Toyota’s career website
At Toyota we strive to honour the language and spirit of the law, and to undertake open and fair business activities to be a strong corporate citizen. We are convinced that, in order to build a trusted relationship with our applicants and potential applicants, it is essential for us to protect your personal data and to be open about the way we handle your personal data.
This Privacy Notice explains how we will process your personal data (“Personal Data”) when you are navigating our career website (“Website”). The Privacy Notice together with the General Toyota Privacy and Personal Data Protection Policy (the “General Privacy Policy”) describe how we collect your Personal Data, why we collect it, what we do with your Personal Data, with whom we share it, how we protect it, and your choices as to how your Personal Data is used.
Table of Content
- Who is responsible for the collection and use of your Personal Data?
- Why do we collect and use your Personal Data?
- Why do we share your data with third parties?
- Whose Personal Data will be processed?
- Types of users Which Personal Data will be processed?
- What are the legal bases for Toyota’s use of your Personal Data?
- List of potentially used Personal Data
- Will my Personal Data be transferred to other countries?
- What are my rights in relation to my Personal Data?
- How can I exercise my privacy rights and contact Toyota?
- Changes to this Privacy Notice
- Cookies-and similar technologies
- Conflicts or Inconsistencies
Who is responsible for the collection and use of your Personal Data?
The following entities are responsible for the collection and use of your Personal Data:
Toyota Motor Europe SA/NV (“TME”)
Avenue du Bourget/Bourgetlaan 60
1140 Brussels
Belgium
When managing the Website, Toyota may collaborate with the following partners acting as Processors:
- Fantastic (Belgian company)
- Solvus (Belgian company)
- iCIMS (American company processing Personal Data in EEA)
TME and its partners have concluded agreements governing the processing of personal data in connection with the Website. We will, upon your request, provide you with a summary of the key elements of these agreements. Please use the contact details set out in the section “How can I exercise my privacy rights and contact Toyota?” for requesting the summary.
In a nutshell:
- Fantastic: Development and website maintenance
- Solvus: Recruitment company
- iCIMS: Application Traffic System (ATS)
Why do we collect and use your Personal Data?
We collect and use your Personal Data for the following purposes:
- To connect you with our career opportunities
- Application Follow-Up Actions
- To monitor, analyse, innovate, and improve the quality and performance of our career website
- To handle your queries or complaints
- To keep record of your privacy preferences
- To support our People and Innovation activities and improve our communications
- To potentially send you personalised communications
- To secure, maintain and support our IT systems, applications, and networks
- If reasonably necessary in connection with a dispute or an investigation in which we are or may become involved either directly with you or with a third party
- When we are required by law enforcement authorities, regulators, or courts to disclose your Personal Data
- Where we are legally obliged to process your Personal Data (e.g., we must retain certain billing information pursuant to tax and accounting laws)
Why do we share your data with third parties?
We may share your Personal Data with third parties, where the law allows us to do so, for the following purposes:
- Where we are obliged to do so to fulfil our legal obligations, such as our obligations under environmental or competition law.
- Where you have given your consent (or where we are otherwise allowed to do so by law).
- Where we are required by public authorities (e.g., law enforcement authorities), regulators and courts to disclose your Personal Data to them;
- If reasonably necessary in connection with a dispute in which we are or may become involved, we may share your Personal Data with, for example, the other party(ies) involved in the dispute or with a court of law;
We may need to share your Personal Data with additional third parties in relation to the topic listed below:
- cybersecurity-related services who help us protect the confidentiality, integrity and availability of the data, systems and applications that we use to provide the Services;
- business support services and product development services;
- database management solutions; configuration management solutions;
- monitoring and analytics tools that help us monitor the infrastructure and cloud services that we use to provide the Services;
- Application Follow-Up Actions.
We always strive to share a minimal amount of personal data to data recipients, only for specific and defined purposes and wherever possible in an anonymous or aggregated way.
Whose Personal Data will be processed?
We process the Personal Data of the person accessing our Toyota career website.
