Introduction and contents
Our values guide everything that we do . We are strongly committed to keeping your personal data safe. This commitment exists throughout the lifecycle of your personal data, from the design of the Guardian Jobs service which uses personal data to the deletion of that data.
To compliment our global approach to privacy protection, this policy also incorporates specific information privacy rights granted to individuals under Californian and Australian privacy law. This reflects our relationship with our users in the locations where we provide access to our Guardian Jobs service.
We think carefully about our use of personal data, and below you can find the details of what we do to protect your privacy. This policy covers, among other topics:
- Information about your rights, the choices available to you, and our obligations in the European Union, in California, in Australia, and elsewhere
- Transparency about how we collect and use your personal data, including when and how it is shared
- Information on how we protect your personal data
- Information on how we will facilitate your rights and respond to your questions
Find out more about how we manage your personal data below:
- Introduction and contents
- Who we are and how to contact us
- The types of personal data we collect about you
- How we collect personal data
- How we use your personal data
- Personal data that we receive about you from other organisations
- Using children’s personal data
- Security of your personal data
- When we share or sell your personal data
- International data transfers
- How long we keep your personal data
- How we may contact you
- Cookies and similar technologies
- Your privacy and data protection rights with regard to the personal data that we hold about you
- Your California privacy rights
- Your rights under the Australian Privacy Act
- Contact us for information about how we use your personal data
Personal data is any information about you by which you can be identified or be identifiable. This can include information such as:
- your name, date of birth, email address, postal address, phone number, mobile number, job title
- information about your device (such as the IP address, which is a numerical code to identify your device that can provide information about the country, region or city where you are based)
- information relating to how you use and interact with our Jobs site and services
- information relating to your personal circumstances
When we refer to “personal data” in this policy, we are also referencing “personal information,” as it is defined under California law, which you can read more about here , and as it is defined under Australian law, which you can read about here.
Some of our other sites provide additional privacy information. You can read that information using these links:
- Guardian Jobs (recruiters)
- Guardian Holidays
- Guardian Crowd (pdf)
- Serelay app
- Guardian Foundation
Who we are and how to contact us
Guardian News & Media Limited, Kings Place, 90 York Way, London N1 9GU is the data controller in respect of your personal data. This means that we are responsible for deciding how and why we hold and use your personal data. If you want to contact us directly, you can find our contact details in the “How to contact us” section below.
The types of personal data we collect about you
We collect personal data when you sign up for our services and when you browse the Jobs site . Your personal data is used to provide the Guardian Jobs services, sell advertising space on the site and to analyse how visitors use the Jobs site. We will only collect your personal data in line with applicable laws. We collect your personal data in various ways:
- directly from you, when you sign up for our services and when you browse our Jobs site
- personal data we generate about you, e.g. personal data we use to authenticate you, or personal data in the form of your IP address or your preferences
- personal data we collect from third parties, e.g. personal data that helps us to combat fraud or which we collect, with your permission, when you interact with your social media accounts
More detail about these three categories of personal data are provided below.
The personal data we collect when you use the Job site basic functions or register for a Guardian account on the Jobs site may include:
- your name
- your address
- the country you live in
- your email address
- your phone numbers
- your nationality
- your IP address
- details of your education and working career
- your personal interests (if contained in your CV)
- details of how you interact with the Jobs website, and job vacancies you might be interested in
- other details such as your residential or billing address when you sign up some limited data from your social media profile (further information on this is below), if you have signed in to Guardian Jobs using your social media details
When you register on the Jobs site, you have access to a profile page where you have the option to change and update your personal data. You can also manage your settings to control who can see your CV if you have one associated with your account.
Personal data we generate about you
An account enables:
- sending job applications directly to recruiters;
- the option to receive emails about relevant jobs through a CV-matching service and the Job Match service (“Job Match emails”);
- the option to receive marketing communications about offers and services from Guardian News & Media Limited;
- sending CVs to recruiters;
- adding your CV to the searchable CV database (“CV database”); and
- signing up for jobs by email (“Job alerts”).
- setting up a profile within the Jobs site (store your CV, add in personal details such as your most recent role, current job title and sector, salary expectations, whether you’re prepared to relocate, new role sector required etc) and whether recruiters can see your CV and profile)
If you have not registered for a Guardian account, you can still use some basic functions on the Jobs site such as:
- sending CVs to recruiters;
- adding your CV to the searchable CV database (“CV database”); and
- signing up for jobs by email (“Job alerts”).
