Candidate Privacy Notice

Last Updated: 29 November 2021

This document tells you how we use your information if you’ve applied for a job role with us, sent us your CV on a speculative basis or we’ve otherwise approached you for a job role.  You can find out more about the purposes we will collect and use your personal data for, and other important information, below.

Introduction

Your privacy is important to us and maintaining your trust is a priority. This Privacy Notice has been developed to give you clear information about how your Personal Data is collected and used. 

1. Who are we?  

In this Privacy Notice, “we”, “us” or “our” refers to the respective entity (and/or entities) responsible for your personal data (sometimes referred to as a “controller” or “controlling entity).  Depending upon where in the world you are located this could be: Saudi Arabian Oil Company (“Saudi Aramco”), and/or a wholly owned subsidiary of Saudi Aramco, including Aramco Overseas Company UK Ltd, Aramco Services Company, Aramco Asia Company Ltd (collectively “Recruitment Office”) in all cases, for the recruitment related activities described in this Privacy Notice.  The controller(s) / controlling entity of your Personal Data based upon the country you are applying from are listed here

2. When this Privacy Notice is applicable

This Privacy Notice applies to all individuals who are candidates for positions at Saudi Aramco and dependents, as relevant (collectively, “Candidates” or “You”).   This Privacy Notice applies to such positions which are advertised by Saudi Aramco or on Saudi Aramco’s behalf by other entities around the world. 

3. Information we collect and use

When you have been approached about, applied for or otherwise have contacted us about a job role at Saudi Aramco, we will collect Personal Data about you.  The types of Personal Data we collect is explained in more detail below.

We typically gather this information directly from you, recruitment agents (as applicable) and in some cases by finding suitable candidates from job boards or via relevant social media sites (namely, LinkedIn).  We will only use your Personal Data if we have a good reason for doing so, we think it is ethically sound and the law allows us to use it. 

During the recruitment process

During the recruitment process, we will collect, process and use your Personal Data (including where you provide it, any more sensitive types of Personal Data) as required for the role you are applying for, to allow us to manage the recruitment process (e.g. reviewing your application, scheduling interviews, extending offers and pre-on-boarding checks and relocation). 

After the recruitment process

We shall continue to store and process your Personal Data following your application.  If you’re successful, this will be used in the context of your employment file by Saudi Aramco.  If unsuccessful or you chose not to proceed, we shall store and process limited Personal Data for record keeping purposes and to contact you for other open positions which may be relevant. 

If you would like more information, we’ve set out a more detailed breakdown below. 

