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Data Privacy Statement
Last updated: February 2023
Privacy Notice – SAP SuccessFactors Recruiting
1. Introduction
This Privacy Notice is intended to describe the practices EY follows in relation to the SAP SF Recruiting
(“Tool”) with respect to the privacy of all individuals whose personal data is processed and stored in the Tool.
This Privacy Notice should be read together with the ey.com Privacy Statement, and in case of any conflict
with the ey.com Privacy Statement, the terms of this Privacy Notice will prevail. Please read this Privacy
Notice carefully.
2. Who manages the Tool?
“EY” refers to one or more of the member firms of Ernst & Young Global Limited (“EYG”), each of which is
a separate legal entity and can determine the purposes and means for data processing in its own right (i.e. act
as a data controller or in a similar capacity). The entity that is acting as data controller (or similar capacity)
by providing this Tool on which your personal data will be processed and stored is:
For the personal data of EY personnel: The data controller is the EY entity which employs you.
For the personal data of third-party personnel (including EY clients): The data controller is the EY
local member firm with which the third party has a relationship.
You can find a list of local EY member firms and affiliates on the ey.com Privacy Statement.
The personal data in the Tool is shared by the above data controller with one or more member firms of EYG
(see “Who can access your personal data” section 6 below).
The Tool is hosted on servers externally by SAP Success Factors, which is hosted in data centers in St. Leon
Rot, Germany and Amsterdam, the Netherlands.
3. How does the tool process personal data?
The Tool will be EY’s Applicant Tracking System and support EY’s recruitment process including sourcing,
recruiting, selecting and hiring new employees and contractors. The SAP Offer Tool is integrated with SAP
AF Recruiting where SF Recruiting will receive offer letter information consisting of offer letter approvers,
offer letter status updates, identification numbers and signed offer letters.
Your personal data processed in the Tool is used to source, assess, select, and hire employees for EY job
openings.
EY relies on the following basis to legitimize the processing of your personal data in the Tool:
For the purposes of the legitimate interests pursued by the data controller or by a third party, except where
such interests are overridden by the interests or fundamental rights and freedoms of the data subject which
require protection of personal data. The specific legitimate interest(s) are legitimate interests in ensuring the
success of our recruitment practices, including sourcing, recruiting, selection and hiring of new employees.
You have the right to object at any time, on grounds relating to your particular situation, to the processing of
personal data concerning you based on the above legitimate interest(s).
4. What type of personal data is processed in the Tool?
The Tool processes these personal data categories:
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EY Partners / Employees / Contractors: Basic user contact and organizational data from
SuccessFactors Core HR (EC). As part of the recruiting process, for these individuals to be consider
internal candidates, mobility preferences, and personal contact information is included
External Candidates: Basic candidate profile information including First name, Last name, basic
contact information, and resume/CV, work experience, languages spoken, geographic preferences
Applicants: Information required to consider the candidate an applicant for a specific requisition
including candidate profile information above plus interview information, assessment information, and
offer details. Other data elements collected based on country specific regulatory or operational
requirements.
Agency representative contact information: First name, Last name and email address, name of agency
This data is sourced:
Directly by EY partners, employees or contractors
From a feed from other EY systems (SuccessFactors / Employee Central; Yello)
From the candidate or applicant themselves
From third parties in connection with your application such as referees, recruiters, organizations that
provide background checks and assessment results (e.g. CappFinity, Saville, Pymetrics, HireVue, RAI)
Information is sourced from SAP Offer Tool where SF Recruiting will receive information on offer
letters consisting of offer letter approvers, offer letter status updates, identification numbers and signed
offer letters.
5. Sensitive personal data
Sensitive personal data reveals your racial or ethnic origin, political opinions, religious or philosophical
beliefs, trade union membership, genetic data, biometric data, data concerning health or data concerning sex
life or sexual orientation and government identifiers such as passport numbers, visa details and national ID
numbers.
Sensitive personal data is collected on a country basis in the applications and / or Offer as requested by the
country based on regulatory or operational needs. For example, the Tool may collect sensitive personal data
such as race and sexual orientation for equal opportunities and diversity monitoring purposes.
