How we handle your data

This notice explains how Explera Group ("Explera", "we") collects and uses personal data when you apply for a job, join our talent community or use this careers website. When you submit an application you are asked to confirm that you have read this notice and consent to the processing described here.

Who is responsible for your data

The Explera entity that is hiring for the role you apply to is the controller (data fiduciary) of your application. Talent-community profiles are held by Explera DMC Limited on behalf of the group. The entities, the laws that apply to them and their privacy contact are:

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Privacy contact for every entity: our contact form, with the topic "Data or privacy request"; the Explera recruitment team answers by email. South Korea: the privacy officer required by the Personal Information Protection Act (Art. 31) is the HR Director, Explera Korea, reachable through the same form.

What we collect

• Identity and contact details: name, email address, mobile number (stored in international E.164 format), country and city.
• Professional details: resume, cover letter, LinkedIn profile, current employer, years of experience, languages, notice period, and current and expected salary.
• Application documents, which every application must include: a recent photo of you (not asked for jobs in South Korea), a photo ID (passport or national ID card) and your highest education certificate (students: a marksheet or student ID). We use them to confirm your identity and qualifications and, if you are hired, for your employment record. Your ID is seen only by recruiters and HR of the hiring entity; interviewers see only your photo.
• Your answers to screening questions for the role.
• Records of the recruitment process: stage changes, interview schedules, recruiter notes, scorecards and offers.
• Video interview recordings: interviews held in the Explera video room are recorded (video and audio). You are told before joining and must agree to join; if you do not agree, we offer a phone or in-person interview instead. Recordings are seen only by the people involved in hiring for the role and are deleted together with your application data.
• Technical data: IP address (for spam protection and security logs) and the date and version of the consent you gave.
• Anonymous usage statistics: to improve the site we collect cookieless, anonymous statistics (pages viewed, page speed and clicks such as "Apply"), with no cookies and no personal data.
• Application drafts: while you fill in an application form, your typed answers (not your files) are saved only in your own browser on that device, until you submit the application or choose "Clear draft".

We do not ask for sensitive data such as religion, health, caste or biometric data. Please do not include it in your resume, and cover any such details (and numbers you do not need to show, such as an Aadhaar number) on your ID before uploading it. Your photo is used only to recognise you during the recruitment process; we do not use it for automated face recognition.

Why we use it

• To assess your application, contact you, arrange interviews and, if successful, make an offer and prepare your employment record.
• For talent-community members, to contact you about future roles in the countries and teams you choose.
• Only if you tick "Email me when a new job opens" when you join the talent community: at most one email a day listing new jobs that match your countries and teams. Every job alert email has a link to turn them off in one click.
• To meet legal obligations such as work-permit checks and record-keeping.
• To send updates by email and, only if you opt in, by WhatsApp.

Some roles use knock-out screening questions (for example, a required language level or work authorisation). A recruiter reviews every application; no decision is made solely by automated means.

Who can see it

Recruiters, HR staff and interviewers of the hiring entity, and the hiring manager for the role. Our service providers (hosting, email delivery and, if you opt in, WhatsApp Business) process data on our instructions. Because Explera operates in 6 countries, your data may be transferred between Explera entities in Hong Kong, India, Japan, New Zealand, South Korea and Thailand; each transfer is protected by intra-group agreements and the safeguards required by the laws above.

How long we keep it

We keep an application for the retention period shown in the table for the hiring entity, counted from the end of the recruitment process. After that period the record is automatically anonymised: personal details, documents and interview recordings are removed and only statistical data remains. If you are hired, your data moves to your employee record and our employee privacy notice applies.

Your rights

Depending on where you are, you can ask to access, correct, update, port or delete your data, withdraw consent, object to processing, nominate another person to exercise your rights (India) and complain to the data protection authority. Withdrawing consent does not affect processing already carried out.

• From your application status page you can withdraw your application or request deletion of your data at any time. Find your status link.
• Or send a request with the contact form (topic: Data or privacy request). We reply by email within 30 days, or sooner where local law requires.

Security

Data is encrypted in transit, resumes and application documents are stored in access-controlled storage and downloaded only through short-lived signed links, and access is limited to staff of the hiring entity with two-factor authentication.

Destination websites

This notice covers the careers website. Our brand websites (explera.co.th, explera.jp, explera.kr, explera.co.nz, explera.in, explerainc.com, expleradmc.com) have their own privacy notices.

Changes

We update this notice when our practices change. The version number above changes with every update, and we record which version you accepted.