1. Candidate Privacy Notice

Candidate Privacy Notice

Welcome to the Wood Mackenzie Candidate Privacy Notice

Last Updated 11 March 2024

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Wood Mackenzie Limited on behalf of itself, its subsidiaries and its affiliates (hereinafter “Wood Mackenzie”, “we”) respects your concerns about privacy. This Privacy Notice (the “Notice”) describes how we collect, use and share Personal Data about you during your candidate application including data collected via our Careers page https://woodmac.wd3.myworkdayjobs.com/woodmaccareers (“Site”). It also describes the rights you may have and how you can contact us about our privacy practices.

Should you be offered and accept a role at Wood Mackenzie, the applicable Employee Privacy Notice will apply and be shared with you.

Wood Mackenzie Limited is the data controller in respect of Personal Data that we collect through the Site or that you provide to us. Our contact details can be found at the How to contact us section at the end of this Notice.

We will update this Notice from time to time. When we make changes, we will publish the updated Notice on WoodMackenzie.com. If we make any significant changes, we will inform you of this.

Please note that if you are a resident of Brazil, California, Canada, India, Kazakhstan, Malaysia, Mexico, or Singapore, then please refer to the jurisdiction specific information below.

Introduction – Who We Are

Wood Mackenzie is a global insight business for renewables, energy and natural resources. To learn more about Wood Mackenzie, see About us.

For more details of our locations view, Our locations.

Personal Data

Personal Data is defined in different ways under different laws, however, generally personal data is data that is about an identified or identifiable individual.

What data we collect, and how we obtain and use data

 

Information we collect directly from you or from the following sources

  • Directly from you as when you fill out a candidate application form, attend a recruitment event, or otherwise communicate with us,
  • Directly when you sign up to receive e-mail / text job alerts
  • Directly from you such as if you communicate with us on a third-party site such as Linked In, or if you indicate on such site that you are open to be contacted about potential roles
  • Recruitment agencies if you that you have registered with and agreed for them to provide us with your application information
  • From current Wood Mackenzie employees should you agree to be referred for a role as part of our referral program
  • Directly from you should you chose to participate in an audio/video/written screening interview via our video interviewing platform
  • As your application progresses, where you have authorised us to collect information from third parties e.g. background checks or references

  • > Personal Information such as first and last name, physical address, email address, telephone number
  • > Resume and information that you chose to include on your resume
  • > Cover letter
  • > Areas of job interest
  • > Should you be invited to, and choose to participate in an audio/video/ written screening interview we will collect your submission

Note: Each form on our Site varies in the information required and collected. In most cases, an asterisk (*) indicates the required information on a form. You may choose to provide additional information within fields that are not required.

  • Respond to your inquiry / application for employment.
  • Enable you to register, set up and maintain an applicant profile
  • Administer your application account
  • Respond to your job alert preferences
  • Evaluate your qualifications and suitability for the desired position, process your application and contact you for further information
  • Considering and contacting you for other potential suitable roles in accordance with your profile preferences
  • Physical security of our people, visitors and property
  • Notify you of significant changes to our Notice
  • Protect against and prevent fraud, claims and other liabilities, and to comply with or enforce applicable legal requirements, industry standards, and our policies and terms

  • Legitimate interests in providing services to interested individuals that is not overridden by your interests, rights and freedoms
  • Where necessary to protect, exercise or defend our legal rights, or when required to do so by applicable law

Information that we collect automatically

Please note that should you visit www.woodmac.com, your visit to that site is governed by the online privacy notice and cookie notice / cookie preference centre on that site.

Our web servers may log information such as your operating system type, browser type, domain, and other system settings, as well as the language your system uses and the country and time zone where your device is located. The web server logs may also record information such the IP address of the device you use to connect to the internet. They may also log information about your interaction with the Site, such as which pages you visit.

  • Cookies data

  • Facilitate use of and allow access to the Site
  • Diagnose technical and service problems
  • Administer the Site
  • Identify visitors to the Site
  • Security
  • Prevent fraud

  • We use the Personal Data for the purposes described above because we have a legitimate interest in operating and improving our Site that is not overridden by your interests, rights and freedom.

We may also collect statistical data relating to applicant drop off rates.

We may also collect Personal Data in other contexts that we will notify you of at the time.

Sensitive personal data

We may process sensitive Personal Data in jurisdictions where we are permitted or required to do so by applicable laws, or where you have provided consent, and only for specific purposes such as conducting background checks

Voluntary disclosures: We invite you to voluntarily provide your race/ethnicity and / or disability status. We use this data to respond to any special accommodation requests that you choose to share with us, to help ensure that there is no bias or inequality in our hiring process, and for aggregated statistical diversity monitoring purposes.

