Recruitment Privacy Notice

DOF (“We”, “Us”) are committed to protecting and respecting your privacy. This Privacy Notice (together with any other documents referred to herein) sets out the basis on which the personal data collected from you, or that you provide to Us, will be processed by Us in connection with our recruitment processes. Please read the following carefully to understand our views and practices regarding your personal data and how We will treat it.

For the purpose of the General Data Protection Regulation (“GDPR”) and the United Kingdom General Data Protection Regulation (“UK GDPR”) and the UK Data Protection Act 2018, the Data Controller is DOF AS. Where a vacancy is advertised or filled by another DOF group company, that company may act as the Data Controller for that specific recruitment process.

We use Workable, an online application provided by Workable Software Limited, to assist with our recruitment process. We use Workable to process personal information as a data processor on our behalf. Workable is only entitled to process your personal data in accordance with our instructions.

Where you apply for a job opening posted by Us, these Privacy Notice provisions will apply to our processing of your personal information.

Where you apply for a job opening via the application function on a job site or similar online service provider (“Partner”), you should note that the relevant Partner may retain your personal data and may also collect data from Us in respect of the progress of your application. Any use by the Partner of your data will be in accordance with the Partner’s Privacy Notice.

All recruitment activities are carried out in accordance with applicable local laws and regulations in the country where the role is based.

Your Personal Information

Information We collect from you

We collect and process some or all of the following types of information from you:

• Information that you provide when you apply for a role. This includes information provided through an online job site, via email, in person at interviews and/or by any other method.

• In particular, We process personal details such as name, email address, address, telephone number, qualifications, experience, information relating to your employment history, skills and experience that you provide to Us, as well as your video in case you conduct your interview using the Video Interview feature.

• If you contact Us, We may keep a record of that correspondence.

• A record of your progress through any hiring process that We may conduct, including interview notes, assessment outcomes and correspondence in Workable.

• Details of your visits to Workable’s Website including, but not limited to, traffic data, location data, weblogs and other communication data, the site that referred you to Workable’s Website and the resources that you access.

• Your video interview in case your interview was performed through the video interview feature.

• For certain roles, identity, background and security checks may be required as part of the recruitment process. This may involve reviewing passport information, right to work or similar documentation for shortlisted candidates only, and always in accordance with applicable law. Candidates will be informed where this applies.

Information We collect from other sources

Workable provides Us with the facility to link the data you provide to Us, with other publicly available information about you that you have published on the Internet - this may include sources such as LinkedIn.

Workable’s technology allows Us to search various databases - some publicly available and others not, which may include your personal data (include your CV or Resumé), to find possible candidates to fill our job openings. Where We find you in this way We will obtain your personal data from these sources.

We may receive your personal data from a third party who recommends you as a candidate for a specific job opening or for our business more generally.

Where permitted by local law and relevant to the role, we may also receive information from references or background screening providers (for example, confirmation of employment history, qualifications or certifications). You will be informed where such checks are required.

Reference checks and other verifications are normally conducted only for shortlisted or preferred candidates, and always before any formal offer of employment is made.

Where relevant to the role and permitted by law, additional assessments related to security or regulatory requirements may be conducted. Candidates will be informed where this applies.

Uses made of your information

Legal basis for processing

The processing of personal data in connection with a specific recruitment process is based on Article 6(1)(b) GDPR (processing necessary to take steps at the request of the data subject prior to entering into a contract) and, where applicable, Article 6(1)(f) GDPR (legitimate interests), including the need to manage and document recruitment processes and ensure fair and non-discriminatory hiring.

Where personal data is retained beyond the completion of a recruitment process for the purpose of considering candidates for future roles, this processing is based on the candidate’s consent in accordance with Article 6(1)(a) GDPR. Such consent is optional and may be withdrawn at any time.

As DOF operates globally, the retention and processing of personal data will be subject to different legal requirements depending on the jurisdiction in which the recruitment takes place. In all cases, DOF will ensure that personal data is processed in accordance with applicable data protection laws.

As a general principle, DOF will only retain personal data for as long as necessary to fulfil the purpose for which it was collected. Where retention extends beyond the completion of a recruitment process, this will only take place where a valid legal basis exists, including, where applicable, the candidate’s consent.

Lawful basis for processing

We rely on legitimate interest as the lawful basis on which We collect and use your personal data. Our legitimate interests are the recruitment of staff for our business. We have carried out a Legitimate Interest Assessment to ensure that our recruitment interests are balanced against your rights and freedoms.

