Etihad Aviation Group Employee Recruitment Privacy Statement

This policy is about how Etihad Airways Group of Companies collects, processes, uses and discloses your information.

For information on how Air Seychelles collects, processes, uses and discloses your information, click here

Who we are

The entity responsible for your personal information is Etihad Aviation Group P.J.S.C. and its subsidiary companies.

Etihad Aviation Group P.J.S.C. is a Public Joint Stock Company established by Emiri Decree and incorporated in the Emirate of Abu Dhabi, United Arab Emirates. Etihad Aviation Group P.J.S.C. operates through various subsidiary companies, branch offices, operating divisions and departments. This privacy statement applies to all recruitment candidates of Etihad Aviation Group P.J.S.C. companies where it holds an interest of greater than 50% and exercises management control. This privacy statement does not however apply to employees of Alitalia Loyalty (Mille Miglia), and Jet Privilege which follow their own recruitment procedures.

You can find out more about us by clicking here

What this policy is about

This statement describes how we collect, process, use, disclose and transfer your personal information as a data controller. This statement covers all activities where we process your personal data during the recruitment process of any Etihad Group company.

Etihad Aviation Group P.J.S.C., and its subsidiaries (collectively referred to as "Etihad Group", “Etihad”, "we", "us"), takes its data protection and privacy responsibilities seriously.

This statement does not form part of any future contract of employment and does not provide you with any contractual right or place any contractual obligation on Etihad or its affiliates. Etihad may amend this statement at any time without prior notice and any amendment thereof will be published on the HR Intranet page.  Any amendment to this statement becomes effective upon publication.

Use of our websites is subject to our terms of use, and any products and services supplied are subject to our terms and conditions. By continuing to use this website you consent to our use of your personal data as described in this policy.

What personal information we collect and when and why we use it

In this section you can find out more about:

  • the types of personal information we collect
  • when we collect personal information
  • how we use personal information 

We will collect the following personal data from you at various stages of the recruitment process.

  • Personal Details: this includes your first name, maiden name and surname, date of birth, home address, home telephone number, marital status, gender;
  • Family Details: this includes your emergency contact information, spouse name, spouse contact information, children, parents and other relatives name;
  • Documentation Required Under Immigration Laws: this includes your nationality, passport data, national identification number, employee identification number, passport photo, information or documents sufficient to establish citizenship, identity and employment eligibility;
  • Resume and CV Information: this includes information contained in application letters, your resume or CV (e.g. employment and education history, professional qualifications, language and other skills, certifications, etc.), information necessary to complete a background check, details on performance management ratings, development programs planned and attended, e-learning programs, performance and development reviews, copies of work experience certificates and any other information provided by you to Etihad during the first phases of your application, your on boarding and (if applicable) your employment;
  • Interview records: this includes your responses to questions during the interview process and the results of any psychometric or other structured evaluation method we may use to decide whether you might be suitable for the role you have applied for.

Legal basis for using your data
We will only collect, use and share your personal information where we have an appropriate legal basis to do so. Appropriate legal bases include:

our legitimate interests as a commercial organisation to screen and evaluate candidates for possible employment at Etihad Group;

where processing your data is a necessary step before entering into a contract (of employment) for a job that you have applied for; and

To help you understand the legal grounds on which we process your data, please check the table below. There may be one or more legal basis applicable to the activities listed. These may be amended and updated from time to time.

Legal basis for using your data
Grid #What we use your information forFurther detailsLegal basis for using personal information

1.

To process your job application

In order for us to process your job application, we will need to process your personal information including your

  • name,
  • address,
  • email,
  • telephone,
  • passport,
  • annual income,
  • behavioral data (such as psychometric/online tests / logical reasoning), and
  • any other information contained in your personal CV.

Entry into a contract

In order to take steps at to enter into a contract of employment at your request.

2. 

To schedule an interview with you

We will need to process your personal information including your

  • name,
  • location,
  • email address,
  • telephone number,
  • video conferencing details, and
  • passport.

This information will be used to schedule an interview if your application successfully passes through the initial screening process.

Our legitimate interests

It is in our legitimate interests to actively seek potential candidates to fill vacancies that from time to time exist within Etihad Group.

3.

To register you with our website.

In order for us to register you on our website, we will need to process your personal information including your

  • name,
  • date of birth,
  • address,
  • email address, and
  • telephone number.

Our legitimate interests

It is in our legitimate interests to actively seek potential candidates to fill vacancies that from time to time exist within Etihad Group.

It is unlikely that this will override your interests or fundamental rights and freedoms which require protection of your personal data.

If you are a data subject protected by the GDPR you have rights to restrict or object to this processing, however please note that this may adversely affect our ability for you to be aware of or participate in recruitment activities that might interest you.

4.