“Do Not Track” signals

Your browser settings may allow you to transmit a “Do Not Track” signal to websites and online services you visit. Like many other websites and online services, we do not currently process or respond to “Do Not Track” signals from your browser or to other mechanisms that enable choice. We and others (such as our service providers) may collect Personal Data about our visitors’ online activities over time and across third-party websites.

LinkedIn members

Wood Mackenzie works with LinkedIn to allow users to apply for open positions using ‘Easy Apply’. If you are a LinkedIn member and you choose to apply for a role with us via Easy Apply with LinkedIn,  LinkedIn will place cookies on your device. Please see LinkedIn’s cookie notice and privacy notice, available on their site, for further details.

Consequences of choosing not to provide Personal Data

If you choose not to provide Personal Data requested by us (excluding voluntary disclosures), we will not be able to process your application for employment or consider you for other roles that you may be interested in.

Information we share

 

We do not sell or otherwise disclose Personal Data that you provide to us or that we collect on our Site, except as described here. We may share Personal Data you provide to us or that we collect on the Site with:

  • Other companies in the Wood Mackenzie group;
  • Information technology service providers (e.g. software, hosting provider)
  • Other professional service providers as needed (e.g. external legal counsel, or recruitment-related services on our behalf)
  • We may share Personal Data with our affiliates for a number of reasons, including because you have applied for a role in one of our Wood Mackenzie business units that is not Wood Mackenzie Limited.

Details of the other companies in the Wood Mackenzie group, including the countries in which they are located can be found at: Our locations.

Where you are represented by a recruitment agency, we will share information about your application such as the status of your application, interview feedback, any offers, etc, so that they can discuss this with you and liaise between you, and us.

In addition, we may disclose Personal Data about you (a) if we are required or permitted to do so by law or legal process, for example, due to a court order or a request from a law enforcement agency, (b) when we believe disclosure is necessary or appropriate to prevent physical harm or financial loss, (c) in connection with an investigation of suspected or actual fraudulent or other illegal activity, and (d) in the event we sell or transfer all or a portion of our business or assets (including in the event of a reorganization, dissolution, or liquidation).

Data transfers

Wood Mackenzie is a multinational organisation that manages its group entities through uniformed IT systems. Wood Mackenzie has offices in various locations, and talent acquisition / HR business partners in various locations.

We may transfer the Personal Data that we collect about you to recipients in countries other than the country in which the Personal Data originally was collected. Those countries may not have the same data protection laws as the country in which you initially provided the Personal Data. When we transfer your Personal Data to recipients in other countries, we will protect that Personal Data as described in this Notice.

If you are located in the United Kingdom (“UK”), European Economic Area (“EEA”), or Switzerland, we will comply with applicable legal requirements providing adequate protection for the transfer of Personal Data to recipients in countries outside of the UK, EEA and Switzerland. In all such cases, we will only transfer your Personal Data if:

You may request a copy of the safeguards that we have put in place in respect of transfers of Personal Data by contacting us as described in the How to contact us section below.

Protection of your data  

We maintain appropriate technical and organizational measures designed to protect your Personal Data against loss or accidental, unlawful or unauthorized, alteration, access, disclosure or use.  

In order to access our career portal, and submit an application, you will be required to create an account and provide a username and password of your choosing. We use this information to provide / administer your account. We strongly recommend that you do not disclose the password to anyone. We will never ask you for your password/username.

How long we keep information

The time period for which we keep Personal Data depends on the purpose for which we collected it. In all cases, we keep it for as long as necessary to fulfil the purposes for which we collected it. We will then delete the Personal Data unless we are legally required to retain it or if we need to retain it in order to comply with our legal obligations (for example, for tax and accounting purposes).

Subject to any applicable legal requirements, we typically retain Personal Data as follows:

  • Candidate application details for as long as necessary to fulfil the purpose for which it was collected.
  • Personal Data you provide when you sign-up to receive career-related alerts for a period of up to two years or until you opt-out.
  • Personal Data collected for analytics purposes: we keep this Personal Data for a short period of time necessary for us to carry out the analytics.
  • Website logs: we keep Site audit logs, which may contain your Personal Data, for as long as necessary to fulfil the purpose for which it was collected.

