Candidate Privacy Notice

Purpose

This Candidate Privacy Notice describes, in general terms, how InTalent Asia may collect, use, store, disclose, retain, and otherwise handle personal information relating to candidates and prospective candidates in connection with recruitment, executive search, talent sourcing, workforce solutions, and related business activities.

This Notice is intended to support transparency and to provide candidates with an overview of the company’s privacy related practices in this area. It should be read together with any broader website privacy materials, terms, and notices published by InTalent Asia from time to time.

Scope

This Notice applies generally to personal information relating to job applicants, prospective candidates, referred candidates, talent pool candidates, and other individuals whose details are submitted to or collected by InTalent Asia in connection with employment opportunities, recruitment related assessments, market mapping, client hiring requirements, or related candidate management activities.

This Notice may apply whether information is collected directly from the candidate or indirectly through referrals, publicly available professional sources, client interactions, job boards, social media platforms, or other lawful channels.

Information We May Collect

Depending on the nature of the role, service, engagement, or recruitment activity, InTalent Asia may collect or receive personal information such as:

• name, contact details, and location information
• curriculum vitae, resume, employment history, qualifications, skills, and experience
• job preferences, salary expectations, availability, notice period, and mobility information
• interview notes, screening observations, assessment results, and recruitment related feedback
• references, referee details, and verification related information where relevant
• communications, correspondence, and records of interactions with the company
• information available from professional networking platforms, job boards, or publicly accessible sources relevant to recruitment
• identity, right to work, background check, or compliance related information where relevant and lawfully required
• limited sensitive or special category information where voluntarily provided, clearly relevant, and lawfully permitted

In some cases, we may also receive personal information from clients, referees, publicly available sources, or third party platforms in connection with a role or recruitment related activity.

How We May Use Candidate Information

InTalent Asia may use candidate information for purposes such as:

• assessing suitability for current vacancies or assignments
• contacting candidates regarding roles, opportunities, interviews, assessments, or related recruitment activities
• sharing relevant candidate profiles or information with clients or affiliated entities where appropriate and relevant to hiring opportunities
• maintaining candidate records, talent pools, and recruitment databases
• conducting screening, shortlisting, evaluation, and interview coordination
• carrying out verification, compliance, due diligence, or background related steps where relevant and lawful
• communicating about future opportunities that may be relevant to the candidate’s background, experience, or interests
• improving recruitment processes, service quality, candidate engagement, operational administration, record keeping, analytics, or internal reporting
• complying with legal, regulatory, contractual, audit, or business requirements

Future Opportunities and Group Use

Where appropriate, InTalent Asia may retain candidate details in its systems for consideration in relation to future vacancies or opportunities that may be relevant to the candidate’s profile.

Candidate information may also, where relevant and appropriate, be considered for opportunities managed by affiliated entities, group companies, subsidiaries, clients, or partner organisations connected with InTalent Asia, provided such use is reasonably related to recruitment, talent sourcing, workforce solutions, or similar legitimate business purposes and is handled in accordance with applicable law and company privacy practices.

Communications and Candidate Safety

InTalent Asia may contact candidates by telephone, mobile phone, or email in connection with recruitment related matters.

Candidates should note that official communication from InTalent Asia is generally expected to come through phone calls, or email communications sent from official @intalent.asia email addresses. While the company may use other lawful communication tools in certain circumstances, candidates are encouraged to exercise caution in relation to suspicious messages, requests for money, or unofficial approaches.

InTalent Asia does not charge candidates for applying for roles through the company. If any person requests payment, deposits, fees, or other financial consideration while claiming to act for InTalent Asia, the candidate should treat the matter with caution and report it to the company.