6. Who can access your personal data?
Your personal data is accessed in the Tool by the following persons/teams:
EY Employees, Partners, and Contractors
EY Hiring Managers
Recruiters
Recruiting Talent Shared Services and Recruiting Coordinators
Sourcing Recruiters
Recruiting Leads
Global System Support
Global Reporting
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Candidates / Applicants
Staffing Agency representatives
SAP Support staff
Tata Consulting Services (TCS)
IBM IT Support Team
USER GROUP LOCATION PURPOSE ACCESS AMOUNT
Will have write access with
the ability to create a job
requisition to be approved.
May refer other Will have write access with
EY Employees, individuals for jobs. May ability to apply to EY
Partners, and Global apply as candidate for positions as internal 300,000
Contractors positions. May serve as candidates. Will have write
adhoc approvers. ability to add referrals. Will
have ability to approve
requisitions that are sent to
them.
Will have access to see job
The individual(s) from
requisition, review
the business that will
EY Hiring applicants and approve
Global ultimately manage this 100,000
Managers offers for the job
role and will make hiring
requisitions that they are
decision.
listed as hiring manager on.
The individuals Will have access to job
responsible for managing requisition, candidates,
Recruiters Global the overall sourcing, applicants and offer 1800
recruiting, selection and information for the jobs
hiring process. they are recruiting for.
Will have access to job
Recruiting
To support the recruiting requisition, candidates,
Talent Shared
process are given the applicants and offer
Services and Global 2500
Talent Transactional (TT) information for the job
Recruiting
and/or Admin Hub roles requisitions that they are
Coordinators
supporting.
Provide
Will have access to job
sourcing/recruiting
requisition, candidates,
support (ex. identifying
Sourcing applicants and offer
Global potential 350
Recruiters information for jobs
candidates/applicants for
requisitions that they are
various roles, interview
supporting.
support)
Provide oversight and Will have access to job
Recruiting leadership for recruiting requisition and candidate
Global 500
Leads team. Will have reports for the managerial
reporting role. regions they oversee.
Global System Canada, India, Granted to a limited Has overall access to 9
Support New Zealand, number of individuals at system data and
US, Poland EY to oversee and functionality required for
manage the tool at a system support
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global level including
overseeing
SuccessFactors
Recruiting support and
release activities.
Provides global reporting Has read only access
Global US, Poland, support. To create and required for report creation
8
Reporting India manage reports across all globally. Has permission to
data. create and run reports.
Has access to their own
To allow individuals to personal data. Has access
Candidates / express interest in EY to create, edit and delete
Global Unknown
Applicants and apply for any open data on their candidate
jobs. profile. Has access to apply
for any posted EY jobs.
Has access to add Has access to add
Staffing Agency
Global candidates that they are candidates that they are 500
representatives
referring as an agency referring as an agency
Has access to system data
SAP Support
EU IT Support and functionality required 3 to 5
staff
for system support
Has read/write/edit/delete
Tata Consulting access to all personal data
Services (TCS) Mexico and To provide system
in the Tool. Has access to a
India support
range of capabilities within
the Admin Center.
The access to
Multiple
this tool will be
(Canada, China,
given based on
Czech Republic,
need and role.
Hungary, India, To provide IT support For Level 2 and
Malaysia, Has read/write/edit/delete
Services including the
access to all personal data Level 3
IBM IT Support Mexico, Digital Talent System
Oceania, in the Tool. Has access to a support, access
Team Support Services to level
Philippines, range of capabilities within will be
2 and 3 operational and provided to 40
Poland, UK, the the Admin Center.
release management. (approx.) IBM
US, Costa Rica
IT support team
and Australia)
members.
The access rights detailed above involves transferring personal data in various jurisdictions (including
jurisdictions outside the European Union) in which EY operates (EY office locations are listed at
https://www.ey.com/en_gl/locations). An overview of EY network entities providing services to external
clients is accessible here (See Section 2 (About EY) - “View a list of EY member firms and affiliates”). EY
will process your personal data in the Tool in accordance with applicable law and professional regulations in
your jurisdiction. Transfers of personal data within the EY network are governed by EY’s Binding Corporate
Rules.
