HBT Candidate Privacy Policy

Please do not send us any of your information if you do not want it to be used in the ways described in this Candidate Privacy Policy. 

Our contact details are set out at section 8 below.

1. Scope

This Candidate Privacy Policy applies when we receive personal information (e.g., name, address, nationality, marital status) from you, or any other third party, as part of our recruitment process, including when you apply for a role or workplace opportunity, open day, or recruitment event with us.   

HBT also has a Privacy Policy which sets out how the firm may collect and use your personal information and should be read in conjunction with this Candidate Privacy Policy. 

If a candidate is successful in their application, and starts working for HBT as a Partner or member of staff, their personal information will be processed in line with the firm's Partner and Staff Privacy Notice which is made available on the firm's intranet. 

2. Processing your information

HBT may process personal information for purposes related to recruitment activities, including but not limited to:

• consider job applications;
• consider you for other positions at HBT;
• check if you have applied to us before and review details of any such application;
• send you candidate experience surveys;
• create and manage talent pools for future roles; 
• carry out screening checks and vetting which can include reference, background, directorship, financial probity, identity, eligibility to work, vocational suitability, social media and criminal record checks  ; 
• diversity and equal employment opportunities research and monitoring;
• health and safety purposes;
• complying with legal and regulatory requirements and obligations to third parties (including regulatory authorities), including reporting requirements;
• to make any reasonable adjustments to candidates; and
• for future research, monitoring and statistical collection purposes.

HBT may also use your data to conduct any compliance activities which may be required under applicable law as an employer (e.g., analysis in respect of pay equity). 

We may use your personal information if:

• it is necessary for the performance of a contract with you; or
• necessary in connection with a legal or regulatory obligation; or
• you have provided your consent (where necessary) to such use, or a third party (e.g., a recruitment agency) has obtained your consent (where necessary); or
• we (or a third-party) have a legitimate interest which is not overridden by your interests or your rights and freedoms; or
• we are otherwise required or authorised by law.

Your application will constitute your express consent to our use of this information in accordance with this Candidate Privacy Policy, including to assess your application and to allow us to carry out both recruitment analytics and any monitoring activities which may be required of us under applicable law as an employer.

Your information will be retained for as long as necessary to fulfil the purposes set out above and in line with the firm's retention policies.   Note retention periods may vary from office to office depending on the applicable laws in that jurisdiction. For more details, you can get in touch with an HR or Recruitment contact for that office. In the event that your application is successful, we will hold your personal information and process it in accordance with Herbert Smith Freehills' Partner and Staff Privacy Notice (available on the firm's Global Practice Handbook).  

3. Disclosure and sharing of your information

We may disclose your personal information (including diversity and equal opportunities data which is optional to provide) to third parties including but not limited to:

• our associated firm Herbert Smith Freehills LLP and any entity authorised to operate under the name 'Herbert Smith Freehills' or under common control with such an entity, to the extent necessary for Herbert Smith Freehills to assist HBT with processing activities in section 2, 
• academic institutions,
• recruiters,
• screening check providers,
• health service providers, 
• professional and trade associations, 
• law enforcement agencies, 
• recruitment analytics, 
• diversity and inclusion research and monitoring providers 
• referees, and 
• your current and previous employers. 

We may also collect your personal information from these parties in some circumstances. Without your personal information we may not be able to progress considering you for positions with us.

Please be aware that your personal information may be accessed by, or disclosed to, third parties and by our associated firm HSF (see details of HSF offices in section 8 below) from countries whose laws provide various levels of protection for personal information which are not always equivalent to the level of protection that may be provided in Indonesia. Where we transfer your information internationally, we will comply with the requirements under the applicable laws in Indonesia and take reasonable steps to ensure that your information is treated securely and the means of transfer provides adequate safeguards. 

Some of your personal information may be stored with, and managed by, a cloud service provider located outside of Indonesia.

4. Security

We take reasonable steps to hold information securely and to prevent unauthorised access, modification or disclosure. Our information security policy is supported by a number of security standards, processes and procedures and we store information in access-controlled premises or in electronic databases requiring logins and passwords. All partners and staff and third-party providers with access to confidential information are subject to confidentiality obligations. 

5. Cookies  

We use cookies on our online services. Please see our Cookie Policy for details.

6. Your rights

Please note that if, at any stage, you would like to change or remove the information in your Workday Candidate Home account you can manage your profile online and remove any data you have uploaded by clicking 'Edit your profile' and clicking on the 'Delete profile' button located at both the top and bottom of the page. Note that deleting your Workday candidate profile does not delete a previously submitted application to Herbert Smith Freehills.

The privacy laws of Indonesia give you the right to access, amend or erase your personal information or, in some circumstances, to restrict or object to the processing of your personal information.

If you would like to exercise any of your rights please contact us as set out below. 

Where you have provided your consent to the collection and processing of your personal information for a specific purpose, you have the rights to withdraw your consent for that specific processing at any time by following the steps set out above.

7. Status of this Policy

We review this Candidate Privacy Policy regularly and reserve the right to revise it or any part of it from time to time to reflect changes in the law or technology practices. You agree that you will review the amended Candidate Privacy Policy from time to time.

8. Contact and further information

To find out more about HBT and Herbert Smith Freehills entities, please visit www.herbertsmithfreehills.com/where-we-work.

If you have any questions about this Candidate Privacy Policy, or want to submit a written complaint to us about how we handle your personal information, please contact us at:

Hiswara Bunjamin & Tandjung
18th floor, Tower I, Sudirman 7.8
Jl. Jendral Sudirman Kav. 7-8
Jakarta 10220
Indonesia

Attention: Dhani Maulana M Pattinggi
Telephone: +62 21 3973 8000
Email: recruitment@hbtlaw.com

You may also have the right to submit a complaint to the relevant supervisory authority in Indonesia.

If you make a privacy complaint, we will respond to let you know how your complaint will be handled. We may ask you for further details, consult with other parties and keep records regarding your complaint.

For further information about how HBT handles personal information, please see our Privacy Policy.