Your rights and choices

 

Accuracy of Personal Data / Accessing and Updating Personal Data in the applicant portal

We generally rely on Personal Data provided by you (or your authorised representative such as recruitment agency). You may log into the applicant portal to update, or correct your Personal Data, or delete your account. You may also exercise your rights / contact us as set out below.

Withdraw Application: Should you change your mind and wish to withdraw your application, you can do so by navigating to My Applications in Candidate Home, or by contacting us.

United Kingdom, the European Economic Area (EEA) and or Switzerland 

If you are located in the UK, EEA or Switzerland, you have certain following rights in relation to Personal Data that we hold about you. Please note that your rights described may be subject to certain limitations. Wood Mackenzie may not be required to fulfil all requests in all circumstances. For example, we may not be able to delete all data as we may have a legal requirement to retain such data, or to retain such data in an identifiable form:

  • Confirmation and Access: To request confirmation of whether we process Personal Data relating to you, and if so, to request a copy of that Personal Data;   
  • Correction and update: To request that we rectify or update your Personal Data that is inaccurate, incomplete or outdated;  
  • Deletion: To request that we erase your personal data in certain circumstances, such as unnecessary or excessive data, where we collected personal data on the basis of your consent, and you withdraw your consent;   
  • Restriction: To request that we restrict the use of your Personal Data in certain circumstances, such as while we consider another request that you have submitted, for example a request that we update your Personal Data;   
  • Withdraw Consent: Where you have given us consent to process your Personal Data, to withdraw your consent; and   
  • Portability: To request the right to portability. You can request that we provide a copy of your Personal Data to you or third parties designated by you in a structured, commonly used and machine-readable format in certain circumstances.   

You may contact us by e-mail or as described in the How to contact us section below to exercise your rights described above.

You also have the right to lodge a complaint with the data protection supervisory authority in your country. You can find the contact information of the data protection supervisory authority in your country here (for EU Citizens) and here (for UK citizens).

Updates to our notice

 

We may update this Notice periodically and without prior notice to you to reflect changes in our Personal Data practices or relevant laws. We will post the updated version and indicate at the top of the notice when it was most recently updated.

 

How to contact us

 

If you have any questions or concerns about the use of your personal information, you can contact us at privacy@woodmac.com

Right to Lodge a Complaint with a Supervisory Authority

Subject to applicable law, you have the right to raise a complaint with the supervisory authority where you live, work or where an infringement takes place.

If you are located in the UK, the data protection regulator is the ICO. The ICO’s address is:   

Information Commissioner’s Office   
Wycliffe House   
Water Lane   
Wilmslow   
Cheshire   
SK9 5AF   

ICO website: https://www.ico.org.uk  

If you are located in the EU, a list of data protection authorities is available from the European Data Protection Board here: Our Members | European Data Protection Board (europa.eu)   

 

Privacy Notices for Brazil, California, Canada, India, Kazakhstan, Malaysia, Mexico, and Singapore

If you reside in one of the following countries / states, then the following applicable section applies to you. If there is a conflict between the provisions in a country noted below, and the general descriptions above, then the country-specific information will apply.

If you are located in Brazil, you have the following rights in relation to Personal Data that we hold about you:    

  • Confirmation and Access: To request confirmation of whether we process Personal Data relating to you, and if so, to request a copy of that personal data;   
  • Correction:To request that we correct incomplete, inaccurate, or out of date Personal Data;  
  • Anonymisation or blocking: To request anonymisation or blocking of Personal Data that is not necessary, excessive, or not processed in accordance with applicable laws;   
  • Deletion: To request that we erase your personal data such as unnecessary or excessive data, or where we collected personal data on the basis of consent and you withdraw your consent;  
  • Revoke consent: Where you have given us consent to process your Personal Data, to withdraw your consent;   
  • Information regarding Consent: Where processing of Personal Data is based on consent, to receive information about the possibility of denying consent and the consequences of such denial;   
  • Portability: To request the right to data portability. You can request that we provide a copy of your Personal Data to you or third parties designated by you in a structured, commonly used and machine-readable format in certain circumstances;  
  • You will not be subject to decisions based solely on automated data processing without your prior informed consent. Where you have provided consent, you have the right to request review of automated decisions that affect your interests;   
  • Information about recipients: You have the right to request information about the entities with whom we share your Personal Data;  
  • InformedTo be informed of which public and private entities your Personal Data is or was shared with.   

