Recruitment Privacy Notice
This notice explains how Kyakabi Cargo (Kyakabi Group Limited) collects, uses, and protects your personal data during our recruitment and hiring process for logistics and corporate positions.
1. Data We Collect During Recruitment
When you apply for a position with Kyakabi Cargo, we may collect the following categories of personal data:
1.1 Application Data
- Contact Information: Full name, address, phone number, email address.
- Professional Background: Resume/CV, cover letter, employment history, educational qualifications, certifications, and skills.
- Position Details: Role applied for, salary expectations, notice period, and references.
- Application Source: How you learned about the position (website, job portal, referral).
1.2 Assessment & Interview Data
- Interview Notes: Records from telephone, video, or in-person interviews.
- Test Results: Outcomes from skills assessments, psychometric tests, or technical evaluations relevant to logistics operations.
- Portfolio/Work Samples: For roles requiring demonstration of specific expertise.
1.3 Background Verification Data
Collected only for candidates proceeding to final offer stage, with explicit consent:
- Reference Checks: Information provided by your listed professional references.
- Employment Verification: Confirmation of previous employment dates and positions.
- Education Verification: Confirmation of degrees, diplomas, and certifications.
- Security Checks: For specific roles in transport, warehousing, or finance, we may conduct basic background checks as permitted by law.
2. How We Use Your Recruitment Data
Your personal data is used solely for legitimate recruitment purposes:
- To process your application and assess your suitability for the role.
- To communicate with you throughout the hiring process (interview scheduling, updates, etc.).
- To verify the information you have provided and conduct necessary pre-employment checks.
- To make hiring decisions and, if successful, prepare your employment contract.
- To comply with legal or regulatory obligations related to employment.
- To consider you for future opportunities (with your consent – see Section 4).
Legal Basis: Our processing is based on your consent (by submitting an application), the necessity to take steps at your request prior to entering a contract, and our legitimate interest in hiring qualified personnel.
3. Who We Share Your Data With
Access to your data is limited to those with a legitimate need:
- Internal Hiring Teams: HR personnel, the hiring manager, and relevant department heads involved in the selection process.
- Third-Party Service Providers: Such as recruitment platform providers, background check agencies (only with your consent), and IT service providers under strict confidentiality agreements.
- Legal & Regulatory Authorities: Only if required by law.
Cross-Border Transfer: As an East African logistics company, your data may be accessed by hiring managers in our operational regions (Uganda, Kenya, DRC, South Sudan). We ensure appropriate safeguards are in place for any such internal transfers.
4. Data Retention & Future Opportunities
4.1 Retention Periods
| Application Status | Retention Period | Notes |
|---|---|---|
| Unsuccessful Applicant | Up to 2 years | We may retain your data to consider you for future suitable roles, unless you request deletion. |
| Successful Applicant (Hired) | Transferred to Employee File | Governed by our internal Employee Privacy Policy. |
| Application Withdrawn | 6 months | Deleted after standard administrative period. |
4.2 Consent for Future Opportunities
During the application process on our portal, you may be asked: "May we retain your application to consider you for other future opportunities at Kyakabi Cargo for up to 2 years?"
- If you consent, your application data will be stored in our talent pool and may be reviewed for other relevant openings.
- You may withdraw this consent at any time by contacting us (see Section 7), after which your data will be deleted from the talent pool, subject to any legal retention requirements.
- If you do not consent, your data will be deleted at the conclusion of the specific recruitment process for which you applied.
5. Your Rights
As a job applicant, you have rights regarding your personal data:
- Right to Access: You can request a copy of the data we hold about you.
- Right to Rectification: You can ask us to correct inaccurate or incomplete data.
- Right to Erasure: You can request deletion of your data, subject to legal limitations.
- Right to Restrict Processing: You can ask us to temporarily halt processing of your data.
- Right to Object: You can object to certain types of processing.
- Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time.
To exercise these rights, please use the contact details in Section 7.
6. Security of Your Data
We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These include:
- Secure access controls to our recruitment systems and databases.
- Encryption of data in transit and at rest where appropriate.
- Confidentiality agreements with all staff and third-party processors involved in recruitment.
- Secure disposal of data that is no longer needed.
7. Contact & Questions
For any questions about this Recruitment Privacy Notice, to exercise your rights, or to withdraw your application from our talent pool, please contact:
Human Resources & Data Protection
Kyakabi Cargo | Kyakabi Group Limited
Email: careers.privacy@kyakabi.com
Subject Line: "Recruitment Data Inquiry"
View Open Positions:
Careers Portal: Careers
This notice supplements our main Privacy & Data Protection Policy. We may update this notice, and the latest version will be available on our careers page.
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