In addition, depending on the circumstances, we may process your personal data where:

• processing is necessary to take steps at your request prior to entering into a contract (e.g., to evaluate your application and communicate with you);

• processing is necessary to comply with a legal obligation (e.g., where local laws require certain records or checks); and/or

• you have provided consent for a specific purpose (e.g., to keep you in a talent pool beyond the standard retention period, where applicable).

Purposes of processing

We use information held about you in the following ways:

• To consider your application in respect of a role for which you have applied.

• To consider your application for other roles that may be relevant to your profile, where this is consistent with your reasonable expectations and subject to your right to object.

• To communicate with you in respect of the recruitment process.

• To verify and/or supplement information you provide using publicly available professional information, and only where relevant to recruitment.

• To find appropriate candidates to fill our job openings.

• To help our service providers (such as Workable and its processors and data providers) and Partners (such as the job sites through which you may have applied) improve and develop their services, in accordance with applicable law.

Where DOF wishes to consider candidates for other relevant positions than the one applied for, this will only take place where the candidate has provided explicit consent. Such consent is voluntary and may be withdrawn at any time.

Where applicable, we also process personal data to assess internal applicants and support internal mobility in line with DOF’s recruitment principle.

Automated decision making/profiling

We may use Workable’s technology to select appropriate candidates for Us to consider based on criteria expressly identified by us, or typical in relation to the role for which you have applied. The process of finding suitable candidates is automatic, however, any decision as to who We will engage to fill the job opening will be made by our staff. Automated tools are used solely to support the recruitment process and do not replace individual assessment, panel evaluation or final hiring decisions

Disclosure of Your Information

As set out above, We pass your information to our third-party service providers, including Workable, who use it only in accordance with our instructions and as otherwise required by law.

We may also share your information internally within the DOF group on a need‑to‑know basis for recruitment purposes, for example with recruiters, hiring managers, interviewers and HR/People functions supporting the relevant vacancy. Access is limited to those who have a genuine business need to know.

Where you apply for a job opening through a third-party service provider, We may disclose certain personal data that We hold about you in connection with your application, including information about your progress through our hiring process, as well as tangible, intangible, visual, electronic, present, or future information that We hold about you, such as your name, contact details and other information involving analysis of data relating to you as an applicant for employment (collectively, “Disposition Data”).

Where such data is shared with a third-party service provider, that provider may act as a separate data controller in respect of the Disposition Data and will be responsible for complying with applicable data protection laws in relation to its use of that data following its transfer by Us.

How We store your personal data

Security

We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where We are legally required to do so.

Where We store your personal data

Where We store your personal data in our own systems, it is stored in the EEA.

The data that We collect from you and process using Workable’s Services may be transferred to, and stored at, a destination outside the United Kingdom (“UK”) or the European Economic Area (“EEA”). It may also be processed by staff operating outside the UK or the EEA who work for Us or for one of our suppliers. Such staff maybe engaged in, among other things, the provision of support services. We process and transfer your data based on our legitimate interests and applicable safeguards

In particular, your data may be accessible to i) Workable’s staff in the USA or ii) may be stored by Workable’s hosting service provider on servers in the USA as well as in the EU. The USA does not have the same data protection laws as the United Kingdom and EEA. A Data Processor Agreement has been signed between Workable Software Limited and its overseas group companies, and between Workable Software Limited and each of its data processors. These data processor agreements are designed to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal data. Where required, we ensure that appropriate safeguards are in place for international transfers, together with supplementary measures where necessary.

If you would like further information please contact Us (see ‘Contact’ below). We will not otherwise transfer your personal data outside of the United Kingdom or EEA or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.

How long We keep your personal data

We will normally retain your personal data for 12 months after the end of the applicable recruitment process. We retain candidate data for up to 12 months to (i) manage and evidence the recruitment process and decisions, including documentation of fair, objective, and non-discriminatory hiring processes, and (ii) respond to potential legal claims, should it be applicable.

Your personal information will be deleted on one of the following occurrences:

• the 12-month retention period expires

• deletion of your personal information by you (or by another person engaged by you); or

• receipt of a written request by you (or another person engaged by you) to us. You can request deletion at any time (see “Your rights” / “Contact”).

Upon end of the recruitment process, sensitive information related to identity, background and security assessments will be deleted. DOF may retain a limited record of the assessment outcome and conclusion for up to 3 months after completion of the recruitment process for documentation and legal compliance purposes.

