Medline Global Applicant Privacy Notice
Effective 08 May 2022
We recognize the importance of your privacy and maintaining the confidentiality of your Personal Data. This Applicant Privacy Notice (“Privacy Notice”) describes how Medline Industries, LP, and affiliated companies (“we”, “us”, “our” or “Medline”) may collect, use, store, disclose, process and transfer any Personal Data that we collect from you or from third parties in connection with your application for employment.
This Privacy Notice applies in relation to all individuals applying to be employees (“Applicant”, “you”, “your”), whether full-time, part-time, or temporary, of Medline Industries, LP, Medline International B.V., and/or its affiliates (collectively “Medline”, “we”, “us” and “our”).
Please read this Privacy Notice carefully, together with any other privacy notice we may provide to you, so that you are aware of how and why we are using Personal Data. This Privacy Notice does not form part of any contract of employment or other contract to provide services. We may update this Privacy Notice at any time.
1. GENERAL
Medline International B.V. and the Medline entity to which you are applying act as a data controller of your Personal Data under the GDPR and similar laws. As a data controller, we are responsible for deciding how we hold and use Personal Data about you. We are required under data protection legislation, including the GDPR, privacy laws in various U.S. states, and other international jurisdictions, to notify you of the information contained in this Privacy Notice. Any hiring or other employment-related decisions will be made by the hiring team in accordance with the laws of the country where the job will be located.
2. PERSONAL DATA COLLECTED AND PURPOSES OF COLLECTION
Personal Data includes any information that could be used to identify you directly or indirectly, when combined with other information in Medline’s possession. This Privacy Notice sets out how we may collect, use, store, process, disclose and transfer Applicant Personal Data.
We collect and process your Personal Data in a lawful manner for the legitimate business purposes listed in the chart below, under the legal basis of completing our contractual obligations to you, with your consent in appropriate cases, and consistent with our legitimate business interests . We collect the following types of information for the purposes listed. Additional discussion of our purposes for processing your Personal Data can be found in “Sharing Your Personal Data.”
2. 1. Name, Contact Information, and other Identifiers. Identifiers such as a name (including prefix or title), postal address, unique personal identifier, online identifier, internet protocol address, email address, phone number, social security number, date of birth, driver’s license number, passport, or other similar identifiers.
We use this information to for the following legitimate business purposes:
- managing your application for a role you applied for or were referred to;
- fulfilling our obligations related to a contract of employment;
- assessing your suitability for the position you have applied;
- verifying your identity, employment history, education history, qualifications and language proficiency;
- checking background or references;
2.2. Professional or Employment-Related Information. Application information, including resumes and cover letters, interview notes, pre-employment references, education (including transcripts, coursework), employment history, professional experience, certifications, and qualifications.
For certain positions, we may request you to complete some assessments regarding your personality and/or behavior.
We may also collect additional background information such as credit history, criminal records and occupational health information, as permitted by law.
We use this information to for the following legitimate business purposes:
- managing your application for a role you applied for or were referred to;
- fulfilling our obligations related to a contract of employment;
- assessing your suitability for the position you have applied;
- verifying your identity, employment history, education history, qualifications and language proficiency;
- checking background or references.
2.3. Financial Information. Bank account details (for purposes of reimbursement), salary, retirement account, company allowance, bonus, benefits, taxpayer identification numbers.
We use this information to for the following legitimate business purposes:
- managing your application for a role you applied for or were referred to;
- fulfilling our obligations related to a contract of employment;
- providing employment benefits;
- checking background or references.
2. 4. Biometric Information. Physiological characteristics such as that can be used alone or in combination with each other to establish your individual identity.
We use this information to for the following legitimate business purposes:
- managing your application for a role you applied for or were referred to;
- fulfilling our obligations related to a contract of employment;
- verifying your identity, employment history, education history, qualifications and language proficiency;
- checking background or references.
2. 5. Internet or other electronic network activity. This includes, but not limited to, your interaction with our internet website, application or advertisement.
We use this information to for the following legitimate business purposes:
- managing your application for a role you applied for or were referred to;
- fulfilling our obligations related to a contract of employment;
- checking background or references;
- creating user profiles to personalize your experience;
- improving our application process;
2. 6. Geolocation Information. Precise geographic location information about a particular individual or device.
We use this information to for the following legitimate business purposes:
- managing your application for a role you applied for or were referred to;
- fulfilling our obligations related to a contract of employment;
- checking background or references;
- creating user profiles to personalize your experience;
- improving our application process;
2.7. Visual Information. Passport and driver’s license, copies of which may generally include a head and shoulders photograph from, photographic and video images of you from interviews or captured over video surveillance on our premises.
