Global Privacy Policy – Yello Recruitment Site

January 2023

1. Introduction

This Privacy Notice is intended to describe the practices EY follows in relation to Yello (“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.

Please note that some content of this Privacy Policy is not applicable if you apply for a position at one of the EY entities in the EU which are subject to the General Data Protection Regulation (“GDPR”).  Corresponding content is marked with a (*). 

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 (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 the EY entity that posted the position for which you are applying, or the EY entity with which you are engaged in any other way.

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 Amazon Web Services servers in Ireland and Frankfurt.

3. How does the Tool process personal data? 

The Tool support EY in conducting its recruitment activities. The Tool has two functionalities: (i) to act as a recruiting tool for the submission of job applications; and (ii) to act as a pool of applicants for job roles.

If you are a candidate or applicant, or make use of the Tool in another capacity, your personal data that is processed in the Tool is used for one or more of the following purposes:

  • Account creation;
  • Logging into Yello;
  • Sending invitations for, and managing, campus events;
  • Submission of job applications;
  • Conduct of digital interviews;
  • Processing, evaluating, and managing job applications;
  • Managing candidate nurturing and communication (for example, marketing emails in respect of those candidates/applicants who have opted into the talent pool);
  • Making job offers;
  • Scheduling interviews; and
  • Providing updates after interviews.

We base the processing of your personal data (depending on the country and stage of the recruitment process) in context of this Tool on one of the following legal grounds:

In the scope of the GDPR, the data are processed based on a pre-contractual relationship, your consent, legal obligations and/or legitimate interest.

Insofar we process your sensitive personal data, this will only be done to comply with a legal obligation to which the respective controller is subject, or - if you have voluntary provided the information - on the basis of your explicit consent. However, if you do not provide us with all or part of your personal data, we may not be able to fulfill some of the purposes of the processing. You have the right to withdraw your consent at any time. Please contact: global.data.protection@ey.com.

If you are an internal EY user of the Tool, your personal data that is processed in the Tool is used as follows:

  • Account creation;
  • Logging into Yello;
  • Creation of job requisitions and events;
  • Sending invitations for, and managing, campus events;
  • Conduct of digital interviews;
  • Assessment of job applications;
  • Managing candidate nurturing and communication; and
  • Selection of successful candidates for hiring;
  • Scheduling interviews;
  • Providing updates after interviews; and
  • Identifying interviewers.

Processing of your personal data is necessary 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:

  • Human Resource management, including performance reviews and recruitment; and
  • Success of EY’s recruiting practices, including sourcing, Recruiting, Selection and Hiring.

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). Please contact: global.data.protection@ey.com.

If you are a campus representative, your personal data that is processed in the Tool is used as follows:

  • Account creation;
  • Logging into the Tool;
  • Sending invitations for, and managing, campus events; and
  • may be processed during the selection of successful candidates for hiring.

4. What type of personal data is processed in the Tool?

If you are a candidate or applicant, or make use of the Tool in another capacity, and if legally permitted by EY under applicable law, the Tool may process these personal data categories:

  • Candidate profile information (name, contact details, educational information, resume/CV, languages spoken, geographic preferences, location, job applied for/job offered; 
  • Diversity information, photo;
  • Applicant information for a specific job requisition, interview information (*including via video/recorded interviews), assessment information, information pertaining to country-specific regulatory or operational requirements;
  • Sensitive personal data (racial and ethnic origin, health data, sexual orientation);
  • Government identifiers such as passport numbers, visa details and national ID numbers); and
  • Data related to (for the job relevant) criminal convictions will be collected but only in the form of a “yes” or a “no”. No further information on criminal convictions will be processed.

We obtain your personal data in various ways:

  • Provided by you. Some personal data we receive straight from you. Examples include information in your messages to us and information you enter in a web contact form or online portal.
  • Obtained internally. It is possible that we obtain your personal data from other EY systems. An example for clients is the data which is included into our CRM system. This data may come from the following sources:
    • Candidates/applicants themselves via registration in Yello; 
    • EY Partners, employees, or contractors (as a referral);
    • SuccessFactors/Employee Central;
    • SF Recruiting; and
    • EY tools such as CappFinity, Saville, Pymetrics, and HireVue.

If you are a campus representative, the Tool processes these personal data categories:

  • Name, email address, title, phone number, college/university department. This data is sourced from:
  • yourself; and
  • College/university websites or the college/university itself.

5. Sensitive personal data

According to the definition of the GDPR, 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.

The collection and processing of sensitive or special personal data may also be necessary in some countries where this is mandatory or required by applicable law:

  • Racial and ethnic origin;
  • Health data;
  • Sexual orientation;
  • Government identifiers such as passport numbers, visa details and national ID numbers; and
  • Data relating to criminal convictions (please note that only a “yes” or “no” is recorded via the Tool in relation to criminal convictions – no further information or details of those convictions is recorded).