Recruitment Privacy Notice

1 Personal Data

Personal data refers to any information relating to an identified or an identifiable natural person, which is one that can be identified directly or indirectly by reference to a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.

2 The Personal Data We Collect and Why

Personal data will be collected directly from you when you apply for a role at the Authority.

Personal data may also be collected from third parties. As you move through the process, our recruitment team may collect personal data from referees and/or professional career platforms.

Where you provide the Authority with the details of a referee, you confirm that you have informed the referee that their information will be shared with, and processed by, the Authority for the purpose of verifying your candidacy.

We collect and process your personal data to assess your application, evaluate your suitability for the role, and determine whether to proceed with your candidacy.

The bases upon which we rely on to process your personal data, dependent on the processing activity, may be for the purpose of performance of a contract (or pre-contractual necessity), or for legitimate interests.

Pre-contractual necessity applies when the candidate is considered for the position applied and legitimate interests applies during the selection process.

Personal data we process may include:

• Personal Details: Names; Proof of identity (Omang/Passport); Gender; Date of Birth; Driver’s License; Next of Kin and dependant information; marital status.
• Contact Information: Phone number, physical and postal address; email address.
• Application Material: Curriculum Vitae (CV), cover letter, Qualification Documents, certifications, transcripts and portfolio/work samples.
• Assessment Data: Interview notes and scores, background checks such as police clearance and fitness clearance.

3 Information Collected Automatically

When you visit the Authority's careers site or apply through our online recruitment portal, personal data may be collected automatically through the following means:

a.) Website Tracking

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For more information on the technologies we use, their purpose, and how to manage your preferences, please review our General Privacy Notice .

b.) Applicant Tracking System (ATS)

Where the Authority uses an Applicant Tracking System to manage recruitment, the following data may be collected, generated, or stored automatically as part of your application:

• Application metadata such as the date/time of submission, source of application and application status/stage.
• Parsed data extracted from your CV or application form, such as skills, qualifications and employment history, where automated parsing tools are used.
• Communication logs, including emails, notifications or messages sent through the platform.
• Interview scheduling and assessment records where managed through the ATS.
• IP address and device/browser information used to access the portal.
• Any scoring, ranking or shortlisting output generated by the ATS, where automated screening or ranking functionality is used.

Please contact the Data Protection Officer using the details provided below for further information on any automated decision-making used in our recruitment process.

Data held within the ATS is subject to the same security, retention, and cross-border transfer safeguards described in this Notice, including where the ATS provider is a third-party processor located outside Botswana.

4 How We Use Your Information

The personal data collected from you is used to enable the Authority to assess your application and, where relevant, to render the recruitment services you require.

Should your personal data be used for any purpose other than what has been stated, you will be informed, and where required, your consent will be sought.

In adherence to the principles of processing as set out in the Data Protection Act, 2024, the Authority will:

• Process your personal data in a lawful, fair, and transparent manner;
• Use your data only for the stated purpose;
• Only request from you data that is needed for recruitment purposes;
• Ensure that all personal data collected is accurate and have in place measures to ensure accuracy;
• Only keep your personal data for as long as necessary; and
• Ensure that your personal data is kept safe.

5 How the Authority Secures Your Personal Data

LEA takes appropriate and reasonable technical and organizational measures to protect candidate’s personal data in line with industry best practices.

The Authority’s security measures, including physical, technological, and procedural safeguards, will be appropriate and reasonable.

This includes the following:

1. Keeping the Authority’s systems secure (e.g. monitoring access and usage);
2. Storing records securely;
3. Controlling access into the premises, systems, and/or records; and
4. Safely destroying or deleting records at the end of their retention period.

Where the Authority engages the services of a Data Processor, the Authority guarantees that the processors are contractually obligated to apply the appropriate security practices.

6 How the Authority Shares Your Personal Data

Your personal data may be processed, stored, shared, transferred, or disclosed by us to third parties with the necessary safeguards put in place.

It may be shared internally with the personnel authorized to access or discuss recruitment personal data, including talent acquisition teams.

Internally, your data will only be shared with personnel authorized to access or discuss the recruitment information.

Externally, your information may be shared on a need-to-know basis, which is usually to meet a legal obligation.

Such processing may involve cross border transfers to jurisdictions that may not have data protection laws equivalent to those in Botswana.

In such cases, the Authority relies on the following safeguards:

• Standard Contractual Clauses (SCCs);
• Adequacy Decision; or
• Binding Corporate Rules.

7 How Long the Authority Keeps Your Personal Data

The Authority will keep candidate’s personal data for as long as:

1. The law requires the Authority to keep it;
2. A contract between the candidate and the Authority requires LEA to keep it;
3. The candidate has consented to the Authority keeping it;
4. The Authority is required to keep it to achieve the purposes listed in this Notice;
5. The Authority requires it for statistical or research purposes; or
6. The Authority requires it for lawful business purposes.

8 Your Rights and Duties Regarding Personal Data the Authority Holds

Candidates will be required to provide the Authority with proof of identity when enforcing the rights stated below.

Subject to the permissible legal limitations or restrictions, you have the right to:

1. Access your personal data;
2. Request rectification/correction;
3. Request the deletion of your personal data under certain circumstances;
4. Restrict the processing of your personal data;
5. Object to the processing of your personal data;
6. Withdraw your consent to processing;
7. Exercise the right to data portability;
8. Request information on how we process your data; and
9. Lodge a complaint with the Information and Data Protection Commission.

Candidates must inform the Authority of changes in their personal data as soon as possible.

If you wish to exercise your data privacy rights, please request a Data Subject Request Form through the contacts provided below.

For any questions regarding this Privacy Notice, the handling of your personal data, or to exercise your data privacy rights, please contact our Data Protection Officer (DPO) using the details below. The DPO can also provide a Data Subject Request Form to assist you in submitting a privacy rights request.

Contact Details