Privacy Notice for Job Applicants

Effective Date: 13th June 2024

1. Introduction

Welcome to Arrow Facilities Management Limited We are committed to protecting your privacy and ensuring the security of your personal data. This notice explains how we collect, use, and protect your data during the recruitment process.

2. Data Controller

Arrow Facilities Management Limited
Westlands Commercial Centre
+254714 445566

3. Personal Data We Collect

We may collect the following personal data from you:
– Identification Data: Name, date of birth, national ID/passport number
– Contact Data: Email address, phone number, home address
– Professional Data: Employment history, academic qualifications, references
– Sensitive Data: Medical information, background check results (with your explicit consent)
– Other Data: Any additional information you provide in your application or CV

4. How We Collect Your Data

We collect your data directly from you through:
– Job application forms
– CVs/resumes and cover letters
– Interviews and assessments
– References and background checks (with your consent)

We may also collect data indirectly in limited cases, such as:
– From public records
– From publicly available social media profiles
– From recruitment agencies (with your consent)

5. Purpose of Data Collection

We use your data to:
– Assess your suitability for the position
– Manage and administer the recruitment process
– Comply with legal and regulatory requirements
– Communicate with you about your application

6. Legal Basis for Processing

Our processing of your data is based on:
– Consent: Your submission of the application
– Legitimate Interests: Evaluating your application and managing recruitment
– Legal Obligations: Compliance with applicable laws

7. Data Sharing and Transfers

We may share your data with:
– Internal HR and recruitment personnel
– Third-party service providers (e.g., background check agencies) under confidentiality agreements
– Legal or regulatory authorities if required

We do not transfer your data outside Kenya without adequate safeguards or your explicit consent.

8. Data Security

We implement appropriate measures to protect your data from unauthorized access, loss, or misuse. Access is restricted to authorized personnel only.

9. Data Retention

We retain your data only as long as necessary for recruitment and legal requirements. Unsuccessful applications will be deleted or anonymized after 12 months.

10. Your Rights

You have rights regarding your data, including:
– Access: Request access to your data
– Rectification: Correct inaccurate data
– Erasure: Request deletion of your data
– Restriction: Request restricted processing of your data
– Portability: Request a copy of your data
– Objection: Object to data processing

To exercise these rights, contact us at

11. Automated Decision-Making

We may use automated systems for shortlisting candidates. You have the right to request human review and contest automated decisions.

12. Changes to this Notice

We may update this notice periodically. Changes will be posted with an updated effective date.

13. Contact Us

For questions or concerns, contact us at:

Arrow Facilities Management Limited
Westlands Commercial Centre
+254714 445566