- your IP address - a numerical code to identify your device, together with the country, region or city where you are based
- your geolocation data - your IP address can be used to find information about the latitude, longitude, altitude of your device, its direction of travel, your GPS data and data about connection with local Wi-Fi equipment
- information on how you interact with our services
- your browsing history of the content you have visited on our site, including how you were referred to our sites via other websites
- details of your computer, mobile, TV, tablet or other devices, for example, the unique device ID, unique vendor or advertising ID and browsers used to access our content
We will not collect special categories of data from you - such as personal data concerning your race, political opinions, religion, health or sexual orientation - unless you have chosen to provide that type of personal data to us.
Using your social media details to sign into your Guardian account
When you sign in to our site using your Facebook login details, you give permission to Facebook to share with us your email address and certain aspects of your Facebook profile if you have made these public on your Facebook profile. This only includes your first and last name, age range, link to your Facebook profile and profile picture. We do not have access to updates on your Facebook profile. If you use your Google login details, you give Google permission to share the personal data that you have made public in your Google profile. This only includes your first and last name, your email address and whether your email address has been validated, your age range, a link to your Google profile and, if you have one, your profile picture. If you register or sign in with your Apple ID, you give Apple permission to share your personal data with us. You can also choose to hide your email and Apple will create a random email address so your personal email can stay private.
This email address will be linked to your Guardian Jobs profile.
We will then use this personal data to form a profile for your Guardian account. If you remove the Jobs from your Facebook settings, or from your Google settings, or your Apple ID, we will no longer have access to this data. However, we will still have the personal data that we received when you first set up your Guardian account using your Facebook, Google login, or Apple ID.
Personal data when you post comments about the Guardian on other social media sites
If you have mentioned Guardian Jobs in posts on social media sites, then we may collect your social media handles. For example, when you mention the Guardian Jobs in a tweet, we may collect your Twitter handle.
How we collect personal data
We collect personal data when you:
- register as a user (name, email address and password);
- create a profile (country of residence, job sector and salary information) and upload documents (for example, your CV or cover letter);
- store a copy of your CV and any other information you provide when you send it to a recruiter directly through our website or if you add your CV to the searchable CV database; and
- contact us via email, social media, the Jobs app or similar technologies.
- attend our events
- enter surveys
- post in our online community
- sign up for marketing communications
- use mobile devices to access our content
- access and interact with our sites and app
- through cookies and other similar technology
- when you contact us via email, social media, our apps or similar technologies or when you mention us on social media
How we use your personal data
We use personal data collected through our site only when we have a valid reason and the legal grounds to do so. We determine the legal grounds based on the purposes for which we have collected your personal data.
Legal grounds for using your personal data
The legal ground may be one of the following:
- Consent: For example, where you have provided your consent for the CV you have added to our database to be viewed by recruiters. You can withdraw your consent at any time in your Guardian account by choosing “Who can view your profile” in the section “edit your profile”
- Performance of a contract with you (or in order to take steps prior to entering into a contract with you): To provide your job application to the company that advertised the position or the recruitment company. For example, where you have signed up for a Guardian account, we will need to collect your account details and profile information.
- Compliance with law: In some cases, we may have a legal obligation to use or keep your personal data.
- Our legitimate interests: Where it is necessary for us to understand how our services are used, promote our services and operate the Jobs site and app efficiently for the creation, publication and distribution of Guardian Jobs services Examples of when we rely on our legitimate interests to use your personal data include:
- To provide the services you sign up for, for example, setting up your Job Alerts, Job Match Emails or your Guardian Jobs profile and related internal administrative purposes (such as those we need for our accounting and records) and to make you aware of any changes to our services
- when we analyse what content has been viewed on our site, so that we can understand how it is used and improve our content
- to carry out marketing analyses to better understand your interests and preferences so that we can make our marketing more relevant to your interests and preferences. This includes when we promote our own products and services. For example, we look at what you have viewed on our site and what products and services you have bought (including what you have looked at and what products or services you have bought on our other platforms, for example Guardian Jobs). You can opt out from having your personal data used for marketing analyses by going into your account to the tab “emails and marketing”
- to show you personalised advertising by identifying your interests and to create “segments” of particular types of audiences so that we may show you advertisements that may be more relevant to your interests and the ‘’segments’’ you may be in. These ‘’segments’’ are also used to inform the building of custom audiences so that we can identify our audience across third party websites, such as social media platforms like Facebook. To find out more about our advertising standards, please click this link
- for internal administrative purposes related to when you use our services - such as our accounting and records - and to make you aware of any changes to our services
- to collect and log IP addresses to improve the website and monitor website usage
- to personalise our services (for example, so you can sign in) by remembering your settings, and recognising you when you sign in on different devices
- enabling you to share our content with others using social media or email
- when responding to your queries and to resolve complaints
Updating your personal data and your profile page on our sites
When you register with Guardian Jobs, you have access to a profile page where you can change and update your personal data. You can also manage your settings to control who can see your CV if you have one associated with your account.