You have the right to lodge a complaint with the Data Protection Authority regarding the processing of your Personal Data; ANPD — Autoridade Nacional de Proteção de Dados (www.gov.br)   

In addition to the contact details described under ‘contact us’ you may also contact us in writing at:

FAO: Data Privacy    
Wood Mackenzie   
Av. Alm. Barroso, 52 – Centro   
Rio de Janeiro - RJ   
20031-000   

If you are a California resident, please see our California Notice; Wood Mackenzie Privacy Notice for California Employees, Applicants and Independent Contractors

“Personal Information” means any information which allows an individual to be identified. Personal Information excludes anonymous or de-identified data that is not associated with a particular individual.

Categories of Personal Information. We will collect and use some or all the following Personal Information to manage your recruitment:

  • Personal Details: your former/maiden name (if any), and copies of identification documents.
  • Pre-Employment Details: curriculum vitae, professional experience, past employment history, education, training, skills, certifications, background check results (only where permitted by local law and subject to any necessary consents), statements from references, interview notes.

Disclosure to Third Parties. We will only disclose your Personal Information to third parties where required by law or to our employees, contractors, designated agents, or third-party service providers who require it to assist us with administering the recruitment process, including third-party service providers who provide services to us or on our behalf.

Automated Data Processing. You will not be subject to hiring decisions based solely on automated data processing without your prior consent. We will inform you if, and when we use your Personal Information to render a decision based exclusively on automated processing of such information at the same time as you are informed of the decision itself. Upon your request, we will inform you: (i) of the Personal Information used to render the decision; (ii) of the reasons as the principal factors and parameters that led to the decision; and (iii) the right to have your Personal Information used to render the decision corrected. You will have the opportunity to submit observations to us for us to review and re-assess the decision made by automated means.

Transfer Outside Canada. Our third-party affiliates and service providers may access, store and otherwise process Personal Information in other jurisdictions outside of Canada for purposes consistent with this Privacy Policy. Any Personal Information that is used, stored or accessed in jurisdictions outside of Canada may be subject to the laws of those countries including that such Personal Information may be disclosed in response to valid demands or requests from government authorities, courts, or law enforcement officials in those jurisdictions.

Data Retention. If you are offered and accept employment with us, the Personal Information we collect during the application and recruitment process will become part of your employment record, and we may use it in connection with your employment consistent with our employee personal information policies. If you do not become an employee, or, once you are no longer our employee, we will retain and securely destroy your Personal Information in accordance with our document retention policy and applicable laws and regulations. Typically, we retain employment records for a period of approximately 7 years post-employment.  We will retain your Personal Information used by us to make a decision regarding your recruitment for 2 years.

Your Rights and Limitations. You have certain rights over how your Personal Information is used, such as requesting access to your Personal Information, correcting or deleting your Personal Information, withdrawing or revoking consent where we rely on your consent to process your Personal Information. These rights may be limited in some cases such as when we are legally required to store Personal Information or need to operate our business. Rights may also be limited by legal privileges and protections. Upon request you will be entitled to the following information:

  • Personal Information collected from you;
  • the categories of persons who have access to your Personal Information within Wood Mackenzie;
  • the duration of the period of time your Personal Information will be stored by us; and
  • the contact information of the person in charge of the protection of your Personal Information at Wood Mackenzie.

We may collect, use and disclose your Personal Information without your consent if authorised or required by applicable law.

To contact us, please see our ‘Contact Us’ section.

If you are not satisfied with the response you receive, you may contact the applicable privacy commissioner. 

For the candidates that this section is applicable to, “Sensitive Personal Data or Information” or “Sensitive Data” means personal data, that consists of the (i) password, (ii) financial information (including information such as bank account, debit or credit card details), (iii) physical, psychological and mental health condition, (iv) sexual orientation, (v) medical records and history, (vi) biometric information, (vii) official identifiers, (viii) sex life, (ix) genetic data, (x) transgender status, (xi) intersex status, (xii) caste or tribe (xiii) religious or political belief or affiliation, (xiv) any detail relating to the above as provided to a body corporate for providing a service, and (xv) any of the information received under each of the aforesaid heads by the body corporate for processing, or to be stored or processed under a lawful contract.

Collection and Access of Personal Data.

We shall only collect personal data after obtaining your consent in writing or electronically before or at the time of collecting the personal data by us. We shall, wherever possible, provide you with the right to control your personal data, which includes the right to withdraw consent or to access, modify, erase, restrict, transmit and object to certain uses of your personal data.

Transfers

We may disclose personal data to third parties or transfer it to another jurisdiction, that ensures the same or similar level of data protection measures as implemented by us, (i) after obtaining your consent or (ii) for the fulfilment of such purpose(s) notified as set out in this Notice.

