Veeva Systems Inc. and its subsidiaries are committed to protecting the privacy and security of your personal data. This Privacy Notice describes how we collect and process your personal data when you apply for a job with us. This Privacy Notice also describes your rights in your personal data and how you can exercise those rights.
We drafted this Privacy Notice to describe our processing activities globally. In some jurisdictions, our processing may be limited under applicable local law, and in those cases, we comply with local law.
Personal Data We Collect
In connection with your application or participation in recruitment related events, we may collect, use and store the following categories of personal data about you:
- Name and Contact (e.g., full name, maiden name, mailing address, email address, phone number and emergency contact);
- Demographic (e.g., date of birth, gender, citizenship, residency and work permit status and military status);
- Employment details (e.g., your employment background, including current and prior position, work experience, employment references, salary and other compensation requests);
- Background (e.g., educational background including degrees, certificates, transcripts, credit history, and background screenings);
- Financial (e.g., salary, tax information, benefits, expenses, company allowances, and stock and equity grants); and
- Any other information in your application and during our interviews and engagements that you choose to share with us (e.g., your photo, professional skills, personal preferences, hobbies, social preferences, and information provided by your references).
We may also collect, store, and process the following categories of sensitive (or “special categories” of) personal data:
- Sensitive Identity (e.g., social security number, passport number and other government issued identification numbers); and
- Sensitive Demographic (e.g., race or ethnic origin, religious affiliation, trade union membership, sexual orientation, gender identity and transgender status).
In jurisdictions that impose special protections on sensitive personal data, we will only process your sensitive personal data as required by law or with your explicit consent.
How We Collect Personal Data
- From you as the candidate;
- From publicly accessible professional sources (e.g., LinkedIn and employer websites); and
- From third parties such as former employers, your named references, official bodies (e.g., regulatory authorities and criminal record bureaus) and our partners (e.g., recruitment event organizers and universities).
How and Why We Use Personal Data
We will process your personal data for:
- recruitment, selection and evaluation for the job you have applied for and for subsequent job opportunities;
- organization of and invitation to our or our partners’ recruitment related events;
- carrying out background and reference checks and related assessments;
- compliance with legal or regulatory requirements; and
- other business purposes (e.g., business management and planning, conducting data analytics, preventing fraud or violation of our policies and ensuring network and information security).
We will only process your personal data for the purposes we collected it for or for compatible purposes. If we need to process your personal data for an incompatible purpose, we will notify you and, if required by law, seek your consent.
Where applicable law requires us to process your personal data on the basis of a specific lawful justification, we generally process your personal data under one of the following bases: compliance with a legal obligation, for our overriding legitimate interest and other uses where permissible and in accordance with applicable laws.
We will not make decisions about you that will have a significant impact on you, based solely on automated data processing, without your prior consent.
Sharing Your Personal Data
Veeva will not sell your personal data, including any sensitive personal data, or share it with third parties for cross-context behavioral advertising. When we share your personal data, we will ensure it is used in a manner consistent with this Privacy Notice. Veeva will only share your personal data internally and with our subsidiaries and other third parties, including service providers, for the following business purposes:
- to support the purposes described in the section above entitled “How and Why We Use your Personal Data”;
- to enable third party service providers to provide services on our behalf. Third-party service providers may include, but are not limited to, payroll processors, benefits administration providers, insurance providers, consultants and advisors (such as external legal counsel and accountants), background check providers, information technology providers and data hosting providers;
- to comply with applicable law, legal obligations and valid legal processes such as search warrants, subpoenas, or court orders; and
- for additional purposes with your consent, where such consent is required by law.
Cross-Border Data Transfers
As a global company, we may transfer your personal data to various locations around the world for the purposes described in this Privacy Notice. We apply the protections and limitations described in this Privacy Notice regardless of where we process your personal data.
We also comply with various legal frameworks that enable the cross-border transfer of personal data. Where required, we rely on transfer mechanisms that lawfully support data transfer to locations that are not considered “adequate” by the appropriate data protection authority, which may include standard contractual clauses, obtaining your consent, or other recognized transfer mechanism.
Security of Your Personal Data
We protect your personal data using technical and organizational security measures designed to provide a level of security appropriate to the risk of processing your personal data. We limit access to personal data to those employees, agents, contractors, and other third parties that have a legitimate business need for such access. Veeva maintains appropriate organizational and technical measures to protect the security and confidentiality of your personal data. For more details, please visit Veeva and Security.
Your Rights
You may have certain rights in your data, including the right to access, correct, and delete your personal data. You can exercise these rights by going to https://veeva.static.services.wirewheel.io/ or by contacting us using the contact details provided below. If we process a request to change your personal data, we may maintain your prior personal data for as long as legally required. We will verify and respond to your request consistent with applicable law.
Data Retention
We will keep your personal data for so long as necessary for the purposes of this Privacy Notice or as long as required by applicable law. When it is no longer necessary to retain your personal data, we will delete or anonymize it.
Updates to this Notice
This Privacy Notice may be updated periodically to reflect any necessary changes in our privacy practices. In such cases, we will inform you via our website and indicate the date of the most recent updates.
Questions
Veeva’s privacy team (including a Data Protection Officer where required) oversees compliance with this Privacy Notice. If you have any questions about this Privacy Notice or how we handle your personal data, or would like to request access to your personal data, please contact the privacy team at:
Veeva Systems Inc.
4280 Hacienda Drive
Pleasanton, CA 94588 USA
privacy@veeva.com