We respect the privacy rights of individuals and are committed to handling personal data responsibly and in accordance with applicable law. It is important that you read all of this Notice carefully as it sets out how the Hotel Tonight group of companies including Hotel Tonight UK Limited, Hotel Tonight Germany GmbH, Hotel Tonight France SAS, Hotel Tonight Mexico, LLC, Hotel Tonight Mexico, S. de R.L. de C.V., and Hotel Tonight, Inc. ("Hotel Tonight", "we" or "us") handles your personal data when you apply for a job or other role with us and the rights you have in connection with that information.
The terms "applicant" or "you" are used in this Notice to refer to anyone who applies for a job role, or who otherwise seeks to carry out work with or for us (whether on an employed or other basis).
If you are in any doubt, or have any comments or questions about this Notice, please contact us using the contact details set out at Section 8 below.
Types of personal data we collect when you apply
Information that we collect automatically
You can visit the recruitment section of our corporate websites and search for jobs. You can also apply for a job through our job applicant website https://www.hoteltonight.com/careers. All of these websites collect certain data automatically from your device when you visit our website. For further information, please see the privacy notice that applies to the use of our corporate websites or our job applicant website.
Personal data that we collect from you
The types of personal data we collect and process when you apply for a role with us may include (but is not limited to):
Identification data and contact details - including your name, address, email address, phone number and other contact information, gender, race, veteran status and work authorization.
Employment history - such as previous employers, supervisor’s name, and job titles/positions.
Background information -such as academic/professional qualifications, job qualifications, education, details included in your CV/résumé (which might include details of any memberships or interests constituting sensitive personal information), transcripts and employment references.
Details of your nominated referees (including their name, contact details, employer and job role).
Details of your immigration/visa status.
Previous applications/roles (information relating to previous applications you have made to the Company's Group and/or any previous employment history with the Company's Group).
Other information you voluntarily provide throughout the process, including through assessment centres / exercises and interviews.
As a general rule, during the recruitment process, we try not to collect or process any of the following: information that reveals your racial or ethnic origin, religious, political or philosophical beliefs or trade union membership; genetic data; biometric data for the purposes of unique identification; or information concerning your health/sex life ("Sensitive Personal Information"), unless authorised by law or where necessary to comply with applicable laws.
However, in some circumstances, we may collect or request on a voluntary disclosure basis some Sensitive Personal Information for legitimate recruitment-related purposes: for example, information about your racial/ethnic origin, gender and disabilities for the purposes of equal opportunities monitoring, to comply with anti-discrimination laws and for government reporting obligations; or information about your physical or mental condition to consider accommodations for the recruitment process and/or subsequent job role. You may provide, on a voluntary basis, other Sensitive Personal Information during the recruitment process.
Personal data that we collect from other sources
During the recruitment process we may collect and process personal data about you from other sources. For example, we may collect:
References provided by referees.
Other background information provided or confirmed by academic institutions and training or certification providers.
Criminal records data obtained through criminal records checks.
Information provided by background checking agencies and other external database holders (for example credit reference agencies and professional / other sanctions registries).
Information provided by recruitment or executive search agencies.
Information collected from publicly available sources, including any social media platforms you use or other information available online.
In each case, we will only process this personal data where permissible and in accordance with applicable law.
Purposes for processing personal data
We collect and use this personal data primarily for recruitment purposes – in particular, to determine your qualifications for employment and to reach a hiring decision. This includes assessing your skills, qualifications and background for a particular role, verifying your information, carrying our reference checks or background checks (where applicable) and to generally manage the hiring process and communicate with you about it.
If you are accepted for a role with us, the information collected during the recruitment process will form part of your ongoing staff member record and will be processed in accordance with our Global Data Privacy Notice for Staff.
If you are not successful, we may still keep your application and associated personal data to allow us to consider you for other suitable openings within our companies if you consent to us doing so.
