Privacy Notice for Candidates

Privacy Notice for Candidate

INTRODUCTION

This Privacy Notice for Candidate was issued on October 1, 2024.
CP Axtra Public Company Limited (the “Company”) would like to advise you to be aware of and understand this Privacy Notice for Candidates, as it explains the processing of your personal data, such as collection, storage, use, disclosure, as well as your rights, etc.

1. Rationale and Justification

The Company recognizes the importance of your privacy and personal data, which is a fundamental right protected under the Constitution of the Kingdom of Thailand and the Universal Declaration of Human Rights. In addition, with the enactment of the Personal Data Protection Act, B.E. 2562 (2019) (“PDPA”), which was published in the Royal Gazette on May 27, 2019, the Company has issued this Privacy Notice for Candidates.

The term "personal data" refers to information relating to an individual that enables the identification of that individual, either directly or indirectly. However, it does not include data specifically concerning deceased persons. The term "individual" refers exclusively to natural persons.

2. Purposes

2.1 The Company collects, uses, processes, and/or discloses your personal data for the following purposes:

Purposes	Legal Basis
1. To assess your suitability for various job positions within the Company, both current and any potential future positions.	Based on either contractual necessity or legitimate interest, as the case may be.
2. To verify your identity and background, as well as the accuracy of the personal data and other information the Company has received from you.	Based on either contractual necessity or legitimate interest, as the case may be.
3. To communicate for scheduling, conducting job interviews, and requesting additional information regarding your job application.	Based on either contractual necessity or legitimate interest, as the case may be.
4. To comply with employment contracts, legal requirements, and/or regulations set by regulatory bodies and/or government agencies.	Based on legal obligations, legitimate interests, or contractual necessity, as the case may be.
5. To disclose information to affiliated companies for the purpose of assessing your suitability for various current or potential future positions, and to contact you regarding your job application.	Based on consent.
6. To create and maintain a database of job applicants with the Company.	Based on legitimate interests.
7. For investigation and legal proceedings, and to report or disclose information to government authorities as required by law, or when summoned or ordered by police, government agencies, courts, or other law enforcement entities. This includes establishing, complying with, exercising, or contesting legal claims.	Based on legal obligation

2.2 The Company collects, uses, processes, and/or discloses your personal data and sensitive personal data, such as medical test results, health information, disabilities, mental health information, or any other health-related limitations that may affect job performance, as well as criminal history, for the following purposes:

Purposed	Legal Basis
1. To analyze and develop your work potential, ensuring you can perform your duties accurately, or to provide assistance and recommendations to enhance overall work efficiency.	Based on legitimate interests and consent, in the case of sensitive personal data.
2. To ensure that your health is at a level that allows you to perform your duties effectively and that you do not have any contagious diseases.	Based on legitimate interests and consent, in the case of sensitive personal data.
3. To verify your criminal record.	Based on legitimate interests and consent, in the case of sensitive personal data.

3. Scope of the Privacy Notice

This Privacy Notice applies to job applicants, all types of employees under the Company's employment contracts, and third parties involved (such as your family members, individuals you have listed as emergency contacts, or references for background checks before joining the Company). If you disclose third-party personal data to the Company, you must obtain consent from those third parties prior to or at the time of disclosure (if legally required). By disclosing third-party personal data to the Company, you are deemed to have the legal rights or necessary consent for such disclosure.

4. Methods of Collecting Personal Data

The Company will collect your personal data from the following sources:

1. From You Directly: Application forms and other documents that you provide to the Company during the recruitment and hiring process and throughout your employment. This includes personal data of other individuals you provide, such as family members (parents, spouse, children), emergency contacts, and other references. The Company uses this information to manage human resources functions and/or to contact in case of emergencies.

2. Automatically from you: The company may automatically collect your personal data through various channels, such as the use of cookies or other similar technologies

3. Other source:

3.1. Employment agencies or organizations providing recruitment services (if you apply for a job through such agencies, please review the privacy policy issued by the respective company for further information).