Grievance Officer

In the event of any breach of this Notice, or for any grievances regarding your personal data, you may contact the designated Grievance Officer at:

Name: Director – Global Privacy

Email: privacy@woodmac.com

We will not disclose or disseminate your Personal Data to the public including through any publicly available or accessible sources. in publicly available sources.

By proceeding with your application or this process and clicking ‘Submit’, you confirm that you have read and fully understand the text of this Notice and have no additions, comments or objections to it.

This section applies to candidates located in Malaysia. In this section, the term “processing” shall have the same meaning as prescribed in the Malaysian Personal Data Protection Act 2010 (“MY PDPA”).

Notice – This Privacy Notice serves to inform you that your Personal Data is being processed by us or on our behalf.

Categories of Information we collect about you-

In addition to the information described above we may also collect a copy of your national registration identity card (NRIC) and/or the NRIC number;

Your rights as a data subject – As a data subject you have the following legal rights granted by the MY PDPA relating to the Personal Data we process about you, if the MY PDPA applies to you or the processing of your Personal Data:

  • a) Data Access and Correction Requests – You have the right to request access to and to request correction of your Personal Data subject to the following and subject to provisions of the MY PDPA: (a) you may, upon payment of a prescribed fee (if any), make a data access request or a data correction request pursuant to MY PDPA and (b) we may, refuse to comply with a data access request or a data correction request and shall by notice in writing, inform you of our refusal and the reasons for such refusal.
  • b) Limiting the Processing of Personal Data – You may, by providing us with a notice in writing, limit the processing of your Personal Data or withdraw your consent previously given to us (in full or in part) to the processing of your Personal Data. If you limit the processing or withdraw your consent to any or all use of your Personal Data, we may not be in a position to continue to administer any arrangement or contractual relationship in place, which in turn may result in: (i) us being unable to (or continue to) process your Personal Data for any of the purposes stipulated in this Privacy Notice; (ii) unable to (or continue to) perform our contractual obligations owed to you (if any); and/or (iii) the termination of any arrangements/agreements/contracts you have with us, without any liability on our part.

Additional Contact Details

You may contact us with any inquiries or complaints in respect of your Personal Data via the methods below:

Items

Details

Designation:

Director – Global Privacy

Address:

Wood Mackenzie
CEO Suite Kuala Lumpur
26th Floor,Menara Maxis
Kuala Lumpur City Centre
Kuala Lumpur
50088

Malaysia

E-mail address:

privacy@woodmac.com

 

Obligatory Personal data – It is obligatory that you supply us the details marked or specified as compulsory in our forms (collectively, “Compulsory Personal Data”). If you fail to supply us with any of the Compulsory Personal Data, we may refuse to, or may be unable to, process your Personal Data for any of the purposes specified in this Privacy Notice.

By clicking “Submit” on your online application, you consent to the processing of your Personal Data, whether or not it includes sensitive personal data or otherwise.

  1. This notice is based on and in compliance with the Federal Law on Protection of Personal Data Held by Private Parties of Mexico (the “Law”).
  2. By providing your Personal Data in writing, in hard copy or digital format, email, or any other means, you accept and authorize Wood Mackenzie to use and process your Personal Data as established in this Privacy Notice.
  3. The area of Wood Mackenzie responsible for the processing of your Personal Data is obliged to comply with the principles of legality, consent, information, quality, purpose, loyalty, proportionality and responsibility protected in the Law.
  4.  In terms of what is established by article 22 of the Law, you have the right at any time to exercise your ARCO rights of access, rectification, cancellation and opposition to the processing of your Personal Data, by requesting via email addressed to privacy@woodmac.com, or in writing addressed to:

    Privacy Office
    Wood Mackenzie, Av. Paseo de la Reforma #483, 15th Floor, Suite 1517 ABC, Col. Cuauhtemoc, Alcaldia Cuauhtemoc, Mexico City, 06500, Mexico.

    Your request that must contain the requirements established by Law.
  5. Wood Mackenzie will occasionally modify and revise this Privacy Notice, therefore we ask that you review this notice regularly on the corresponding website, or at www.woodmac.com

We do not collect and you must not provide us with your national identification numbers including your Singapore national identity registration number (if you are a citizen or permanent resident), passport or foreign identity number (FIN) if you are a foreigner, until and unless we have presented you with an offer. (Please note that any such offer will likely still be conditional on other applicable conditions being met.)

We may process your Personal Data pursuant to other lawful bases including but not limited to an evaluative purpose as defined in Singapore’s Personal Data Protection Act (2020 Revised Edition).