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The company/organisation’s (The Institute of Ismaili Studies) careers site is powered by iKrut (www.ikrut.com) a web based recruitment application supplied by Zodo Ltd.

By submitting your application, you are agreeing for your information to be passed to that company/organisation and any sub processors Zodo uses in the provision of its services to the company.

Your personal information supplied when you apply for a job vacancy (and any additional details the company/organisation adds to your application) is stored on a secure database powered by servers within the UK. Data will not be kept for longer than is necessary in accordance with EU data protection regulations and any future contact we have with you will be for recruitment purposes only. Your details will be automatically deleted a maximum of 12 months from the date of submission unless you give the company/organisation specific permission to keep them for a further period. The company you have applied to may opt to delete your data sooner than 12 months.

What personal data do we collect?

• We collect and store the data you submit during the application process and/or the details you choose to submit into the talent pool of that employer. Typically this will be your contact information, experience and education, attachments, responses to screening questions but may include details on EEO monitoring questions as well.
• Your IP Address to identify where you are based
• Your login details (email address and password) should you create a candidate portal.
• Cookies, which allow us to understand the pages on our website that you visit.

We will maintain the confidentiality of and protect your information in accordance with our normal procedures and all applicable laws. We will only collect and process data in a fair and lawful manner. The personal data that we retain about you may include:

• Information relating to references and records relating to your application.
• Information about your health that is used to ensure compliance with health and safety and occupational health obligations when considering any health issues that may affect your ability to work to help us to accommodate any disability.
• Recording racial or ethnic origin or religious beliefs to fulfil our statutory obligations to ensure equality of opportunity at work.
• Information for security and fraud prevention purposes. We may in the course of your recruitment and from time to time during your career undertake appropriate security and credit reference checks. In some instances we may be required to provide certain information to a third party.

Why do we collect your data?

We collect your data so that the company you have applied to can consider your application for a specific job or for any possible opportunities in the future if you have submitted your details directly into their talent pool via the iKrut recruitment system, or they wish to contact you about future job opportunities they consider you would be suitable for.

Your Personal Data could be transferred to a third-party supplier if the company you apply to uses such external services (background checks, testing providers). Zodo will ensure compliance with relevant local laws in its duty as a data processor. Your details are stored on Zodo’s UK based servers.

You have the right to access and the right to rectify your personal data, whether submitted as an application or otherwise, by sending the employer a written request. Zodo will not process any requests in connection with the adjustment or removal of personal data by a candidate. This can only be done by the company and you will need to contact the company directly to do that.

Your data may also be disclosed to a third party vendor contracted by Zodo with responsibility for maintenance and development work within iKrut’s servers or for the provision of additional services within the iKrut hiring platform. Zodo will not disclose your data to any other third party unless required to do so by law or regulators.

Zodo may also contact you in order to gather information on the application process and issues you may have had at the time of submission. Zodo does not sell, rent or lease your personal data to any third parties.

Decisions made on your suitability for any role you have applied to or any role the employer considers you for in the future are solely at the discretion of the employer.

Additional data collected

You may be asked to submit a video profile via a sub processor partner company: Hippo Video. Your submitted video or videos are stored for 4 months on servers located in the US and then deleted.

In addition, should you be recruited, you may be asked to sign documents as part of your onboarding process. Those documents are digitally completed and a copy will be stored on Docusign.com. The document is deleted from Docusign 14 days after you have signed/completed it and it will also be retained for a period of 4 months inside iKrut.

You may request to have this data deleted at any stage by contacting the company you have submitted it to.

Your rights:

• You can choose to withdraw your application and request that the details are deleted. Please note the employer may wish to retain your details and applicable legislation in the country they are based may permit them to do this in certain circumstances. Please email: consent@ikrut.com stating clearly your name, the name of the company or organisation who you submitted your details to and confirm that you wish to have your details deleted so that The Institute of Ismaili Studies cannot contact you again.
• You have the right to apply directly to the employer if you do not wish to apply through iKrut.
• You have the right to edit your details though the employer may reserve the right to limit your ability to edit answers to screening questions if the employer considers your answers as part of the application process.

You confirm that information you submit as part of the job application process is complete and accurate. Providing false information during any of the steps of the application process will lead to your rejection.

Under the terms of GDPR, we need your authority to retain your personal data. By submitting this application you are confirming that the information you have provided is true and complete and agree to the processing of your data as outlined above.