Categories of Personal Data, Purposes of Processing and Lawful Basis

Category of Personal DataPurpose of ProcessingFor the purpose of relevant data privacy law (or equivalent as applicable), what is the Lawful BasisWhen the data is collected
Contact information First name, last name, phone, email, address.For identification purposes and to contact candidates.Legitimate interest.At the initial application submission by the applicable Recruitment Office (as determined by your location – please see the Annex for more information on this).
Background Check Information   We may use your Personal Data and your dependant family Personal Data to carry out reference checks and other background checks required by applicable laws.  We may need information such as length of service, professional and other work-related licenses, memberships, permits and certifications held, conflict of interest information, date of birth, graduation date, degree and institution, name and contact information for your references, government issued IDs, national insurance number, social security number and criminal records and/or credit reports as allowed by applicable law.  Background checks.With your Consent. Only requested if a contingent offer is made by Saudi Aramco. The Personal Data will be collected by the applicable Recruitment Office (as determined by your location – please see the Annex for more information on this).
Visa Medical   Medical history, immunization records, X-rays, blood tests, and physical examination records.Required for the purpose of carrying out medical checks as required by the government for visa processing.With your Consent; and as required by applicable laws in the country of anticipated employment.Only requested if a contingent offer is made by Saudi Aramco. The Personal Data will be collected by the applicable Recruitment Office (as determined by your location – please see the Annex for more information on this).  
Work Permit / Visa Clearance Information as required by relevant authorities   As required by relevant authorities this may include: age, date of birth, marital status, nationality, copy of driving license, passport, birth and marriage certificates, evidence of marriage dissolution, evidence of your right to work in Saudi Arabia or any other country/region as required, and relevant national immigration status.  For the purpose of applying for relevant country visas/ residence/ work permits.With your Consent; and as required by applicable laws in the country of anticipated employment.Only requested if a contingent offer is made by Saudi Aramco. The Personal Data will be collected by the applicable Recruitment Office (as determined by your location – please see the Annex for more information on this).
Emergency Contact Details   Next of kin, emergency contact and death benefit nominee(s) information.  In the event of emergencies, contacting your emergency contact person(s).  With your Consent; or Legitimate Interest.Only requested if a contingent offer is made by Saudi Aramco. The Personal Data will be collected by the applicable Recruitment Office (as determined by your location – please see the Annex for more information on this).  
Payroll Alignment, Compensation Packages and Relocation for Assignments   Salary history (e.g. copies of pay slips), pension and benefits information, gender and nationality.  This Personal Data may be relevant for purposes of determining offer and package for candidates proceeding to next steps of recruitment. With your Consent; or Legitimate interest.Only requested if a contingent offer is made by Saudi Aramco. The Personal Data will be collected by the applicable Recruitment Office (as determined by your location – please see the Annex for more information on this).  
Employment information and work experience   Hiring start date, changes or interruption from employment including protected return to work dates, full employment records (including relevant contract, terms and conditions, job titles, work history, working hours, promotion, training records and professional memberships).   We may also require your compensation details.  Relevant for understanding (i) where you are in your career, (ii) determine suitability of you to the role in question, (iii) career planning, and (iv) determining suitability for possible other roles. Legitimate interest.At the initial application submission by the applicable Recruitment Office (as determined by your location – please see the Annex for more information on this).
Workplace Location   Location of employment or workplace.  Relevant for determining suitability. Legitimate interest.At the initial application submission by the applicable Recruitment Office (as determined by your location – please see the Annex for more information on this).  
Education/certification Education (diplomas, certificates, licenses etc.), professional memberships, language skills, information about your career aspiration and mobility.  Relevant for determining suitability. Legitimate interests.At the initial application submission by the applicable Recruitment Office (as determined by your location – please see the Annex for more information on this).  
School Records   School records of dependent family members.Relevant for determining dependent family eligibility for In-kingdom Saudi Aramco schooling. Legitimate interests.Only requested if a contingent offer is made by Saudi Aramco. The Personal Data will be collected by the applicable Recruitment Office (as determined by your location – please see the Annex for more information on this).  
Reporting and Analytics Pseudonymised and aggregated information on Candidates.To conduct data analytics studies, to review and better understand the suitability of our Candidates, our end-to-end recruitment processes and other insights from such process.Legitimate interest.This relates to Personal Data collected at both the application stage and the contingent offer stage. The Personal Data will be collected by the applicable Recruitment Office (as determined by your location – please see the Annex for more information on this).  
Internal Auditing All Personal Data listed in the following job categories; Contact Information,Work Permit / Visa Clearance Information, Payroll Alignment, Compensation Packages and Relocation for Assignments, Workplace Location, Education/certification, School Records, and Reporting and Analytics. Where practicable to do so, we will Pseudonymise and aggregate personal information.To carry out internal auditing ensuring compliance with internal policies and administrative procedures.Legitimate interest.This relates to Personal Data collected at both the application stage and the contingent offer stage. The Personal Data will be collected by the applicable Recruitment Office (as determined by your location – please see the Annex for more information on this).  
Legal and Compliance   We may need to use some of your Personal Data to comply with our legal obligations under applicable laws, respond to legal requests, administrative or judicial process, or to otherwise defend our legal rights.Complying with applicable laws, lawful requests and/or defending or protecting legal rights.Compliance with applicable law and legitimate interests.This relates to Personal Data collected at both the application stage and the contingent offer stage. The personal data will be collected by the applicable Recruitment Office (as determined by your location – please see the Annex for more information on this).  

Some of the purposes will overlap and there can be several grounds which justify our use of your Personal Data.

3. How we might share your Personal Data?

We may share your Personal Data with subsidiaries and affiliated companies of Saudi Aramco or other third parties.

We may need to do this:

  • Where we need assistance from third parties to grant you access to our careers website (the Site) and facilitate posting of information, content and/or otherwise operate the Site;
  • Where we have a public interest or legal duty to do so (e.g., assisting with detection of crime, regulatory reporting, litigation, or defending legal rights);
  • Where we have a duty to disclose to a competent public authority, government or regulatory agency where necessary to comply with a legal or regulatory compliance obligation which Saudi Aramco or its subsidiary / affiliated entity is subject to or as permitted by applicable local law;
  • In the event of a reorganization, merger, divestment or other sale of some or all of our assets or stock, to any successor;
  • Where required to our professional advisers or consultants, including lawyers, bankers, auditors, accountants and insurers providing consultancy, legal, banking, audit, accounting or insurance services to us;
  • To third party suppliers and vendors who we use to support our business, including but not limited to the operation, features and functionality of this Site, and those who provide information technology and system administration services to us; and/or
  • We asked for your permission to share your Personal Data and you agreed.

If you're successful in your application for a position at Saudi Aramco, your Personal Data collected during the application process, and Personal Data about your application process, will then be retained by Saudi Aramco as part of your employee records and processed in accordance with Saudi Aramco corporate policies, procedures and employee privacy notice. 