We use this information to for the following legitimate business purposes:
- managing your application for a role you applied for or were referred to;
- fulfilling our obligations related to a contract of employment;
- checking background or references.
2.8. “Sensitive Personal Data” including racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation, and data concerning criminal convictions and offenses or related security measures and related sentences.
We will only use your Sensitive Personal Data in a lawful manner in the following instances:
- where necessary to carry out our obligations as data controller;
- where necessary to protect your vital interests or the vital interests of another individual;
- where processing relates to Sensitive Personal Data which you have made public;
- where necessary to establish, exercise or defend legal claims;
- where necessary for reasons of substantial public interest, which are proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard your fundamental rights and interests.
In limited circumstances, we may seek to obtain your written consent to allow us to process certain Sensitive Personal Data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your employment contract with us that you agree to any request for consent from us.
We will only use your Personal Data for the business purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your Personal Data for an unrelated purpose, we will notify you and we will explain the basis which allows us to do so.
In addition to the purposes listed above, we may process any of the categories of personal information listed above for the following legitimate business interests:
- to protect information security;
- to protect the rights, safety and property, of Medline, you, and/or others; and
- to comply with legal obligations and/or protect our legal interests.
Some of the above purposes for processing will overlap and there may be several purposes that justify our use of your Personal Data.
Providing Personal Data to Medline is voluntary. However, if you do not provide sufficient information, Medline may be unable to consider your employment application or conduct our verification process, or if you are hired, your subsequent promotion, transfer or relocation. Any information you submit must be true, complete and not misleading. Submitting inaccurate, incomplete or misleading information may lead to a rejection of your application or disciplinary action including immediate termination of employment, if hired.
3. SOURCES OF COLLECTION
We collect Personal Data through the application and/or recruitment process in the following ways, pursuant to applicable law:
-
Directly from you: when you create your account profile in or use social media to share information to or receive information regarding job openings from our Careers Portal and take part in recruitment interviews and activities.
-
Other sources: from employment or recruitment agencies, credit reference or background check providers and your references.
-
Publicly available sources: we collect information from public sources, when permitted by law. We may use such sources to verify your credentials or complete any other reviews as required by law.
If you provide to us any Personal Data relating to third parties, such as your reference(s), it is your responsibility to ensure that information you submit does not violate any third party’s rights and that you have obtained approval from that individual to provide that information to us.
4. TRANSFER AND SHARING OF PERSONAL DATA
Medline is an international organization with affiliates across the world. The data we collect through the job application process may be stored and processed in any country where we have facilities or in which we engage service providers, including in the U.S. and where our affiliates operate. For a complete list of companies associated with Medline, please contact us at the address, email, or phone number as stated in the “How to Contact Us” section below. Medline may need to disclose and transfer Personal Data outside of your home country where we collect it from you where necessary, proportionate, and consistent with the purpose for which it was collected. We may transfer data from all categories listed in the chart above to the following parties for the following purposes:
- for the purposes outlined above, to any entity that is or becomes part of Medline (including any affiliates of Medline);
- for the purposes outlined above, to any of Medline’s third-party service providers, including their legal advisers, credit and reference agencies, recruitment agents, information technology service providers or service providers engaged by Medline to assist with human resources or other departmental functions;
- for the prevention of fraud or other harm;
- pursuant to any applicable laws, regulations or orders issued by a court or regulatory authority, to any legal or regulatory authority or court of competent jurisdiction; or
- to any other third party that you have consented to the transfer or disclosure of your Personal Data to, and/or any other third party that you have been notified of on or before the time when the Personal Data is collected from you.
The data privacy laws in the countries we transfer your Personal Data to may not be the same as the laws in your home country. For Applicants located in the European Economic Area (EEA), the European Commission recognizes that some countries outside the EEA have similar data protection standards. The full list of these countries is available here. In instances where your Personal Data is transferred to countries not on this list, Medline implements appropriate measures to protect your Personal Data such as data transfer agreements that incorporate standard data protection clauses consistent with applicable legal requirements.
Medline has not sold and will not sell your Personal Data.
5. CONFIDENTIALITY AND SECURITY OF PERSONAL DATA
Your Personal Data held by us will be kept confidential in accordance with applicable Medline policies and procedures. We have put in place reasonable technical and organizational security measures that are designed to help protect your Personal Data from loss or unauthorized disclosure; unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. In addition, we limit access to your Personal Data to those employees, agents, contractors and other third parties who have a legitimate business need. They will only process your Personal Data for specified purposes pursuant to our instructions, and they are subject to a duty of confidentiality.