When you create an account on the Jobs site and submit your CV details, we store your details on the main CV database. Depending on your settings, you can give recruiters access to them.
You may also update your marketing preferences in the “emails and marketing” tab in your account.
Personal data that we receive about you from other organisations
Adding to or combining the personal data you provide to us
When you sign up to our services we may add to the personal data you give us by combining it with other personal data shared with us by other trusted organisations. We may also add personal data to improve the accuracy of your delivery address when we send out mail. We may also obtain your personal data from partners whose offers we include in some of our marketing communications and we use this personal data to ensure that we do not send you irrelevant marketing.
Personal data shared by event partners
When you register or book a ticket for a Guardian Jobs event organised by an event partner, your registration data may be shared with us by the event partner.
Using children’s personal data
We do not aim any of our products or services directly at children under the age of 13 and we do not knowingly collect personal data about children under 13. Our service has a higher age restriction and this will be shown at the point of registration.
Security of your personal data
We have implemented appropriate technical and organisational controls to protect your personal data against unauthorised processing and against accidental loss, damage or destruction. You are responsible for choosing a secure password when we ask you to set up a password to access parts of our sites or apps. You should keep this password confidential and you should choose a password that you do not use on any other site. You should not share your password with anyone else, including anyone who works for us. Unfortunately, sending any information, including personal data, via the internet is not completely secure. Although we will do our best to protect your personal data once with us, we cannot guarantee the security of any personal data sent to our site while still in transit and so you provide it at your own risk.
Never disclose any private information in response to a job advertisement or include on your CV any of the following: National Insurance number, driving licence number, passport number, bank/credit card details and date of birth. If you are ever asked to do this by a recruiter please contact us. For more information about secure job searching click here.
When we share or sell your personal data
Within the Guardian group of companies
Depending on where you live, we may share your personal data within the Guardian group of companies in the UK, US, or Australia. We may share it in order to perform a contract with you, for administrative purposes, or when we have a legitimate interest in doing so. For example:
- If you are going to one of our events hosted by an event partner, we may share your personal data with that partner for event administration purposes
- Sometimes we may receive a letter, email or another form of communication from you that we consider to be significant to the history of the Guardian. We may decide to share this with the Guardian Archive run by the Guardian Foundation for historic and archiving purposes
- We may share your data to understand how you interact across our group products or to tailor and offer relevant advertising to you.
With external organisations
We share your personal data for One-off job applications and CV database
When you submit a one-off application through the Jobs website, we share it directly with the company who advertised the position. We will keep a copy of your CV for six months. However, sometimes you can also submit your CV directly to the company. In this case we do not receive a copy of your CV. When applying without a Jobs website profile, you have the option to store a copy of your CV on the main CV database. Recruiters can search the main CV database depending on your settings as explained above.
When you apply for jobs on the Jobs website and upload your CV, a copy is stored on the CV database. This database can only be searched by recruiters if you allow this in your settings. To control whether recruiters (or what particular recruiters) can see your CV on the database, you need to create a Jobs website profile and click on the settings that apply. If you choose to share your CV or personal details with recruiters, we ask them not to hold your CV for longer than is necessary and not to use your CV for purposes other than recruitment.
We share your personal data with other organisations that are not directly linked to us under the following circumstances:
Service providers - We may share your data with other organisations that provide services on our behalf. We may do this to perform a contract we have entered into with you, where it is in our legitimate interests or with your consent. Examples of when we may share your data with service providers include sharing with:
- website hosting providers, such as Madgex
- fraud management providers that help us to identify and prevent online fraud
- internet and cloud hosting services providers, such as Amazon Web Services (AWS)
- life-cycle engagement platforms such as Braze, to help us build and manage our campaigns
- software service providers such as Salesforce that assist us with our customer relationship management
- communications services providers, such as our podcast service provider called Acast
- error tracking software providers, such as Sentry and Google Firebase, to help us diagnose and fix errors and optimise the performance of our website and apps
- service providers that help us carry out analytics, facilitate audience creation and segmentation and to measure our audience engagement. For example, Permutive provides us with data management platform services
- service providers that help provide us with insights and analytics that help us to improve our products and services. For example, we use Google Analytics to understand how visitors engage with our sites or apps . If you don’t want Google Analytics to be used in your browser, you can install the ‘Google Analytics Opt-Out Browser Add-On’, provided by Google
- data management companies, such as Formstack, that help us collect data via online forms and surveys
Agencies and authorities if required by law - We may reveal your personal data to any law enforcement agency, court, regulator, government authority, or in connection with any legal action if we are required to do so to meet a legal or regulatory obligation, where the request is proportionate, or otherwise to protect our rights or the rights of anyone else (for example, in response to valid and properly served legal process such as subpoena or warrant). We will attempt to notify you prior to disclosing your data unless (i) prohibited by applicable law from doing so, or (ii) there are clear indications of unlawful conduct in connection with your use of GNM services.
