Privacy Statement: CAREERS.GOV.KY/my-VISTA e-recruitment

CAREERS.GOV.KY is managed by the Portfolio of the Civil Service (PoCS) of the Cayman Islands Government (CIG). PoCS is the data controller as defined in the Data Protection Act (2021 Revision) for the CAREERS.GOV.KY software system called my-VISTA.

PoCS is committed to making sure your data is secure. This privacy notice explains how we use the personal data we collect when you use CAREERS.GOV.KY.

If you are applying for a specific job role, PoCS and the recruiting CIG entity (department or Ministry) will be data controllers. Both controllers are responsible for complying with all obligations of data controllers under the Data Protection Act (2021 Revision) for the portions of the data each control.

Any questions regarding this privacy notice and / or our privacy practices should be sent by email to PoCS' recruitment team at: careers@gov.ky.
 
WHAT PERSONAL DATA WE COLLECT AND WHY WE COLLECT IT
Personal Data is information that relates to a living individual who can be identified directly from the information or indirectly when put together with other information. It also includes any expression of opinion or indication of intentions in respect of an individual.

For the purposes of recruitment, PoCS/CIG requires certain information to determine the suitability of potential candidates for the role(s) being applied for.

The personal data we may collect includes:

Your full name;
Date of birth;
Sex/gender;
Your contact information (i.e. telephone number(s) and email address);
Your physical and mailing address;
Your nationality and immigration status;
Your place of birth;
Employment history;
Education history, including professional certifications/ memberships, qualifications and training and development;
Any information you choose to tell us in the creation of your profile.
ADDITIONAL DATA WE ARE LIKELY TO COLLECT
Depending upon your responses to questions during your initial submission, you may be required to supply additional information to us. For example, when submitting an application, you may be asked to provide additional details including but not limited to:
 
  • Referee details and referrals;
  • Details of any criminal history

If you are selected as the preferred candidate, you will be asked to provide additional details including but not limited to:
 
  • Referee details and referrals;
  • Information that referees choose to tell us about you;
  • Diversity information including but not limited to ethnic origin, religious belief;
  • Health information including but not limited to physical health and mental health as well as other disability related information;
  • Details of any criminal history, this may be up to the enhanced level disclosure detailing spent convictions, unspent convictions, cautions, warnings and reprimands;
  • Information that we gather from people with whom we may make contact;
  • The date, time, and frequency with which you access our services.
HOW WE USE YOUR DATA
We use the personal data you supply in your user profile and application for the purposes of facilitating the recruitment process, including shortlisting, interviewing, selecting successful candidates and making employment offers.

In order for the system to function, we capture data using cookies. Aggregated data captured through cookies includes:

Preferences cookies: such as language settings
Performance cookies: this includes the number of website visits, searches on the site, pages visited, links clicked, session length, IP addresses, browser and device information.
WHAT WE DO WITH YOUR DATA
Your personal data will be stored securely and may only be accessed by authorised employees and other persons who act on our behalf. Specifically, the data we collect may be accessed by other government ministries and departments that are relevant to / involved in the recruitment activity in which you participated. Your data is also visible to our technical teams, who act on our behalf, to manage and maintain CIG systems and databases, including the CAREERS.GOV.KY portal and the my-VISTA software system. Our technical teams must comply with the requirements of the Data Protection Act (2021 Revision).

The following table outlines the roles regarding the operation of the CAREERS.GOV.KY portal:
Entity
Processing
Purpose
Personal Data Types
Role
PoCS
User Account Creation & Profile Creation
Database of candidate profiles. To allow for individuals to more easily apply for jobs at CIG; provide recruitment process tracking.
Login information (e.g. username, password, security question), contact information, country of residence, immigration status, previously been employed by CIG, notice period, highest level of education, date of birth, employment history, education history, other credentials.
Data Controller
Hiring Entity
Application Received
To fill a vacancy.
Profile data plus any job specific information.
Data Controller
PoCS
Application Received
Providing platform for hiring entity.
Profile data plus any job specific information.
Data Processor
Hiring Entity
Candidate Shortlisting
To shortlist the best candidates.
Profile data plus any job specific information, evaluation of candidates /outcomes.
Data Controller
PoCS
Candidate Shortlisting
Providing platform for hiring entity.
Profile data plus any job specific information and evaluation of candidates and outcomes if entered into my-VISTA.
Data Processor
Hiring Entity
Interviews
To select the preferred candidate(s).
As above plus interview details.
Data Controller
PoCS
Interviews
Providing platform for hiring entity.
Interview details if entered into my-VISTA.
Data Processor
Hiring Entity
Notify Unsuccessful Candidates
Notify Unsuccessful Candidates
Contact information, outcome of application
Data Controller
PoCS
Notify Unsuccessful Candidates
Providing platform for hiring entity as relevant.
Contact information, outcome of application
Data Processor
PoCS
Support for my-VISTA
To manage the provision of support and assistance to users (help-desk, issue and system management).
Support "tickets", requestor personal data.
Data Controller
PoCS
Support for my-VISTA
To provide support and assistance to users on the instructions of the Data Controller.
All personal data in the system.
Data Processor
PoCS
Data analytics
To understand the number and types of candidates applying: to improve communications, offerings, inform policy decisions, awareness of candidate pool and hiring statistics.
All personal data in the system.
Data Controller
Hiring Entity
Data analytics
To understand the number and types of candidates applying for their entity: to improve communications, offerings, and have awareness of candidate pool and hiring statistics for specific jobs they have advertised.
All personal data in the system that hiring entity has access to, i.e. only for candidates that have applied for roles within that entity.
Data Controller

Where appropriate and in accordance with the law we may share your personal data with third party service providers, for example to our external test administrator, if the recruitment process is subject to external testing requirements or where you are the preferred candidate during pre-employment activities such as seeking references, medical testing, and confirming employment details provided.