To communicate with you about job opportunities.

In order for us to communicate with you about job vacancies in accordance to your stated preferences, or to answer any queries that you may send to us by e-mail, we will need to process your personal information including your

  • name,
  • date of birth,
  • address,
  • email address,
  • telephone number,
  • photograph,
  • passport information, and
  • annual income.

Our legitimate interests

It is in our legitimate interests to actively seek potential candidates to fill vacancies that from time to time exist within Etihad Group.

It is unlikely that this will override your interests or fundamental rights and freedoms which require protection of your personal data.

If you are a data subject protected by the GDPR you have rights to restrict or object to this processing, however please note that this may adversely affect our ability for you to be aware of or participate in recruitment activities that might interest you.

5.

On-boarding

In order for us to manage and administer your on-boarding process, including facilitating the process of obtaining the required education certificates, obtaining relevant clearances from the Abu Dhabi Government, issuing your employment contract, facilitating communications with the visa team for the purpose of obtaining the necessary immigration visas, and managing hotel and travel arrangements, we will need to process personal information about you such as

  • your name,
  • date of birth,
  • address,
  • email,
  • telephone,
  • next of kin,
  • photograph,
  • employee ID (for internal staff only), passport,
  • education,
  • past experience,
  • reference of former employee,
  • service letter,
  • pay slip,
  • police clearance,
  • vehicle registration details,
  • military service,
  • education qualifications,
  • spouse and children details, and
  • annual income.

We may also need to process special categories of personal data such as

  • criminal convictions (where permitted by law),
  • your medical information
  • introductory statement form (including information about your religion), and
  • taxpayer identification number.

 

Entry into a contract

In order to take steps to enter into a contract of employment at your request

6.

In the case that you start a legal claim against us and we need to defend that legal claim.

In order for us to defend the claim brought by you or a third party, we may need to process personal information that we have received from you. This may include your

  • name,
  • date of birth,
  • address,
  • email address,
  • telephone number,
  • next of kin,
  • photograph,
  • employee ID,
  • passport,
  • social security number
and other similar information about you.

Our legitimate interests

It is in our legitimate interests to be able to commence or defend legal claims as and when we consider it necessary for the protection of our business.  We will need to be able to process this information in order for us to instruct our legal counsel and fully defend ourselves against the claim you may bring.

It is unlikely that this will override your interests or fundamental rights and freedoms which require protection of your personal data.

7.

In the case that we start a legal claim against you.

In the event that we wish to commence a claim against you we may need to process personal information that we have received from you. This may include your

 

  • name,
  • date of birth,
  • address,
  • email address,
  • telephone number,
  • next of kin,
  • photograph,
  • employee ID,
  • passport,
  • social security number

and other similar information about you.

Our legitimate interests

It is in our legitimate interests to be able to commence or defend legal claims as and when we consider it necessary for the protection of our business.  We will need to be able to process this information in order for us to instruct our legal counsel and fully defend ourselves against the claim you may bring.

It is unlikely that this will override your interests or fundamental rights and freedoms which require protection of your personal data.

How we share information with others

We work closely with a number of trusted partners with whom we need to share information to help us provide our services:

  • our group or affiliate companies around the world, including other Etihad brands such as Etihad Cargo, Etihad Holidays and Etihad Guest ;
  • partner airlines where you are travelling on a booking which involves a codeshare;
  • Service providers who work with us to help provide our services, including local agents who help manage recruitment requirements at local outstations, and contractors who help us run our office operations;

If, in the future, we sell or transfer some or all of our business or assets to a third party, we may disclose or transfer information to a potential or actual third party purchaser of our business or assets.

How we protect and store your information

How we protect your information
We invest an appropriate level of resources to protect the security and confidentiality of personal information.

We offer the use of secure communication transmission software (known as "secure sockets layer" or "SSL") that encrypts all information you input to our website before it is sent to us. SSL is an industry standard encryption protocol and this ensures that the information is reasonably protected against unauthorised interception;

We also follow strict security procedures in the storage and disclosure of information which you have given us, to prevent unauthorised access to that information; and

We take all reasonable and appropriate steps to protect your personal information but cannot guarantee the security of any data you disclose to us via email or online.

Where you disclose information to us using our mobile app, please ensure that your device remains safe. We cannot be held responsible for any data misuse arising from unauthorised access to your device.

Storing your personal information
We will store your personal information for as long as is reasonably necessary for the purposes for which it was collected, as explained in this statement. Where your information is no longer required, we will ensure it is disposed of in a safe manner. In some circumstances we may need to store your personal information for longer periods of time, for instance where we are required to do so in accordance with legal, regulatory, tax, accounting requirements. Should you require information about how we retain particular information you can contact us at ethicscompliance@etihad.ae.