Event sponsors and partners - we may share your personal data with sponsors of Guardian events and partners who we hold events with for marketing purposes when you have given your permission for us to do so.
Social media organisations - We may share your personal data with other organisations when our web pages use social plug-ins from these organisations (such as the “Facebook Recommend” function, Twitter’s retweet function, Google+ function). These other organisations may receive and use personal data about your visit to our site. If you browse the Jobs site, personal data they collect may be connected to your account on their site. For more information on how these organisations use personal data, please read their privacy policies.
Any organisations which access your data in the course of providing services on our behalf will be governed by strict contractual restrictions to make sure that they protect your data and keep to all data privacy laws that apply. We may also independently audit these service providers to make sure that they meet our standards.
International data transfers
Whenever we transfer your personal data out of the UK or the European Economic Area (EEA), we ensure similar protection and put in place at least one of these safeguards:
- We will only transfer your personal data to countries that have been found to provide an adequate level of protection for personal data.
- We may also use specific approved contracts that use Standard Contractual Clauses for the protection of personal data where appropriate, with our service providers that are based in countries outside the UK and EEA, including those based in the US and Australia. These contracts give your personal data the same protection it has in the UK and EEA.
You can contact us for further information about the relevant safeguards and standard data protection clauses for international transfers.
How long we keep your personal data
If you have applied for a particular job using the Jobs website and submitted your CV, we keep your CV on our database for six months. For some jobs advertised on the Jobs site, you will be redirected directly to the recruiter or employer and we will not receive your CV or application. We are not responsible for how recruiters or employers who have received your CV store your details or CV.
We will delete your Guardian Jobs profile and any remaining CV after 30 months of inactivity or make it anonymous by removing all your details that identify you. If we asked for your permission to process your personal data and we have no other lawful grounds to continue with that processing, and you withdraw your permission, we will delete your personal data. However, when you unsubscribe from marketing communications, we will keep your email address to ensure that we will not send you any marketing in future.
How we may contact you
From time to time we may send you service emails.
Marketing and Guardian Jobs Match Communications
When you have a Jobs website profile and/or added your CV to our searchable database you can choose to receive Job match emails that are tailored to your job preferences, for example, sector and location.
If you have opted in for theguardian.com marketing emails or signed up for Job Match emails through the Jobs site, you can receive marketing and general jobs newsletter emails and job match emails suggesting new vacancies. These may be based on your Guardian Job profile. You can unsubscribe from these emails by clicking the link at the bottom of each email.
If we have your permission, we may send you materials we think may interest you, such as new Guardian Jobs offers and updates. Depending on your marketing preferences, this may be by email, phone, SMS or post.
You can decide not to receive these emails at any time and will be able to “unsubscribe” directly by clicking a link in the email or through your email preferences in the tab “emails and marketing” when you are signed in to your Guardian account.
Sometimes we may contact you for market research purposes, for example about a survey. You can opt out from being contacted in this way by signing into your Guardian account and going to the tab “emails and marketing”.
Responding to your queries or complaints
If you have raised a query or a complaint with us, we may contact you to answer your query or to resolve your complaint.
Special Note to California Users
If you elect to use the “do not sell” button, we will not recontact you about that choice for at least 12 months.
Cookies and similar technologies
When you visit our site, we may collect personal data from you automatically using cookies or similar technologies. A cookie is a small file that can be placed on your device that allows us to recognise and remember you.