Types of users
While using the Website you can be considered either as a:
A. Formal User
Formal user, meaning the person who will create a form to be contacted regarding a potential job offer.
B. Guest User
A Guest User is a person that is visiting the Website.
Which Personal Data will be processed?
We may collect and use the categories of Personal Data listed below in connection with the Website. Note that when referred to in this Privacy Notice, the category of Personal Data may include partly or wholly the specific Personal Data listed under each category.
- Identity information (e.g., title, family and first name);
- Contact information (e.g., phone number, email address, country of residence);
- Education and professional information (e.g., Curriculum Vitae, University, graduation expectation, internship criteria)
- Your saved jobs
- Information relating to your Account (e.g., communication language preference);
- Data relating to your privacy preferences (e.g., date you gave your consent; what you consented to; date on which you withdrew your consent; how consent was given (for example from which device));
- Any image files that you may upload onto the Platform and/or your Account;
- IP address;
- Device identifier and authorised device information (e.g. phone model and OS version used for Digital Key);
What are the legal bases for Toyota’s use of your Personal Data?
Our legitimate interests
Where applicable, we process your Personal Data if this is necessary to pursue our legitimate interests in relation to the provision of the Website, provided that our interests are not outbalanced by your interests or rights and freedoms (e.g., your privacy rights). For example:
To disclose your Personal Data when we are required to do so by law enforcement authorities or the courts.
Our legal obligations
We process your Personal Data if this is necessary for us to comply with our legal obligations, including to comply with decisions rendered by courts or public authorities.
Based on your consent
In certain instances, we will only process your Personal Data if you have given your prior consent. For example, where you have given your consent, we may process Personal Data:
- To improve and innovate our website;
- To share with you our latest open position that may apply to your profile
- To personalise our communications towards you;
You can manage your consent(s) preferences at any time through the website.
List of potentially used Personal Data
The below table provides a summary of the Personal Data that we may use in relation with the Services with an explanation on why we use them and how long they are kept.
| Purposes | Lawful Basis | Categories of Data | Retention Period |
|---|---|---|---|
| Contact form for the applicant to get in touch with the recruitment team for questions regarding open vacancies or other questions | Legitimate interest |
|
|
| Where we are legally obliged to collect and retain your Personal Data (e.g. we must retain certain billing information pursuant to tax and accounting laws) | When necessary for us to comply with a legal obligation |
| For as long as we are legally obliged to keep the data. The retention requirements vary from one country to the other. For example, in Belgium we are required to keep certain accounting records for 7 years following the end of the relevant fiscal year. |
| When we are required by law enforcement authorities, regulators or courts to disclose your Personal Data |
|
| By default, we will not retain data for this purpose, and we will only pass it on as and when requested to by law enforcement authorities, regulators or courts. |
| Keeping record of your privacy preferences |
| Data relating to your privacy preferences (e.g., date you give your consent; what you consented to; date on which you withdrew your consent; how consent was given (for example from which device); etc.). | We keep the data for up to 1 year after consent was given and for up to 2 years after the consent was withdrawn. |
Will my Personal Data be transferred to other countries?
Toyota operates globally. Therefore, your Personal Data may be stored and processed by us or our service providers in multiple countries, including countries other than your country of residence. Your Personal Data may, for example, be transferred to the United Kingdom, Japan or the United States.
If your Personal Data is being transferred to countries located outside of the European Economic Area (“EEA”), we will ensure that appropriate safeguards are taken, such as:
- The transfer falls within the scope of an adequacy decision taken by the European Commission under Article 45 of the GDPR;
- The transfer is governed by the standard data protection contractual clauses, as approved by the European Commission or a data protection authority pursuant to Article 46.2(c) or (d) of the GDPR. For further information about how transfers of personal data outside of the EEA are regulated, please consult this page on the international dimension of data protection.
For further information on how we implemented the appropriate safeguards, you can contact us as specified in the section “How can I exercise my privacy rights and contact Toyota?” below.
What are my rights in relation to my Personal Data?