4. How we protect and handle your Personal Data

We use robust technical and organizational measures to protect any Personal Data we process about you. All personnel who have access to your Personal Data operate under strict corporate guidelines to ensure the protection of the data and compliance with applicable local data protection laws and regulations.

5. International Data Transfers

We store and process your Personal Data in various jurisdictions and share your Personal Data with Saudi Aramco located in the Kingdom of Saudi Arabia. 

Your Personal Data may be shared with and processed by Saudi Aramco or via other Saudi Aramco subsidiaries and affiliates either within or outside of the country in which your Personal Data was collected.  The laws on processing such Personal Data, including the types of information that are classed as Personal Data, in these locations may be less stringent than in your country. It may also be processed by staff operating outside of your country. We will take all steps reasonably necessary and/or required by applicable data protection laws to ensure that your information is treated securely and in accordance with this Privacy Notice and applicable law.

If you are located within the UK or the European Economic Area (or “EEA”), our lawful basis for transfer of your Personal Data to Saudi Arabia is pre-contractual measures taken on your request, following your submission of your job application. 

6. How long do we keep your Personal Data?

We shall retain information for as long as is required in order to comply with our legal obligations, to resolve disputes and to enforce our contractual agreements, or as necessary for our legitimate interests, such as with your consent to consider you for other current and future employment opportunities at Saudi Aramco. 

If you're successful in your application for a position at Saudi Aramco, we will retain your Personal Data collected during the application process, and Personal Data about your application process as described below, and in the case of Saudi Aramco it will be retained thereafter as part of your employee records.

In successful cases (and subject to any local laws and regulations), we will store a limited amount of your Personal Data for up to 3 years following any recruitment process which you’ve been involved in.  This Personal Data may include name and contact information; date of application; and outcome of application process. This is within our legitimate business interests to ensure that we know who has applied for certain roles during a period of time, we can learn from that process and also have a record in the event any legal action or claim should arise in the future.

The Recruitment Office will delete Personal Data not required any more following the end of a successful application process within 2 months following the conclusion of your process and onboarding to Saudi Aramco.   This Personal Data to be deleted within this period of time may include but is not limited to: background check information; visa medical; work permit/visa clearance information; emergency contact details, payroll alignment, compensation packages, relocation for assignments, and education/certification, school records.   Saudi Aramco will retain all such Personal Data thereafter as part of your employee records and shall retain in accordance with its internal employee privacy notice and retention policy.

If you’re unsuccessful in your application or otherwise withdraw your application for a position, and you still wish to be considered for other similar opportunities, we shall retain your name and contact information, employment information and work experience, workplace location, education/certification as described above, in compliance with applicable laws and regulations for a period of 3 years.  During the 3-year period, we shall email you annually to remind you that we are storing your Personal Data and to provide you with the right to object and the request to update any outdated or inaccurate information.

If you are unsuccessful in your application, the Recruitment Office will delete Personal Data listed above not required any more, within 2 months following the conclusion of your application.   This Personal Data includes but is not limited to: background check information; visa medical; work permit/visa clearance information; emergency contact details, payroll alignment, compensation packages, relocation for assignments, education/certification, and school records.   Saudi Aramco will delete such Personal Data for within 3 years following the conclusion of this process.  This retention of Personal Data is within our  legitimate business interests to ensure that we have a complete record in the event any questions from you following the end of the application process; and in the case of Saudi Aramco, this Personal Data is retained for a longer period of time within Saudi Aramco’s legitimate interests for the purposes of internal auditing and/or in the event that any legal action or claim arising following the conclusion of the application process.  

If we don’t need to retain your Personal Data for the periods of time set out above, we may destroy, delete or anonymize it more promptly. 

7. Your Rights

You have rights regarding your Personal Data which varies depending upon applicable data privacy and protection laws.   For example, you may have some of the following rights in relation to our processing of your Personal Data:

• Access: the right to access your Personal data by requesting this from us;

• Correct: the right to rectify your Personal Data (add to or update/correct some of your Personal Data);

• Erase: the right to request the erasure of some or all of your Personal Data where the processing is no longer required or permitted under law;

• Restrict:  the right to restrict the processing of your Personal Data

• Automated Decision Making: the right not to be subjected to automated decision making;

Notice: the right (in some cases) to be notified of any personal data protection breach;

Object: the right to object to the processing of your Personal Data;

• Withdraw consent: as applicable, the right to withdraw your consent to the processing of your Personal Data; and/or

• Portability: as applicable, the right to data portability.

To assert any of the above listed rights to your Personal Data please . 

You also have the right to lodge a complaint with your data protection authority.

