Employee Privacy Statement

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EMPLOYEE DATA PROTECTION AND PRIVACY STATEMENT

1. Who does this Data Protection and Privacy Statement apply to?
This Employee Data Protection and Privacy Statement applies to anyone who is, or has applied to become, an employee at the EXIM Bank.

2. What types of personal data will be processed by the EXIM Bank?
The personal data processed by us includes details you provide directly during:

  • Expressions of interest
  • Application and recruitment processes
  • Commencement and throughout your employment

This includes:

  • Contact Information: Name, mailing address, email address, telephone, and mobile number(s).
  • Identifiers: Tax-Payer Registration Number (TRN), driver’s license number, national ID, passport number.
  • Supporting Documentation: Information from referees or anything recorded during or after any interview process.
  • Biometric Data: Photographs and signatures.
  • Sensitive Personal Data: Health records, sexual orientation, and religion. Access to and sharing of this data is controlled very carefully.

If you apply to the Bank through our online recruitment service, your personal data will be stored in a database managed by a third-party provider. We may also process personal data from third parties related to recruitment activities.

When you provide personal data about others (e.g., names and contact details of parents, guardians, spouses, or children), you are encouraged to inform them that:

  • You are disclosing that information to the Bank.
  • If your application is successful, the information will be retained.
  • They can access that information by contacting the Bank’s Data Protection Officer.

Your personal data is securely created, stored, and transmitted in various paper and electronic formats. Access is limited to staff and third parties with legitimate interests for carrying out their duties.

3. Why do we need your personal data, what is our legal basis for processing it, and how will we use it?
We collect and process your personal data to:

  • Assess your application and, if successful, administer your employment.

If you choose not to provide your personal data, the Bank may not be able to consider you for employment.

Legal Basis for Processing:

  • Legitimate interest of the Bank to evaluate your application.
  • Compliance with the Financial Administration and Audit Act.

Specific Purposes for Processing Personal Data:

  • To determine and process pay and entitlements.
  • To correspond with you.
  • To comply with legislative reporting requirements.
  • To handle administrative matters such as security, parking, and IT.
  • For benchmarking, quality assurance, audits, and planning.
  • To manage advancement, separation, and fraud prevention.
  • For research, statistics, and statutory reporting.

The Bank is legally required to retain employee records for 60 years for pension or other purposes.

4. Who will the Bank share my personal data with?
Your personal data may be shared with:

  • Your nominated financial institution for salary payments.
  • The designated financial institution managing the Bank’s Pension Fund.
  • The insurance company managing the Bank’s Health Insurance.
  • The insurance company managing the Bank’s Life Insurance.

5. How will the Bank use my personal data after the application process?
If your application is successful, your personal data will become part of your employment record.

If your application is unsuccessful, we will manage your data according to the Bank’s Records Management Policy. Normally, your data is retained for consideration for future vacancies. However, if you wish to be removed from our database, email humanresources@eximbankja.com, copied to dpo@eximbankja.com, with the subject line: Remove from database.

6. What are my individual rights?
Under Jamaica’s Data Protection Act (DPA), you have the right to:

  • Access your personal data.
  • Consent to or decline direct marketing.
  • Know how your data is being processed and prevent processing.
  • Have your personal data rectified.
  • Prevent automated decision-making.

7. Who can I contact if I have questions about my personal data or wish to exercise my rights?
If you have any questions or wish to exercise your rights, contact the Bank’s Data Protection Officer at dpo@eximbankja.com.

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