We transfer or disclose the personal data we collect to third-party service providers (and their subsidiaries
and affiliates) who are engaged by us to support our internal ancillary processes. For example, we engage
service providers to provide, run and support our IT infrastructure (such as identity management, hosting,
data analysis, back-up, security and cloud storage services) and for the storage and secure disposal of our
hard copy files. It is our policy to only use third-party service providers that are bound to maintain
appropriate levels of data protection, security and confidentiality, and that comply with any applicable legal
requirements for transferring personal data outside the jurisdiction in which it was originally collected.
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To the extent that personal data has been rendered anonymous in such a way that you or your device are no
longer reasonably identifiable, such information will be treated as non-personal data and the terms of this
Privacy Notice will not apply.
For data collected in the European Economic Area (EEA) or which relates to individuals in the EEA, EY
requires an appropriate transfer mechanism as necessary to comply with applicable law. The transfer of
personal data from the Tool to SAP Success Factors, recruiters and agencies and Tata Consulting Services
(TCS) and IBM, are governed by agreements which includes standard data protection clauses adopted by the
European Commission.
7. Data retention
Our policy is to retain personal data only for as long as it is needed for the purposes described in the section
“How does the Tool process personal data”. Retention periods vary in different jurisdictions and are set in
accordance with local regulatory and professional retention requirements. In order to meet our professional
and legal requirements, to establish, exercise or defend our legal rights and for archiving and historical
purposes, we need to retain information for significant periods of time.
The policies and/or procedures for the retention of personal data in the Tool are:
If you are an EY user of the Tool: in accordance with the EY Records Retention Global Policy and the
relevant Country Retention Schedule. The retention period is triggered based on the last activity date.
If you are an external candidate / applicant or otherwise not an EY user of the Tool: your data will be
held in line with your country retention regulations. The retention period is triggered based on the last
activity date.
After the end of the data retention period, your personal data will be deleted.
8. Security
EY protects the confidentiality and security of information it obtains in the course of its business. Access to
such information is limited, and policies and procedures are in place that are designed to safeguard the
information from loss, misuse and improper disclosure. Additional information regarding our approach to
data protection and information security is available in our ey-protecting-your-data-2018.pdf brochure.
9. Controlling your personal data
EY will not transfer your personal data to third parties (other than any external parties referred to in section 6
above) unless we have your permission or are required by law to do so.
10. Your rights in relation to your personal data
Depending on the applicable jurisdiction, you may have certain rights in relation to your personal data,
including:
To request details of the personal data EY processes about you and to access the personal data that EY
processes about you
To have your personal data corrected, for example, if it is incomplete or incorrect
To restrict or object to the processing of personal data or request the erasure of your personal data
To receive a copy of the personal data which you have provided to EY in a structured, commonly used
and machine-readable format which you can re-use for your own purposes (known as “data
portability”)
Where you have provided consent to the processing of your personal data, the right to withdraw your
consent.
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The right to complain to a data protection authority (see section “Complaints”)
If you have any questions about how EY processes your personal data or your rights related to your personal
data, please send an e-mail to global.data.protection@ey.com.
11. Complaints
If you are concerned about an alleged breach of privacy law or any other regulation, contact EY’s Global
Privacy Leader, Office of the General Counsel, 6 More London Place, London, SE1 2DA,United Kingdom or
via email at global.data.protection@ey.com or via your usual EY representative. An EY Privacy Leader will
investigate your complaint and provide information about how it will be handled and resolved.
If you are not satisfied with how EY resolved your complaint, you may have the right to complain to your
country’s data protection authority. You may also have the right to refer the matter to a court of competent
jurisdiction.
Certain EY member firms in countries outside the European Union (EU) and the UK have appointed
representatives in the EU and the UK respectively to act on their behalf if, and when, they undertake data
processing activities to which the EU General Data Protection Regulation (GDPR) and/or the UK General
Data Protection Regulation (UK GDPR) applies. Further information and the contact details of these
representatives are available below:
EU data protection representative | EY
UK Data protection representative (ey.com)
12. Contact us
If you have additional questions or concerns, contact your usual EY representative or email
global.data.protection@ey.com.
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