Your privacy and data protection rights with regard to the personal data that we hold about you
You have a number of rights with regard to the personal data that we hold about you and you can contact us with regard to the following rights in relation to your personal data:
- You have the right to receive a copy of the personal data we hold about you
- You have the right to correct the personal data we hold about you
- Where applicable, you may also have a right to receive a machine-readable copy of your personal data
- You also have the right to ask us to delete your personal data or restrict how it is used, consistent with the GDPR. There may be exceptions to the right to erasure for specific legal reasons which, if applicable, we will set out for you in response to your request
- Where applicable, you have the right to object to processing of your personal data for certain purposes
- Where you have provided us with consent to use your personal data, you can withdraw this at any time
- If you do not want us to use your personal data for marketing analysis, you can change your settings in the “Emails and marketing” tab of your Guardian Jobs account
If you would like to exercise any of your rights specified above, please email email@example.com or write to the Data Protection Officer at Guardian News & Media Limited, Kings Place, 90 York Way, London N1 9GU. We will deal with requests within one month.
We may need to request specific information from you to help us confirm your identity. If your request is complicated or if you have made a large number of requests, it may take us longer. We will let you know if we need longer than one month to respond. You will not have to pay a fee to obtain a copy of your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.
Your California privacy rights
Under the California Consumer Privacy Act, California Civil Code Section 1798.100, if you are a resident of California you may contact us with regard to the following rights in relation to your personal data:
- Right of Access: You have a right to request access to the personal data we may hold on you for the past twelve (12) months. You may submit up to two (2) requests per year of access to your personal data.
- Right to Opt-In/Opt-Out of Sale of Personal Data: For individuals sixteen (16) years or older, you have the right to opt-out of sale of personal data we may hold on you. You can exercise this right at any time by pressing the “California resident - Do not sell” link in the footer of every page. Right to Deletion: You also have the right to ask us to delete personal data we may hold on you or restrict how it is used. There may be exceptions to the right to deletion for specific legal reasons which, if applicable, we will set out for you in response to your request.
- Right to Non-Discrimination: We will not discriminate against you for exercising any of your California Consumer Privacy Act rights.
If you want to make any of these requests, please contact firstname.lastname@example.org or by calling our designated toll-free number (888) 777-6069. We will deal with requests for access to your personal data within forty-five (45) days for California-specific requests.
To help us respond as you expect, please specify that you are making a request under the California Consumer Privacy Act. We may need to request specific information from you to help us confirm your identity.
Your rights under the Australian Privacy Act
The Australian privacy Act has rules around how we handle your personal information that may be different to rules in other regions. These rules are set out in the Australian Privacy Principles in force under the Privacy Act 1988 (Cth) (the Australian privacy Act). We are required to treat your personal information in line with those principles, including to disclose to you what personal information we collect and how we use it, to store your information securely and to support you in exercising your rights.
Personal information we collect and use
When we refer to “personal data” throughout this policy, we are also referencing “personal information,” as it is defined under Australian law, which you can read about here.
Your rights to privacy are also protected by the Australian Privacy Act, including your:
- Right of access to the personal information held about you; and
- Right of correction to correct your information when it is incorrect.
Opt out of personalised advertising
Under the Australian Privacy Act, you have the right to opt out of the use of your personal information for the purpose of direct marketing, including in relation to personalised advertising. You can opt out of personalised advertising across our site at any time by going to Privacy Settings at the bottom of the page. You will still see non-personalised advertising.
If you have contacted us at email@example.com with a privacy related complaint and you are not satisfied with our handling of that complaint, you may refer that complaint to the Office of the Australian Information Commissioner:
GPO BOX 5218, Sydney NSW 2001
T 1300 363 992
Contact us for information about how we use your personal data
For individuals based outside the European Union, Australia or U.S.:
If you have any questions about how we use your personal data or if you have a concern about how your personal data is used, please contact the Data Protection Officer at Guardian News & Media Limited, Kings Place, 90 York Way, London N1 9GU. Or, email firstname.lastname@example.org.
Complaints will be dealt with by the Data Protection Team, and will be responded to within 30 days.
If you are not satisfied with the way your concern has been handled, you can refer your complaint to the Information Commissioner’s Office.
If you have a question about anything else, please see our Contact us page here.
For individuals based in the European Union:
Since we do not have an establishment in the European Union, we have appointed an EU based representative to serve as a direct contact for data protection authorities and individuals on our behalf, who can be contacted at email@example.com or MCF Legal Technology Solutions Limited, Riverside One, Sir John Rogerson's Quay, Dublin 2, Ireland.
- May 2021; General Update and alignment with Guardian Cookies Policy
- September 2018: removal of reference to Guardian Courses
- May 2018: changes to reflect the General Data Protection Regulation
- Dec 2016: changes to include information on Google Analytics
- July 2016: changes to include reference to the Guardian Jobs app
- May 2016: changes to include information on sharing data with service providers
- January 2016: changes to reflect an update to the CV database