3.2. Requesting references about you from your colleagues or former employers

3.3. Conducting other background checks within the scope and in accordance with the regulations prescribed by law.

3.4. Companies within the Charoen Pokphand Group (CP Group).

In collecting your personal data, you will be informed of the details as specified in this Privacy Notice for Candidates, including but not limited to the legal basis for collecting, using, or disclosing your data. If the law on personal data protection requires consent, the company will explicitly seek your consent, and will process your personal data once you have provided such consent

The company has collected your personal data as follows

1. Store as personal record

1.1. In a securely locked filing cabinet, accessible only to individuals responsible for using the data.

1.2. Sending documents contained in a securely sealed box to a company that provides document storage services, which has a secure system for document storage and destruction.

2. Stored in an electronic system on secure cloud and server (Human Resource Information System – HRIS or HUMATRIX, as applicable) with servers located in Thailand, including eLearning management systems, recruitment systems, performance evaluation systems, and other HR service systems, all of which have standard data security measures in place.

5. Retention Period

The company will retain your personal data and related documents for the necessary duration to achieve the specified purposes of processing that personal data. The retention period for personal data may vary depending on the purposes set for the collection of that personal data.

In the case of being selected and signing a contract as an employee of the company, the company will retain the personal data and related documents of the employee for the duration of their employment. After the employment period ends, the company will keep the personal data for 10 years to support the retrieval of information in the event of legal claims, in accordance with Section 193/30 of the Civil and Commercial Code, unless employment-related laws specify a longer retention period than what the company has established. In such cases, the company will retain the data for the duration specified by those laws. After that, all of your personal data will enter the company's data destruction process.

6. Contact Us

The company respects and values your rights and the protection of your personal data, and the company is well aware that you wish for your personal data collected, used, and/or disclosed by the company to be securely protected according to the purposes that have been communicated to you.

In addition, the company has implemented security measures to prevent unauthorized individuals from collecting or misusing your personal data. As the data controller, the company has appointed a Data Protection Officer to oversee the collection, use, and disclosure of personal data. Therefore, if you have any comments, suggestions, or questions regarding your personal data, you can contact us at:

Data Controller

CP Axtra Public Company Limited.

No. 1468 Phattanakan Road, Phattanakan Sub District, Suanluang Province Bangkok 10250

Tel. No. +66 (0) 2067-8999 ext. 9207

Fax +66 (0) 2067-9888

Website https://www.makro.co.th

E-mail PDPA-HR@cpaxtra.co.th or datasubject.request@lotuss.com

Data Protection Officer

Name-Surname To be announce by the Company

E-mail DPO@cpaxtra.co.th or DPOThailand@lotuss.com

7. Rights of Data Subjects

As a data subject, you have the rights to exercise your rights under the Personal Data Protection Act as follows:

1. The right to withdraw consent

2. The right to access and request a copy of personal data

3. The right to have personal data transmitted or transferred.

4. The right to request the correction of personal data to ensure it is accurate, up-to-date, and not misleading.

5. The right to request the deletion or destruction of personal data, or to anonymize that personal data.

6. The right to request the suspension of the use of personal data.

7. The right to object to the processing of personal data.

8. The right to lodge a complaint.

You can submit a request to exercise the above rights through

Tel. No. +66 (0) 2067-8999 ต่อ 9207

E-mail PDPA-HR@cpaxtra.co.th or datasubject.request@lotuss.com

In the event that the company, or our employees or staff, violate or fail to comply with the laws on personal data protection, you can lodge a complaint with the Office of the Personal Data Protection Committee in accordance with the guidelines prescribed by law.

8. Changes to the Privacy Notice for Candidates

The company may change this Privacy Notice for Candidates to align with any changes related to the processing of your personal data and in accordance with the Personal Data Protection Act or other relevant laws. The company will notify you of any significant changes along with the updated Privacy Notice for Candidates through this channel or other appropriate means. We recommend that you periodically review and stay informed about these changes.

Record of Amendment
Amendment Number	Effective Date	Details	Version
00	1 October 2024	First Draft	1.0