Depending on and subject to applicable laws, you have certain rights regarding the Personal Data that we hold about you in the context of the Website. These rights include the following:
- The right to be informed: You have the right to be provided with clear, transparent, and easily understandable information about how we use your Personal Data and your rights related thereto. This is in part why we are providing you with the information in this Privacy Notice.
- The right of access: You have the right to obtain access to your Personal Data. You may wish to access your Personal Data to confirm our use in accordance with applicable data protection laws. The right to rectification: You are entitled to have your Personal Data rectified if they are inaccurate or incomplete.
- The right to erasure: This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your Personal Data where there is no compelling reason for us to keep using it. Please note that this is not an absolute right and exceptions apply.
- The right to restrict processing: You have rights to block or prevent further use of your Personal Data. When processing is restricted, we can still store your Personal Data, but our use of your Personal Data will be restricted.
- The right to data portability: You have the right to obtain and reuse your Personal Data for your own purposes across different services. For example, if your relationship with Toyota ends, this right enables you to move, copy or transfer your Personal Data easily between our IT systems and those of another service provider, without affecting its usability. Please note that this is not an absolute right and exceptions apply. Also, this right can be applied only in certain circumstances and provided it does not adversely affect others’ rights (for example, it can be applied with regard to the Personal Data you provided to us, which we processed in order to fulfil our contract with you).
- The right to object to processing: Where the processing is based on our legitimate interest, you have the right to object to such processing (unless we have a compelling and legitimate reason to continue processing your Personal Data). For example, where we collect and use your Personal Data to develop new Services, and where we are allowed to do so without your prior consent, you have the right to opt-out of such processing by sending an email to [NMSCs to update link]
- The right to object at any time to the processing of your Personal Data for direct marketing purposes.
- The right to lodge a complaint: You have the right to lodge a complaint about the way we handle or process your Personal Data with your national data protection authority. In your country that is [NMSC to fill in the name and URL of the national data protection authority of its country].
- The right not to be subject to automated decision making: You have the right not to be subject to a decision that is based solely on automated processing (including profiling) and that produces legal effects for you or similarly significantly affects you.
- If our processing of your Personal Data is based specifically on your consent, you have the right to withdraw that consent at any time. This can be done through your Account.
Please note that you may exercise the abovementioned rights only in relation to the Personal Data we hold about you in the context of the Services.
How can I exercise my privacy rights and contact Toyota?
For more information about our use of your Personal Data and to exercise your privacy rights, please contact us as follows:
- you can exercise your right of access, right to data portability, right to erasure and right to object, by contacting data.protection@toyota-europe.com and;
We will try to comply with your requests as soon as reasonably practicable and always in accordance with the legally prescribed timeframes. Please note that, if we have doubts about your identity, we may require you to provide us a proof of your identity to, for example, prevent unauthorised access to your Personal Data.
Please note that, if you have requested the erasure of your Personal Data, we may still have to retain certain Personal Data if so required or authorised by law.
Changes to this Privacy Notice
Toyota may update this Privacy Notice from time to time, and when we do so, we will re-issue a revised Privacy Notice and notify you of any changes to the extent required by law.
If you have any questions regarding any changes to this Privacy Notice, please contact us as set out in the section “How can I exercise my privacy rights and contact Toyota?” above.
Cookies-and similar technologies
Toyota uses cookies or similar technologies to understand how you use the website, clicks and scrolls across the website by way of example, which once analysed will help us improve or personalize products, content, offers or services on the website.
As part of this activity, we will measure the performance of the website in terms of user engagement and acquisition and assess the simplicity and efficiency of app user journeys and functionalities. We produce anonymized statistics in order to measure behavioural characteristics such as location, website usage and thus we can identify potential areas of improvements and instability issues. Regarding our use of cookies, please specifically consult our Cookie policy.
Conflicts or Inconsistencies
If there is any conflict or inconsistency between a provision of this Privacy Notice and a provision of the General Privacy Policy, this Privacy Notice will prevail.