In specific circumstances we may store your personal information for longer periods of time so that we have an accurate record of your dealings with us in the event of any complaints or challenges, or if we reasonably believe there is a prospect of litigation relating to your personal information or dealings.

Updating your personal profile and preferences

At any time you can update or correct your personal profile. You can also change your preferences about the ways in which you would like us to communicate with you, including how you receive news updates from us or details of our latest job opportunities.

If you have an online account, the easiest way to do this is by logging into your account and changing your personal preferences (click here). You can also click the "unsubscribe" link that you will find in any online newsletters you receive, or contact us.

Opting-out of our services

The easiest way to opt-out of receiving further information from us is to update your personal profile by logging into your account online. You can do this by clicking here.

Each newsletter we send to you via email includes a link marked “unsubscribe”. Clicking on that link will take you to an easy way to opt-out of receiving future editions of that newsletter.

If you are having trouble opt-ing out of communications and no longer wish us to contact you, please let us know, by contacting us.

Accessing your personal information

In some countries, you have the right to see or access the personal information we hold about you. We may charge a small fee for processing this request, when the law allows us to do so. To enquire about receiving a copy of your data, please write to the Ethics & Compliance Office, Etihad Airways, PO Box 35566, Abu Dhabi, United Arab Emirates or click here to send your request via our website.

If you are concerned that any of the information we hold about you is incorrect, out of date or is being used inappropriately, please click here or write to the Ethics & Compliance Office and we will take appropriate steps to amend our records. These arrangements are in addition to any statutory rights you may have in your country to require us to rectify, cease processing and / or delete certain records, or to enforce privacy rights before a local data protection authority.

Transferring personal information globally

We operate our business on a global basis. The countries to which we commonly disclose your personal information include the United Arab Emirates ("UAE"), where we have our head offices, the United States of America ("USA"), United Kingdom ("UK") and the countries where you are flying to and from. Some of these countries, for example, the UAE and the USA, have laws which do not offer, in the opinion of the European Commission or other supervisory authorities, an adequate level of data protection.

We will always strive to adopt the highest standards of privacy protection, wherever your personal information is located, and adopt appropriate measures (consistent with locally applicable laws) to secure an adequate level of privacy protection. We will take appropriate steps to ensure that transfers of personal information are in accordance with applicable laws and carefully managed to protect your privacy rights and interests. Transfers will be limited to countries which are recognized as providing an adequate level of legal protection or where we can be satisfied that alternative arrangements are in place to protect your privacy rights. To this end:

  • we ensure transfers within Etihad Group will be covered by an agreement entered into by members of Etihad Group (called an "intra-group agreement") which contractually obliges each member of the Etihad Group to ensure that personal information receives an adequate and consistent level of protection wherever it is transferred within Etihad Group;
  • where we transfer your personal information outside Etihad or to third parties who help provide our products and services, we obtain contractual commitments from them to protect your personal information. Some of these assurances are well recognized certification schemes like the "EU - US Privacy Shield" for the protection of personal information transferred from within the European Union ("EU") to the USA; or
  • where we receive requests for information from government entities, international organisations or regulators, we carefully validate these requests to ensure that it is legally appropriate to share the requested personal information.

Retaining your personal information

We will keep your information for as long as required to manage your employment application, and provide any other services in connection with recruitment. Where your information is no longer required, we will ensure it is disposed of in a safe manner.

If you wish to object to our holding your information, please contact us.

Updates

We may amend this statement from time to time to keep it up to date with legal requirements and the way we operate our business. Please check these pages regularly for the latest version of this statement.

Cookies and mobile

Our policy on "cookies"
A cookie is an element of data that a website sends to your browser, which then stores it on your system. Cookies may collect personal information about you. Cookies allow us to understand who has seen which pages and advertisements, to determine how frequently particular pages are visited and to determine the most popular areas of our website. Cookies also allow us to make Etihad Websites more user-friendly by, for example, allowing us to take you to the language site of last use, so that we can give you a better experience when you return to our website.

Cookies will be deployed on your device when you visit Etihad Websites unless you indicate that you do not wish this to happen or if you have turned this feature 'off' in your web browser or device settings.

For more information about how our cookies work and information about how to manage your cookie settings please visit our Cookie Policy.

Your rights

If you are resident in the European Union or otherwise benefit from rights as a data subject under the EU General Data Protection Regulation ("GDPR"), you will have certain additional rights in relation to how we handle your personal information. 

To access your personal information
You have a right to request that we provide you with a copy of your personal information that we hold and you have the right to be informed of; (a) the source of your personal information; (b) the purposes, legal basis and methods of processing; (c) the data controller’s identity; and (d) the entities or categories of entities to whom your personal information may be transferred.