Where applicable local laws or regulatory requirements require a longer or shorter retention period, those local requirements will take precedence.

If the candidate has provided explicit consent, DOF may retain the personal data for a longer period post end of the recruitment process (up to 12 months) in order to consider the candidate for future employment opportunities.

Your rights

Subject to local data protection laws and in particular under the GDPR and the UK GDPR, you have a number of important rights free of charge. In summary, those include rights to:

• access to your personal data and to certain other supplementary information that this Privacy Notice is already designed to address

• require Us to correct any mistakes in your information which We hold

• require the erasure of personal data concerning you in certain situations

• receive the personal data concerning you which you have provided to Us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations

• object to processing in certain circumstances, including where we rely on legitimate interests

• object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you (and request human review where applicable)

• object in certain other situations to our continued processing of your personal data

• otherwise restrict our processing of your personal data in certain circumstances

• claim compensation for damages caused by our breach of any data protection laws.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

• contact Us using our contact details below,

• let Us have enough information to identify you,

• let Us have proof of your identity and address, and

• let Us know the information to which your request relates.

How to complain

We hope that We can resolve any query or concern you raise about Our use of your information.

The General Data Protection Regulation and the UK GDPR also give you right to lodge a complaint with a supervisory authority, in particular (under the GDPR) in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred.

Contact

All questions, comments and requests regarding this Privacy Notice should be addressed to dataprotection.global@dof.com

Recruitment fraud & scam awareness

The following information is provided to help protect candidates against recruitment fraud. It does not form part of our Recruitment Privacy Notice and does not affect how we process your personal data.

Recruitment fraud is a growing global issue. Like many international companies, the DOF Group has experienced attempts by individuals or organised groups falsely claiming to represent DOF in order to deceive job seekers.

To protect both candidates and DOF’s reputation, we want to be clear about how DOF conducts recruitment and what warning signs to look out for.

How DOF Recruits

The DOF Group always undertakes a structured and legitimate recruitment process. This typically includes:

• submitting an application or CV through our official recruitment channels and application tracking system (ATS) Workable

• screening and selection

• interviews

• reference checks

This applies across all employment types and regions where DOF operates.

Employment offers and recruitment related communication are handled only through DOF’s official systems and channels.

Warning signs of recruitment fraud

You should be cautious if someone claiming to represent DOF:

• Ask for payment to cover costs for various things like visa fees, taxes or administrative expenses;

• Direct you to book travel through a specific agency or ask you to pay a percentage of travel costs;  

• Contacts you unexpectedly with a job offer without a formal recruitment process;

• Uses non‑corporate email addresses (such as generic webmail services);

• Provides poorly written messages, inconsistent information, or poorly formatted documents;

This is not how we recruit, and all of the above is a red flag for fraudulent activity.

Requests for sensitive information

Be cautious if you are asked to share sensitive personal information, such as passport, national ID numbers, or bank details.

For certain roles, DOF may legitimately need to verify identity or eligibility to work (for example by reviewing passport information). Such requests will only be made as part of a formal recruitment process, typically for shortlisted candidates, and through DOF’s official recruitment channels. If you are asked to provide sensitive information outside of an established recruitment process, at a very early stage without interviews or formal communication, or through unofficial channels or email addresses, you should treat this as a warning sign.

Official DOF communication

Legitimate recruitment communication from DOF will come from the corporate domain: @dof.com. In addition, emails may be sent via DOF’s ATS Workable as part of the application process.

Job advertisements published by DOF will always reference official DOF domains and approved recruitment channels Job advertisements visible in various media, including newspapers and online job listing aggregators, will always feature a contact email address with one of the previously indicated domains.

The only social media based, public recruitment activity for offshore positions occurs via the Facebook page "DOF Sjø" and its Facebook group "DOF Crewing". Administrators of this group will be visible in Facebook as "DOF Sjø" or "DOF Group".

What to do if you are unsure or suspect recruitment fraud

If you suspect that you have been contacted by someone falsely claiming to represent DOF:

• do not respond or share information,

• block the sender, and

• consider reporting the incident to your local authorities.

You are also welcome to contact DOF through our official contact page to verify any recruitment related communication or rule out potentially suspicious claims.

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The links below provide some useful information:
| ActionFraud (UK Police definitions)
| FTC's Job Scams (USA definitions)

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