Who We May Share Information With

Depending on the nature of the opportunity or service, InTalent Asia may share candidate information with:

• relevant internal personnel
• clients and prospective employers
• affiliated entities, subsidiaries, or group related businesses where relevant
• service providers or technology platforms supporting recruitment, communication, storage, administration, analytics, or compliance
• professional advisers, auditors, insurers, regulators, authorities, or other third parties where required or appropriate
• verification providers, background screening partners, or referees where relevant and lawful

Information may be shared on a need to know basis and subject to the nature of the role, business relationship, applicable law, and operational requirements.

Lawful Basis and Consent Related Points

Depending on the jurisdiction and circumstances, InTalent Asia may process candidate information on the basis of consent, pre contractual steps, legitimate business interests, compliance obligations, protection of legal rights, or other lawful grounds available under applicable privacy or data protection laws.

Where consent is relied upon in a particular situation, such consent may generally be withdrawn, subject to legal and operational limitations and the effect on ongoing recruitment processes.

Data Retention

InTalent Asia may retain candidate information for as long as reasonably necessary for recruitment, talent pooling, future opportunity matching, legal, compliance, audit, dispute resolution, record keeping, or legitimate business purposes, unless a longer or shorter period is required or permitted by applicable law.

Retention periods may vary depending on the nature of the information, the purpose for which it was collected, the status of the candidate’s application, legal obligations, operational needs, and relevant risk factors.

Security and Privacy Management

InTalent Asia seeks to apply reasonable and appropriate administrative, technical, and organisational measures to protect candidate information against unauthorised access, disclosure, misuse, alteration, or loss.

Where relevant, aspects of the company’s approach may be supported by management system and control practices aligned to ISO 27001 for information security and ISO 27701 for privacy information management, together with broader operational controls aligned to ISO 9001 where applicable.

However, no system, transmission, or storage arrangement can be guaranteed to be completely secure, and candidates should also use appropriate caution when sharing personal information electronically.

International Transfers

Given the nature of the company’s business and the possibility of international recruitment or support activities, candidate information may be stored, accessed, processed, or transferred across different jurisdictions where relevant to business operations, client requirements, recruitment activities, service delivery, technology hosting, or support functions.

Where appropriate, InTalent Asia may seek to use reasonable safeguards or contractual measures in relation to such transfers, taking into account applicable legal requirements and operational realities.

Candidate Rights

Subject to applicable law and jurisdiction, candidates may have rights in relation to their personal information, which may include rights to request access, correction, updating, deletion, restriction, objection, or withdrawal of consent in certain circumstances.

Such rights are not absolute and may be subject to legal exemptions, verification requirements, operational necessity, record keeping needs, contractual obligations, or other lawful limitations.

Reporting Concerns or Queries

Candidates who have questions, requests, or concerns relating to this Notice or to the handling of their personal information may contact InTalent Asia using the contact details below.

The company may request additional information to verify identity, clarify the request, or assess the applicable legal and operational position before responding.

Monitoring and Review

InTalent Asia may review and update this Candidate Privacy Notice from time to time to reflect changes in law, regulatory expectations, technology, business operations, internal processes, recruitment practices, or privacy management arrangements.

Policy Status

This Notice is intended to provide general information regarding InTalent Asia’s candidate privacy related practices. It does not form part of any contract and does not create guarantees or legally enforceable rights beyond those arising under applicable privacy or data protection laws.

InTalent Asia may interpret, amend, update, replace, or withdraw this Notice at any time, subject to applicable legal and regulatory requirements.

Related Standards and Policies

This Notice should be read together with the Full Privacy Policy, ESG Policy, Corporate Governance Policy, Business Ethics and Code of Conduct, Anti Bribery Policy, Supplier Code of Conduct, Candidate Safety related guidance, and other related notices or policies adopted by InTalent Asia from time to time.

Where relevant, privacy and information handling practices may also be supported through the company’s broader operational and management framework aligned to ISO 27001, ISO 27701, and ISO 9001.

Contact Us

If you have any questions regarding this Candidate Privacy Notice, or wish to raise a privacy related request or concern, you may contact:

• By email: legal@intalent.asia