If you are subsequently hired, we will share your personal data with internal agencies necessary to accommodate employment onboarding, such as CINICO and the Public Service Pensions Board.

We will share your data if we are required to do so by law - for example, if court ordered or as part of a quality assurance audit conducted by Internal Audit Services; however, we will only disclose the minimum amount of data required to fulfill the request.
HOW LONG WE KEEP YOUR DATA
We will only retain your personal data for as long as the law requires and in keeping with an approved Disposal Schedule.

You can delete your account at any time. If you do delete your account, your account data will be deleted from the system.

If you do not log in to your account for 2 years, your account will be deleted. Before deletion occurs, we will email to alert you with 1 month remaining.  If you do not log in within that time, your account will be deleted.

If you become an employee your personal data will be retained for as long as the law requires.
CHILDREN'S PRIVACY PROTECTION
Unless explicitly stated or implied through the content on this site, our services are not intended for, or intentionally targeted at, children under the age of 16. We do not knowingly collect or maintain data about anyone under the age of 16.
WHERE YOUR DATA IS PROCESSED AND STORED
Our applications are hosted by the Cayman Islands Government's Computer Services Department (CSD). All personal data provided in the course of using our applications will be stored securely in CSD's data centres in the Cayman Islands.
The data is processed using the software installed through a license purchase agreement on Cayman Islands Government owned infrastructure.
HOW WE PROTECT YOUR DATA
We are committed to protecting your data. We take appropriate technical and organisational measures to keep your personal data confidential and secure, in accordance with our internal policies and procedures regarding storage of, access to and disclosure of personal data. We may keep your personal data in our electronic systems, in the systems of our Data Processors, or in paper files. Systems and processes exist to prevent unauthorised access to, or disclosure of your data. We take all possible steps to protect the personal data we hold about you (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them. Examples of our security include:
 
  • Controlling access to systems and networks - allows us to prevent people not permitted to view your personal information from gaining access to it.
  • Staff Training - allows us to make all our staff aware of how to handle information and how to report incidents or issues regarding the use of information.
  • Regular testing of our IT systems - ways of working including keeping up to date on the latest security updates and training all our staff on protecting and using information securely.

We ensure that we use service providers that comply with the Cayman Islands Data Protection Act (2021 Revision).
WHAT ARE YOUR DATA PROTECTION RIGHTS?
We want to make sure you are fully aware of all of your data protection rights. Every individual who uses CAREERS.GOV.KY to participate in a recruitment process is entitled to the following:

The right to access - You have the right to request copies of your personal data and other information related to our processing.
The right to rectification - You have the right to request that we correct any information you believe is inaccurate, including to ensure it is complete or up to date.
The right to erase - You have the right to request that we erase your personal data, under certain conditions.
The right to stop or restrict processing - You have the right to request that we stop or restrict the processing of your personal data, under certain conditions.
The right to complain - You have the right to complain to us or the Ombudsman if you believe we are processing your personal data in a way that breaches the Data Protection Act.
You can submit any questions about this privacy notice or complaint regarding handling of personal data to us at careers@gov.ky; we will ensure that where appropriate any questions or complaints are referred to the relevant data controller(s).

Information about the Cayman Islands Data Protection Act, including how to complain to the Ombudsman is available at ombudsman.ky/data-protection 
LINKS TO OTHER WEBSITES
CAREERS.GOV.KY may contain links to other websites. This privacy notice only applies to CAREERS.GOV.KY. Information and services that we link to are covered by the terms and conditions and privacy notices and policies of the entities that provide them. Other websites may also link to CAREERS.GOV.KY and those have their own privacy notices and terms of use.
CONTACT US OR MAKE A COMPLAINT
Contact the Portfolio of the Civil Service if you have any questions about this privacy notice or think that your personal data has been misused or mishandled. We will ensure that any question or complaint is referred to the relevant data controller(s):

Information Manager
Portfolio of the Civil Service
Government Administration Building, PO Box 117
133 Elgin Avenue
Grand Cayman KY1-9000
Cayman Islands
E: FOI.POCS@gov.ky
CHANGES TO THIS NOTICE
We have the right to update the contents of this Privacy Notice from time to time to reflect any changes in the way in which we process your personal data or to reflect legal requirements as these may change.

The "last updated" date is indicated at the bottom of this page. Any changes will apply to you and your data immediately.

Last updated April 11, 2023