To seek rectification of that personal information
You have a right to request that we rectify inaccurate personal information. We may seek to verify the accuracy of the personal information before rectifying it.

We are not required to comply with your request to erase personal information if the processing of your personal information is necessary:

  • for compliance with a legal obligation; or
  • for the establishment, exercise or defence of legal claims.

To erase personal information;
You can also request that we erase your personal information in limited circumstances where:

  • ait is no longer needed for the purposes for which it was collected; or
  • you have withdrawn your consent (where the data processing was based on consent); or
  • following a successful exercise of the right to object (see right to object); or
  • it has been processed unlawfully; or
  • to comply with a legal obligation to which Etihad is subject.

To restrict the processing of your personal information;
You can ask us to restrict the processing of your personal information, but only where:

  • its accuracy is contested, to allow us to verify its accuracy; or
  • the processing is unlawful, but you do not want it erased; or
  • it is no longer needed for the purposes for which it was collected, but we still need it to establish, exercise or defend legal claims; or
  • you have exercised the right to object, and verification of overriding grounds is pending.

We can continue to use your personal information following a request for restriction, where:

  • we have your consent; or
  • to establish, exercise or defend legal claims; or
  • to protect the rights of another natural or legal person.

To transfer your personal information;
You can ask us to provide your personal information to you in a structured, commonly used, machine-readable format, or you can ask to have it transferred directly to another data controller, but in each case only where:

  • the processing is based on your consent or on the performance of a contract with you; and
  • the processing is carried out by automated means.

To object to the processing of personal information;
You can ask us to stop processing your data where our legitimate interest is our legal basis for doing so unless we can show compelling legitimate grounds for continuing to process your data which override your own interests, or where we need to do so in order to defend legal claims against Etihad Group;

To obtain a copy of personal information safeguards used for transfers outside your jurisdiction;
You can ask to obtain a copy of, or reference to, the safeguards under which your personal information is transferred outside of the European Union. We may redact data transfer agreements to protect commercial terms; and

To lodge a complaint with your local supervisory authority.
You have a right to lodge a complaint with your local supervisory authority if you have concerns about how we are processing your personal information.

We ask that you please attempt to resolve any issues with us first, although you have a right to contact your supervisory authority at any time. 

 

You may have other rights depending upon the country you are in. You may therefore have rights to lodge a complaint to a local privacy authority; however whether you lodge a complaint, and who you lodge it with, is solely your responsibility.

If you wish to access any of these rights, we may ask you for additional information to confirm your identity and for security purposes, in particular before disclosing personal information to you. We reserve the right to refuse to provide this additional information if your request is manifestly unfounded or excessive.

You can exercise your rights by contacting us at ethicscompliance@etihad.ae. Subject to legal and other permissible considerations, we will make every reasonable effort to honour your request promptly or inform you if we require further information in order to fulfil your request. 

We may not always be able to address your request fully, for example if it would impact the duty of confidentiality we owe to others, or if we are legally entitled to deal with the request in a different way.

Third party websites

Etihad Websites may link you to other websites. We are not responsible for the way in which third party websites operate or the way in which they may process any personal information which you provide to them. It is important that you understand this and check their respective privacy policies and terms of use.

Recruitment Fraud

We are aware of some people and organisations, unrelated to the Etihad group of companies, sending emails or otherwise contacting people to make fraudulent offers of employment. These people and organisations may request personal information or money from you in order to progress the application. We would strongly advise you never to provide your bank account or credit card details as part of an employment application.

During our recruitment process, where possible, you will be asked to meet face-to-face with a  representative of the Etihad Group of companies for an interview before any formal offer of employment is made. Video conferencing and telephone interview may be used in specific cases.

No member of the Etihad group of companies will ever ask for payment of any kind, including money transfers, from job applicants. We will never ask for advance payment from you for travel expenses or visas/work permits if your application is successful.

If you are asked for money in order to process or take up a job opportunity with us please treat it as fraudulent and contact us  immediately.

Contact

The primary point of contact for all issues arising from this privacy statement is the Etihad Aviation Group Data Protection Officer. The Data Protection Officer can be contacted in the following ways:

Please email us at ethicscompliance@etihad.ae or write to the Data Protection Officer, Etihad Aviation Group, PO Box 35566, Abu Dhabi, United Arab Emirates

If you have any questions, concerns or complaints regarding our compliance with this statement and the data protection laws, or if you wish to exercise your rights, we encourage you to first contact us. We will investigate and attempt to resolve complaints and disputes and will make every reasonable effort to honour your wish to exercise your rights as quickly as possible and in any event, within the timescales provided by data protection laws. 

To contact your data protection supervisory authority
In some countries, you may have a right to lodge a complaint with your local data protection supervisory authority. We ask that you please attempt to resolve any issues with us before your local supervisory authority.