Personal Data Protection Notice for Recruitment

This notice describes as to how Bank of Ceylon handles your personal data during the recruitment and selection process.

Which personal information does the Bank collect about you
Bank of Ceylon (hereinafter referred as “Bank”) collects, uses and processes a range of personal information about you during the recruitment process such as;
1. Family name, first name, middle name, date of birth, contact details, correspondence address, e-mail address, telephone number etc.
2. Application form information (may vary depending on the specific vacancy advertisement, but generally include professional experiences, educational qualifications, language skills, references, professional memberships),
3. Identification documents (ID/ Passport) and driving license
4. Previous employer authorization and working experiences, character references
5. Financial details, outcome of the medical examination / health data (may be disclosed through a compulsory medical examination) and confirmation regarding the absence of any criminal record from relevant authorities.
Purpose and legal basis for processing of Personal data
In order to assess the suitability of applicants for a position at the Bank as described in a vacancy advertisement or any other documentation related to the vacancy, the Bank requires to process personal data throughout the selection and recruitment process.

The processing of personal data is further required in order to ensure the compliance with your statutory rights, ensure effective HR management and business administration, and enable the Bank to establish, exercise or defend possible legal claims and to comply with statutory and/or regulatory requirements and obligations.
How does the Bank collect and store your personal information
The Bank collects personal information about you during the recruitment process either directly from you or sometimes from a third party such as an employment/recruitment agency, referees and previous employment.
Personal data may also be collected from the selection board/the panel members/committee members, and the external institutions/authorities (where applicable) such as Medical Services and Sri Lanka Police.
Your personal information may be stored in different places, including on your application record, in the Bank’s HR management system, in other IT systems of the Bank and e-mail system.
Who has access to your personal information?
Your personal information may be shared internally within the Bank for the purposes of the recruitment and selection, including with members of the Human Resource Department of the Bank, members of the designated panel for interview, Heads the department which has the vacancy and IT staff where their performance is required for the process.
1. The Bank also shares your personal information with third parties (and their designated agents), including:
2. Examination Department of the Ministry of Education or any other external organizations for the purposes of conducting selection examinations
3. External organizations for the purposes of conducting pre-employment health checks and to obtain a criminal record check
4. Educational institutions and established bodies for professional qualifications
5. Previous employers to obtain references and or for verification
6. professional advisors, such as lawyers and tax consultants when performing duties the relating to employment
7. as and when law requires to disclose such information or as a requirement of adherence to the existing laws
Period which the Bank keeps your personal information
The Bank only retains your personal information for as long as necessary to fulfil the purposes for which it was collected and processed.

If your application for the vacancy is unsuccessful, the Bank will generally hold your personal information for twelve years after the end of the relevant recruitment process, unless there is a special reason/statutory reason to keep your information.

If your application for the vacancy is successful, personal information gathered during the recruitment process will be retained even after your employment according to the prevailing laws.
Confidentiality
The Bank upholds the strictest confidentiality of your personal information subject to point No.4. Any personal information shared by applicants is treated with the utmost discretion and is exclusively used for recruitment purposes.
Data Protection
We adhere to the prevailing data protection laws and regulations. Personal data collected during the recruitment process will be handled in accordance with our privacy policy and applicable laws
Contact Information
For further details or assistance, you can reach out to us by emailing dpo@boc.lk
Your written requests can be made:
Data Protection Officer,
11th Floor
Bank of Ceylon
No. 1, BOC Square,
Bank of Ceylon Mawatha,
Colombo 01