Recruitment Privacy Notice Template for Malaysia

The Recruitment Privacy Notice is a mandatory document under Malaysian data protection law that organizations must provide to job applicants when collecting their personal data. This document ensures compliance with the Personal Data Protection Act 2010 (PDPA) and related regulations, providing transparency about how personal data is handled during the recruitment process. It becomes necessary whenever an organization engages in hiring activities, whether directly or through third-party recruiters. The notice must address the seven data protection principles under the PDPA, including consent, notice and choice, disclosure, security, retention, data integrity, and access. It should be provided to candidates before or at the time of collecting their personal data, typically at the job application stage.

1. Introduction: Overview of the notice's purpose and scope, identifying the data controller and context of recruitment data processing

2. Types of Personal Data Collected: Comprehensive list of personal data categories collected during recruitment, including both mandatory and optional information

3. Purposes of Processing: Detailed explanation of how and why personal data is collected and used in the recruitment process

4. Legal Basis for Processing: Explanation of the legal grounds for processing personal data under Malaysian law

5. Data Retention: Information about how long personal data will be kept and criteria for determining retention periods

6. Data Security: Description of measures taken to protect personal data during processing

7. Your Rights: Explanation of candidates' rights under PDPA including access, correction, and withdrawal of consent

8. Contact Information: Details of how to contact the organization's data protection officer or relevant department