8. Contact

If you have any questions regarding this Privacy Notice, please contact:

Primary Contacts – Recruitment Offices based upon the location you are applying from (please see Annex here)Contact Details
Aramco Overseas Company (AOC)Email: AOCDataPrivacy@aramcooverseas.com
 Address:  Aramco Overseas Company UK Ltd, Attn: Staffing Services, 10 Portman Square, London, W1H 6AZ, United Kingdom  
Aramco Services Company (ASC)Phone: +1 (713) 432-4000  
 Address: Aramco Services Company, Attn: Staffing Services, Two Allen Center, 1200, Smith St, TX 77002, Houston  
Saudi Aramco Asia Company (SAAC)Email: AAS-info@aramcoasia.com  
 Address: Aramco Asia Singapore Pte. Ltd., Attn: Staffing Services, OUE Bayfront, 50 Collyer Quay #13-01, 049321, Singapore  
Saudi Arabian Oil Company (Saudi Aramco)  Please contact the relevant Recruitment Office above.  If you’re unsure about which Recruitment Office is applicable to your location, please see the Annex here.    

9. Changes to this Privacy Notice

Any changes we make to this Privacy Notice in the future will be posted on this Site.  Please check this Site for any changes or updates. 

10. Revision History

29 November 2021 – version 1.0 published.

Annex: List of Controller(s) / Controlling Entity (Entities)

Country that you (the Candidate) is applying fromController(s) / Controlling Entity (Entities)  
Bangladesh
Brunei Darussalam
Bhutan
China
Cook Islands
Fiji
Micronesia, Federated States of
Hong Kong
India
Indonesia
Kazakhstan
Kyrgyzstan
Cambodia
Kiribati
Korea, Republic of
Lao People's Democratic Republic
Sri Lanka
Macao
Maldives
Marshall Islands
Mongolia
Malaysia
Niue
Nepal
Nauru
New Zealand
Palau
Papua New Guinea
Korea, Democratic People's Republic of
French Polynesia
Singapore
Solomon Islands
Tajikistan
Tokelau
Turkmenistan
Timor-Leste
Tonga
Tuvalu
Taiwan
Uzbekistan
Viet Nam
Vanuatu
Wallis and Futuna
Samoa
Saudi Aramco Asia Company (SAAC) – Recruitment Office and Primary contact   Saudi Arabian Oil Company (Saudi Aramco) in the case of selection and contingencies
Angola
Albania
Andorra
Armenia
Austria
Azerbaijan
Burundi
Belgium
Benin
Burkina Faso
Bulgaria
Bosnia and Herzegovina
Belarus
Botswana
Central African Republic
Switzerland
Cote d'Ivoire
Cameroon
Congo, the Democratic Republic of the
Congo
Comoros
Cabo Verde
Cyprus
Czech Republic
Germany
Djibouti
Denmark
Eritrea
Spain
Estonia
Ethiopia
Finland
France
Faroe Islands
Gabon
United Kingdom
Georgia
Ghana
Gibraltar
Guinea
Gambia
Guinea-Bissau
Equatorial Guinea
Greece
Croatia
Hungary
Ireland
Iceland
Italy
Kenya
Liberia
Liechtenstein
Lesotho
Lithuania
Luxembourg
Latvia
Monaco
Moldova, Republic of
Madagascar
Republic of North Macedonia
Mali
Malta
Montenegro
Mozambique
Mauritania
Mauritius
Malawi
Mayotte
Namibia
Niger
Nigeria
Netherlands
Norway
Poland
Portugal
Qatar
Romania
Russian Federation
Rwanda
Senegal
Svalbard and Jan Mayen
Sierra Leone
San Marino
Somalia
Serbia
Sao Tome and Principe
Slovakia
Slovenia
Sweden
Swaziland
Seychelles
Chad
Togo
Turkey
Tanzania, United Republic of
Uganda
Ukraine
Holy See (Vatican City State)
Zambia
Zimbabwe
Aramco Overseas Company (AOC) – Recruitment Office and Primary contact   Saudi Arabian Oil Company (Saudi Aramco) in the case of selection and contingencies
Aruba
Anguilla
Netherlands Antilles
Argentina
Antigua and Barbuda
Bahamas
Belize
Bermuda
Bolivia, Plurinational State of
Brazil
Barbados
Canada
Chile
Colombia
Costa Rica
Cuba
Cayman Islands
Dominica
Dominican Republic
Ecuador
Falkland Islands (Malvinas)
Guadeloupe
Grenada
Guatemala
Guyana
Honduras
Haiti
Jamaica
Saint Kitts and Nevis
Saint Lucia
Mexico
Montserrat
Martinique
Nicaragua
Panama
Peru
Paraguay
El Salvador
Saint Pierre and Miquelon
Suriname
Trinidad and Tobago
Uruguay
United States
Saint Vincent and the Grenadines
Venezuela, Bolivarian Republic of
Virgin Islands, British
Aramco Services Company (ASC) - – Recruitment Office and Primary contact   Saudi Arabian Oil Company (Saudi Aramco) in the case of selection and contingencies