;
• understand experience, preferences and availability;
• communicate about recruitment processes;
• present or discuss candidacy with a client where appropriate;
• coordinate interviews, assessments, offers and recruitment administration;
• support client hiring processes;
• maintain appropriate recruitment records;
• comply with legal, regulatory and contractual obligations; and
• protect our systems, candidates, clients and legitimate business interests.

Depending on the circumstances, Maysara may process personal information with your consent, where processing is necessary to carry out actions for the conclusion or performance of a contract, to comply with an obligation imposed by law, to protect a legitimate interest of you, or where processing is necessary to pursue the legitimate interests of Maysara or a third party to whom information is supplied, as permitted by POPIA.

Where consent is the basis for processing, you may withdraw that consent, subject to applicable law and without affecting processing that was lawful before withdrawal.

We do not seek special personal information unless it is relevant and lawful to process it. Depending on a recruitment process, this could include information concerning health, race or ethnic origin, trade union membership, criminal behaviour or other categories protected by POPIA.

We will process special personal information only where POPIA permits it and any required authorisation, consent or other condition has been satisfied.

Depending on the recruitment process, we may share relevant information with:

• clients or prospective employers for whom we provide Talent Acquisition services;
• authorised hiring managers, People/HR or Talent Acquisition personnel;
• service providers supporting recruitment, communications, document storage, applicant tracking, verification or technology;
• professional advisers where reasonably necessary; and
• regulators, courts or authorities where required or permitted by law.

We do not sell candidate personal information. We will not ordinarily send your CV or detailed candidacy information to a prospective employer outside the context of a relevant recruitment process without an appropriate lawful basis.

Maysara may work within a client’s applicant tracking system or other recruitment environment. Depending on the arrangement, the client may be the responsible party and Maysara may act as an operator processing information for that client.

Where Maysara acts as an operator, we will process personal information with the knowledge or authorisation of the responsible party, treat the information as confidential, and apply appropriate security safeguards in accordance with applicable contractual and POPIA requirements. The client’s own privacy notice may also apply to information held in its systems.

Maysara may use recruitment technology, automation and artificial intelligence to assist with activities such as searching, sourcing, matching, organising, summarising, reviewing or analysing recruitment-related information.

Maysara uses human judgement as part of its recruitment activities. We do not intend to subject candidates to decisions based solely on automated processing that produce legal consequences or substantially affect them unless the processing is permitted by POPIA and applicable safeguards are provided.

Where required, candidates will be given appropriate information and an opportunity to make representations concerning qualifying automated decisions.

Because Maysara operates internationally and uses technology and service providers that may be located outside South Africa, personal information may be transferred to or accessed from another country.

Where section 72 of POPIA applies, we will only make a transfer where an applicable condition for lawful transfer is satisfied, such as adequate legal or contractual protection, consent where appropriate, or another permitted basis under POPIA.

Additional safeguards or prior authorisation may be required for certain transfers involving special personal information or children’s information.

We retain personal information only for as long as authorised or reasonably necessary to achieve the purpose for which it was collected, maintain appropriate recruitment records, meet legal or contractual requirements, resolve disputes, or consider you for future opportunities where lawful.

When information is no longer authorised to be retained, we will destroy or delete it, or de-identify it where appropriate, subject to POPIA and other applicable requirements.

We take appropriate, reasonable technical and organisational measures to safeguard the integrity and confidentiality of personal information and to prevent loss, damage, unauthorised destruction, unlawful access or unlawful processing.

Where a security compromise occurs, we will take the steps required by POPIA and applicable contractual arrangements.

Subject to POPIA and applicable exceptions, you may:

• ask whether Maysara holds personal information about you;
• request access to your personal information;
• request correction or deletion of information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or unlawfully obtained;
• object to processing on grounds permitted by POPIA;
• withdraw consent where consent is relied upon;
• request that we stop contacting you about future recruitment opportunities;
• make representations concerning qualifying automated decisions; and
• submit a complaint to the Information Regulator where appropriate.

We may need to verify your identity before actioning a request and may retain limited information where necessary to comply with law or record and respect an objection or contact preference.

In many recruitment interactions, providing information to Maysara is voluntary. However, if information is necessary to assess or progress a particular opportunity and you do not provide it, we may be unable to consider or progress you for that opportunity. Where information is required by law, we will explain this where applicable.

If you have a concern about how Maysara handles your personal information, contact us first at hello@maysarapartners.com so that we can review it.

Where POPIA applies, you may also lodge a complaint with the Information Regulator (South Africa).

We may update this Candidate Privacy Notice to reflect changes in our services, technology, legal obligations or information-handling practices. The current version will show the date of the latest update.

For privacy questions, requests, objections or concerns relating to candidate information, contact:

Maysara Talent Partners
Email: hello@maysarapartners.com