TIAA Global Capabilities Privacy Notice for Candidates / Applicants

What is this Notice about?

TIAA Global Capabilities Private Limited (“TIAA” “we” or “us”) collects, uses, stores, processes and shares personal data about and pertaining to its candidates (“Candidates” “you” or “your”), who are identifiable by such data as an individual (“Personal Data”), for legitimate business purposes. TIAA Global Capabilities is committed to respecting the privacy of every candidate and we strive to take all reasonable efforts in the protection of your Personal Data available with us.

This TIAA Global Capabilities Privacy Notice for Candidates (“Notice”) sets out our principles for collecting, using, disclosing, and protecting Personal Data and the lawful purposes thereof, consistent with and in-accordance to TIAA policy, Digital Personal Data Protection Act, 2023 (Data Protection Act), other applicable Indian laws, and associated regulations for the time being in force. The purpose of this Notice is to provide you with an understanding on how we intend to collect, process, store, transfer and use your Personal Data and what we intend to use your Personal Data for.

If you receive an employment offer for TIAA Global Capabilities, you may receive additional requests for information, including a background check, subject to additional disclosures which will be covered separately at the time of your offer.

IMPORTANT: This Notice may be subject to further changes from time to time owing to circumstances, including but not limited to, changes in legislations and/or regulations, internal policy or business requirements. The updated versions of this Notice with changes will be available on our Workday careers section. We request that you visit intranet regularly to stay updated. Your accepting this Notice will imply your acceptance of such updates.

Who is covered by this Policy?

This Notice applies to all candidates of TIAA Global Capabilities, wherein candidates shall mean, those who are applying and interviewing at TIAA. For the purpose of this Notice, “TIAA” or “TIAA Group” shall mean each entity controlling, controlled by or under common control with TIAA Global Capabilities.

Personal Data

Personal Data may include, and is not limited to your name, date of birth, home address, photograph, official identifiers (such as Passport, PAN, Diving License, Voter ID), phone numbers, email addresses, marital status, sexual orientation, gender, bank account details, income details and tax related details, present and previous occupation and employer details, educational details, video footages and voice records, resumes containing these information collected through any mode or media, etc.

IMPORTANT TO UNDERSTAND

Your Consent:

By providing us your Personal Data, you:

  • Consent to the collection, storage, disclosure, processing, and transfer of your Personal Data for the purposes as disclosed in this Notice;
  • Acknowledge that you are providing your Personal Data out of your free will;
  • Consent that the collection, disclosure, storage, processing, and transfer of any Personal Data provided by you or any other information as disclosed under this Notice shall not cause any wrongful gain to you if the same is used for the purposes stated in this Notice;
  • Authorize us to transfer, share, and part with your Personal Data, across borders and from India and its jurisdiction to any other countries and jurisdictions across the world with our affiliates, agents, third party service providers, partners and other agencies for purposes specified under this Notice or as may be required or permitted by law; and

Purpose of use:

Personal Data relating to employment applicants / candidates may be used by TIAA Global Capabilities and by the entities specified in this Notice for business-related purposes including without limitation the following:

  • Administration and record maintenances of candidates;
  • Managing and administrating recruitment
  • To identify you and stay in touch with you regarding your application for employment directly or through our contracted third party vendors.
  • Maintaining contact details such as name, email address, postal address, and telephone number;
  • Verification and recording of educational and professional information including salary statements from present and previous employer;
  • Aggregating and sharing information with the third parties with whom TIAA has entered into contractual relationship for assistance in business operations;
  • Monitoring of candidates for the purposes outlined in TIAA Global Capabilities policies including inside the premises of TIAA or using the devises and networks of TIAA, to maintain cyber, data and personal security;
  • In case where interview(s) of candidates are conducted by TIAA Global Capabilities employees through any audio-video mode (including and not limited to video conferencing, Zoom, Microsoft Teams, Google Meet etc.,), permitting TIAA Global Capabilities and its employees conducting the interview(s) to either, record the video or take a screenshot of the interview video.
  • Facilitating internal and external audits and any regulatory obligations.

Retention & Disposal Requirements:

Personal Data may be held by TIAA and used as set out in this Notice for a time period of 7 (seven) years or as per applicable laws and regulations . TIAA is responsible to manage Personal Data of our Candidates and may also adhere to disposal of Candidate’s Personal Data once they are no longer associated with the organization as set out in TIAA internal policies and as applicable by laws and regulations. This disposal process will be initiated once the designated retention periods have expired.

Security of Personal Data:

We have adopted reasonable security practices and procedures as defined in TIAA’s information security policies and required under the relevant laws. We are dedicated to implementing robust adherence to all applicable laws and regulation to mitigate the consequences of potential data breach.

While we will endeavor to take reasonable and appropriate steps to keep secure any information which we hold about you and prevent unauthorized access, please be aware that no electronic medium/ security measure is entirely immune to potential risks.

We would take all practical and reasonable steps to intimate you in case of any unlikely event of unauthorized access, loss, destruction, or alteration your Personal Data and ensure to undertake all reasonable measures in compliance with the applicable law, to minimize the impact of such data breach. You agree that such measures are adequate.

YOUR RIGHT TO ACCESS, CORRECTION AND ERASURE:

If you need to access, update, correct or erase your Personal Data for any reason, you may send such requests, updates and corrections to the Recruiting team at DL_TATEAMINDIA@tiaa.orgOpens Email and we shall take all reasonable efforts to provide you with access to your Personal Data available with us, incorporate the changes or erase the Personal Data, as the case may be, within a reasonable period of time. The processing and acceptance of your request for erasure, will depend upon our retention policies and the applicable laws.

We may have to share your Personal Data with third parties or vendors with whom we enter into contractual relationship, for the purposes of receiving or providing assistance in business. In the event you wish to know the names and addresses of the third parties with whom your Personal Data has been disclosed, you may request us for such information by sending an email to DL_TATEAMINDIA@tiaa.orgOpens Email.

You have the right to nominate any individual to exercise your rights under the Data Protection Act or the rules made thereunder, in the unfortunate event of your death or incapacity due to unsoundness of mind or infirmity of body. If you wish to do so, kindly reach out to DL_TATEAMINDIA@tiaa.orgOpens Email.

REFUSAL AND WITHDRAWAL OF CONSENT

You have the option not to provide us with your Personal Data sought to be collected or withdraw your consent if you do not agree with the contents of this Notice. Our obligations and our ability to comply with the legal obligations may depend upon such Personal Data provided to us. Accordingly, if you choose not to provide us or withdraw the consent to process the Personal Data, we shall have the option not to consider you for TIAA opportunities for which we requested your Personal Data.

We shall cease the processing of your Personal Data, within a reasonable timeline of your request, unless such processing without your consent is required for serving legitimate purposes or is authorized under the provisions of law.

DATA PROTECTION OFFICER AND GRIEVANCE REDRESSAL OFFICER:

If you find any discrepancies or have any grievances in relation to the processing of information under this Notice, please write to Mr. Leon D’Souza, General Counsel, Chief Risk and Compliance Officer, at IndiaDataProtection@tiaa.orgOpens Email.