6. PERSONAL DATA RETENTION
Medline will retain your Personal Data only for as long as it is necessary to fulfill the above-mentioned processing purposes, or as required to comply with applicable legal requirements. If your application is taken into consideration, we will store your resume for the duration of the recruitment process. If you receive a rejection notification, your resume will be deleted, or rendered anonymous within 30 days after the notification, unless it is necessary to satisfy Medline’s audit requirements, to meet Medline’s legal obligations, or to fulfill other legitimate interests. During the application process you may choose to have Medline retain a copy of your resume to be contacted for future employment. If you do so, your data will be stored for 12 months, at which point you may choose to continue to further remain in our recruitment database. We consider the following criteria to determine the appropriate retention period for your Personal Data: the nature and sensitivity of the data, the potential risk of harm from unauthorized use or disclosure, the purposes for which we process the data, and applicable legal requirements. If Personal Data is needed for a legal claim, Medline will retain this data for as long as the issue is active and up to the time when the statute of limitation has expired.
In some circumstances, you can ask us to delete your information (see the section on “Your Rights” below).
If Medline hires you and you accept our offer, your Personal Data will be incorporated into our applicable human resources systems as part of your employment file and will continue to be held and used for other employment-related purposes in accordance with the applicable Employee Privacy Notice, which will be provided to you on or around the time that you begin employment.
You agree to promptly inform the human resources department when any of your Personal Data is no longer accurate or up-to-date. It is your responsibility to report any changes in status that affect your records and benefits, e.g., a change of address, etc. Medline may delete Personal Data about you from our Applicant database at any time and without providing any reason. Therefore, please retain a copy of the Personal Data provided to us.
7. YOUR RIGHTS
Individuals may have certain rights with respect to how their data is handled. These rights vary depending on your local law, but they may include the right to:
-
Data access. If this right applies to you, we will confirm to you whether or not we are processing and using Personal Data about you, at your request and, if so, provide you with access to and a copy of such Personal Data and the other details to which you are entitled. You will not have to pay a fee to access your Personal Data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive.
-
Rectification. If this right applies to you, we will correct any inaccurate Personal Data and complete any incomplete Personal Data (including by providing a supplementary statement) that we hold about you at your request. It is important that the Personal Data we hold about you is accurate and current. Please keep us informed if your Personal Data changes during your relationship with us.
-
Prevention of Processing Likely to Cause Damage or Distress. If this right applies to you, we will respect your rights to require us to cease or not to begin processing your Personal Data for a specific purpose, or in a specific way, that is likely to cause unwarranted damage or distress, either to you or a third party.
-
Erasure. If this right applies to you, we will endeavor to erase your Personal Data in certain circumstances (for example, among other things, if the Personal Data is no longer needed for the purposes for which it was collected or otherwise used).
-
Restriction. We will restrict the processing of your Personal Data in certain circumstances (for example, among other things, if you believe that their Personal Data held by us is inaccurate), if requested by you to do so.
-
Data Portability. We will respect your right to receive Personal Data about you (that you have provided to us) in a structured, commonly used and machine readable format and to transmit such Personal Data to another data controller without hindrance from us in certain circumstances.
-
Right to Object to Sales/Processing. We will respect your general right to object to the processing of your Personal Data in certain circumstances. In particular, we have not sold and will not sell your Personal Data.
-
Right to Object to Marketing. We will respect your rights regarding the use of your Personal Data for direct marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for marketing purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data or at any time you ask us not to do so.
If you would like to exercise any of these rights, please contact us at the address, email, or phone number in the “How to Contact Us” section below.
Please note that certain Personal Data may be exempt from such requests pursuant to local data protection laws or other laws and regulations. We will respond to your request consistent with applicable law.
For your protection, we only implement requests with respect to the information associated with your application, and we may need to verify your identity before implementing your request. We will try to comply with your request as soon as reasonably practicable.
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your Personal Data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Please note that certain Personal Data may be exempt from such requests pursuant to local data protection laws or other laws and regulations. We will respond to your request consistent with applicable law. In your request, please make clear which rights you are exercising and what treatment or limitation you would like us to apply to your Personal Data. For your protection, we only implement requests with respect to the information associated with your application, and we may need to verify your identity before implementing your request. We will try to comply with your request as soon as reasonably practicable.