Who we share your personal information with and transfers abroad
We take care to restrict access to personal data only to those who require such access to perform their tasks and duties, and to third parties who have a legitimate purpose for accessing it. For instance, your personal data will be shared with managers, HR and administrators in connection with your application for recruitment.
Whenever we permit a third party to access personal data, we will implement appropriate measures to ensure the information is used in a manner consistent with this Notice and that the security and confidentiality of the information is maintained.
Transfers to other group companies
We are a growing global company. We are headquartered in the United States and, in addition to our entities in the UK and the EEA, we also currently have a group entity in Mexico. We will share your personal data with other members of our group around the world in order to administer our recruitment processes and store data.
Transfers to third party service providers [and other third parties]
We may make certain personal data available to third parties who provide services relating to the recruitment process to us, including [but not limited to]:
recruitment or executive search agencies involved in your recruitment;
background checking or other screening providers and relevant local criminal records checking agencies;
data storage, shared services and recruitment platform providers, IT developers and support providers and providers of hosting services in relation to our careers website;
third parties who provide support and advice including in relation to legal, financial / audit, management consultancy, insurance, health and safety, security and intel and whistleblowing / reporting issues;
in response to lawful requests by public authorities (including for tax, immigration, health and safety, national security or law enforcement purposes);
In any case in which we share your data with third parties we will ensure that we have lawful grounds for doing so and adequate security measures in place.
We may also disclose personal data to third parties on other lawful grounds, including:
where it is necessary for our legitimate business interests as an organisation (but we will not do this if these interests are over-ridden by your interests and rights);
to comply with our legal obligations, including where necessary to abide by law, regulation or contract, or to respond to a court order, administrative or judicial process, including, but not limited to, a subpoena, government audit or search warrant;
as necessary to establish, exercise or defend against potential, threatened or actual legal claims;
where necessary to protect your vital interests or those of another person;
in connection with the sale, assignment or other transfer of all or part of our business; and/or
in limited circumstances, with your consent.
In some cases, the sharing described above may result in your personal data being transferred internationally, including from the UK or the European Economic Area to a country outside it. These countries may have data protection laws that are different to the laws of your country (and, in some cases, may not be as protective).
Specifically, our group companies, affiliated companies and third party service providers operate around the world. This means that when we collect your personal data we may process it in any of these countries.
We have taken appropriate safeguards to require that your personal data will remain protected in accordance with this Notice. These include implementing the European Commission’s Standard Contractual Clauses in the context of our intra-company activities and with our third party service providers.
Legal basis for processing personal data
Where European data protection law applies, our legal basis for processing your personal data as part of the recruitment process may be:
our legitimate interests (as summarised above in Section 3) which are not overridden by your data protection interests or fundamental rights and freedoms, particularly taking into consideration the safeguards that we put in place, for example, those outlined in Section 4 above;
to comply with applicable laws and regulations relating to, for example, immigration and/or employment;
to take steps prior to entering an employment contract with you, where you are considered for employment;
in circumstances where you have made the data public;
in limited circumstances, where we have your consent to do so. If we request your consent to process your personal data, you have the right to withdraw your consent at any time.
If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us using the contact details provided in Section 8 below.
Data retention periods
Personal data will be stored in accordance with applicable laws and kept as long as needed to carry out the purposes described in this Notice or as otherwise required by applicable law. Generally this means your personal information will be retained:
if your application was unsuccessful, we may keep your application on file to consider you for other openings with us, with your consent, for a period of up to 2 years from your last contact.
Your data privacy rights
Where European data privacy laws apply (including, for example if you apply for a role with a Hotel Tonight company based in the EEA) you may have additional rights available to you as follows:
If you wish to access, correct, update or request deletion of your personal information, you can do so at any time by contacting us using the contact details provided below.
You can object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information. Again, you can exercise these rights by contacting us using the contact details provided below.
We are unlikely to rely on consent as a ground for processing. However, if we do, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority. (Contact details for data protection authorities in the European Economic Area, Switzerland and certain non-European countries are available [https://edpb.europa.eu/about-edpb/board/members_en])
We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.