8. COOKIES AND OTHER DATA-COLLECTION TECHNOLOGIES
If you apply online, we collect information automatically about your online interactions with us through tracking and data-collection technologies such as cookies, web beacons and pixels, APIs, web services, scripts, browser analysis tools, and server logs. A “cookie” is a unique numeric code that is transferred to your computer to track your interests and preferences and to recognize you as a return visitor. A “Web beacon” (also known as a pixel tag) is a transparent graphic image placed on a website, email, or advertisement that enables the monitoring of things such as user activity and site traffic, including the collection of data about the website or mobile application you were visiting before and after you came to our Site. To learn more about cookies and other data-collection technologies, please visit “All About Cookies”.
We classify our cookies into the following categories:
-
Targeting Cookies: These cookies may be set on our Site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant advertising on other sites. If you do not allow these cookies, you will experience less targeted advertising.
-
Strictly Necessary Cookies: These cookies are necessary for our Site to function and cannot be switched off in our systems. They are usually only set in response to actions taken by you, which amount to a request for services, such as setting your privacy preferences, logging in, or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the Site will not work if these cookies are blocked.
-
Functional Cookies: These cookies enable the Site to provide enhanced functionality and personalization. They may be set by us or by third-party providers whose services we have added to our pages. If you do not allow these cookies, then some or all of these services may not function properly.
-
Performance Cookies: These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our Site. They help us to know which pages are the most and least popular and see how visitors move around the Site. If you do not allow these cookies, we will not know when you have visited our Site and will not be able to monitor its performance.
If the cookie lifespan is not disclosed in the cookie preferences, we use a default life span of twelve (12) months, unless a shorter period is required by law. You can also use the “cookie preferences” to opt out of a cookie category.
In addition to the cookie settings feature, you can disable cookies through your browser. Please note that some cookies are essential to the functioning of our Site and deleting or disabling them on your browser will reduce the Site’s functionality.
If you want to use your browser instead of our cookie settings feature to opt out of the Google Analytics or Adobe Analytics tracking cookies, you can install the Google Analytics opt-out browser add-on, and you can opt-out of Adobe Analytics.
9. AUTOMATED INDIVIDUAL DECISION-MAKING, INCLUDING PROFILING
We respect your legal rights not to be subject to decisions that are based solely on automated processing of your Personal Data, including profiling, especially where such processing has legal or other significant effects on you.
We inform our employees about any such automated decisions. Subject to certain exceptions, we usually obtain the relevant individual’s explicit consent before making any decisions based solely on automated processing activities and put in place appropriate safeguards to protect their rights, freedoms and legitimate interests in these circumstances. Among other things, we ensure that individuals, including Applicants, can always obtain a review by one of our staff members of any automated decisions and are able to express their point of view and contest any such decisions as indicated in the “How to Contact Us” Section.
We will not make any automated decisions based on Sensitive Personal Data unless we have obtained explicit consent from individuals to do so, or this is otherwise necessary for substantial public interest reasons based on applicable law.
10. HOW TO CONTACT US
Questions, comments, requests, or complaints regarding this Privacy Notice and/or our use of your Personal Data should be addressed to the contact information below.
Medline Industries, LP
Attn: Privacy Office
Three Lakes Drive
Northfield, IL 60093
Email: MedlinePrivacyOffice@Medline.com
Call Toll-Free: (844) 249-1979
For Applicants located in the European Union, you may contact us at the following address:
Medline International B.V.
Nieuwe Stationsstraat 10
6811 KS Arnhem
The Netherlands
Phone: +31 (0) 26 – 312 7227
Fax: +31 (0) 26 – 312 7208
E-mail: DataProtectionEU@medline.com
Applicants in Germany may also contact our Data Protection Officer at the following address:
Philipp M. Moehrle
Datenschutzbeauftr./ Dipl. Wirtschaftsjurist/ MCSE
- BECHTLE Datenschutz Competence Center -
Bechtle GmbH IT-Systemhaus
Parkstraße 2-8, 47829 Krefeld
Tel.: 02151 - 455 - 836
Fax: 02151 - 455 - 77810
eMail: philipp.moehrle@bechtle.com
http://www.bechtle.com
Geschäftsführer: Karl-Heinz Empel
HRB: 9925, AG Krefeld
Sitz der Gesellschaft: Krefeld
If you have any complaints regarding this Privacy Notice, you may also contact your local data protection authority.
11. UPDATES TO THIS APPLICANT PRIVACY NOTICE
We may update this Privacy Notice to reflect changes in the way we process Personal Data. We will notify you about such changes in the way we use your Personal Data in compliance with applicable law.
This Privacy Notice was last updated on 08 May 2022.