CANDIDATE PRIVACY NOTICE

1. Introduction

Maurice Ward & Co., s.r.o. (“Maurice Ward & Co. “, “Company”, “we”, “our”, or “us”) is committed to protecting the privacy and personal data of all individuals applying for employment with us. This Candidate Privacy Notice explains how we collect, use, disclose, store and protect your personal data during our recruitment and hiring processes.

We process personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”), applicable national data protection laws in the countries where we operate – including local laws in Armenia, Serbia, Turkey and the United Kingdom – and any other relevant legislation.

Please read this Privacy Notice carefully before submitting your application.

2. Who We Are

The data controller responsible for processing your personal data is:

Maurice Ward & Co.

Registered Office: Airport Logistic Park, Kněževes 185, 252 68, Středokluky, Czech Republic

Company Registration Number: 62908227

Email: gdpr@mauriceward.com

Telephone: +420 233 097 793

If your application relates to employment with another company within the Maurice Ward Group (“Group”), that entity may also act as a data controller for your personal data. A current list of our Group companies, including our branches in Armenia, Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Lithuania, Netherlands, Norway, Poland, Portugal, Romania, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United Kingdom, is available at www.mauriceward.com.

3. Scope of this Privacy Notice

This Privacy Notice applies to individuals who:

• apply for advertised vacancies;
• submit speculative applications where no current vacancy matches their profile;
• are contacted by our recruitment team regarding employment opportunities;
• participate in interviews or assessments;
• are referred by employees;
• apply through recruitment agencies, job boards, LinkedIn or other professional platforms;
• are considered for future employment opportunities within our Group.

This Privacy Notice does not apply to employees after employment begins. Employee privacy information will be provided separately.

4. What Personal Data We Collect

Depending on the recruitment process, we may collect:

Identification Information

• Full name
• Date of birth (where permitted by law)
• Nationality (where required)
• Photograph (if voluntarily provided)
• Right to work documentation
• Passport or identity document information (only when required)

Contact Information

• Home address
• Email address
• Telephone number

Professional Information

• CV or résumé
• Employment history
• Job titles
• Responsibilities
• Professional qualifications
• Licences and certifications
• Education history
• Language skills
• Technical skills
• References provided by you

Recruitment Information

• Cover letter
• Salary expectations
• Availability
• Preferred work location
• Interview notes
• Assessment results
• Recruitment correspondence

Publicly Available Information

Where relevant, we may review information that you have made publicly available on professional networking sites such as LinkedIn.

Special Categories of Data and Criminal Records

Certain information we collect – such as a photograph, nationality, or right-to-work documentation – may reveal or relate to racial or ethnic origin, or other special categories of personal data under Article 9 GDPR. We process such data only to the extent necessary to comply with our legal obligations relating to employment and immigration law (Article 9(2)(b) GDPR), or with your explicit consent where you choose to voluntarily provide it.

Where a role requires a background or security check (for example, roles involving customs clearance, warehouse security, or driving), we process criminal records data only where permitted under Article 10 GDPR and applicable national law, and only to the extent necessary and proportionate for the role in question.

5. How We Collect Your Personal Data

We collect personal data directly from you when you:

• apply through our careers website;
• submit your CV by email, including speculative applications where no vacancy is currently available;
• apply via LinkedIn or other recruitment platforms;
• attend interviews;
• communicate with our recruitment team.

We may also receive information from:

• recruitment agencies;
• employee referrals;
• publicly available professional profiles;
• references (where you have authorised us to obtain them);
• background screening providers (where applicable).

Where we receive your personal data from a source other than you directly, we will inform you of the categories of data received, the source, and the purposes of processing within a reasonable period, and in any event within one month after obtaining the data (Article 14(3)(a) GDPR) and before we use your data for direct communication with you or before it is disclosed to another recipient.

Providing certain personal data (such as right-to-work documentation or qualifications required for a role) is necessary for us to assess and progress your application. If you do not provide this information, we may be unable to consider you for the relevant position.

In case you have authorized us to obtain references from a particular referee, we may contact referees identified by you. We process their contact details and reference information for our legitimate interests in verifying your application and provide them with information required by applicable law

6. Purposes of Processing

We process your personal data to:

• evaluate your suitability for employment;
• communicate with you throughout the recruitment process;
• schedule interviews;
• verify qualifications and experience;
• assess your skills and competencies;
• conduct recruitment assessments where applicable;
• perform legally permitted background checks;
• comply with legal obligations;
• protect our legitimate business interests, including defending against potential legal claims arising from the recruitment process;
• where you have submitted a speculative application and provided your consent, retain your information to contact you about future employment opportunities.

7. Legal Basis for Processing

Depending on the circumstances, we process your personal data based on one or more of the following legal grounds:

Legitimate Interests (Article 6(1)(f) GDPR)

We have a legitimate interest in recruiting suitable employees, evaluating applicants, managing our recruitment processes and defending against potential legal claims arising from those processes.

Steps Prior to Entering into an Employment Contract (Article 6(1)(b))

Processing is necessary in order to consider your application before entering into an employment relationship.

Legal Obligations (Article 6(1)(c))

We may process your data to comply with employment, immigration, tax or other legal requirements.

Consent (Article 6(1)(a))

Where you submit a speculative application through our careers website (i.e. where no specific vacancy is currently available), we ask for your consent to retain your CV and application details in our recruitment database so that we may contact you about future opportunities. We will also rely on consent where you voluntarily provide us with special category data. You may withdraw your consent at any time without affecting the lawfulness of processing carried out before withdrawal.

8. Sharing Your Personal Data

Your information may be shared with:

• Human Resources personnel;
• Hiring managers;
• Senior management involved in recruitment decisions;
• Companies within the Maurice Ward Group;
• Recruitment system providers (ATS);
• IT service providers;
• Background screening providers;
• Recruitment agencies acting on our behalf;
• Legal advisers;
• Public authorities where required by law.

We do not disclose personal data to third parties in exchange for payment.

9. International Data Transfers

As an international logistics company, we operate branches in the following countries: Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Lithuania, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain and Sweden (all within the European Economic Area), as well as Switzerland, the United Kingdom, Armenia, Serbia and Turkey.

Transfers within the EEA. Personal data shared between Group entities located within the EEA does not constitute an international transfer under GDPR and is governed by the same standard of protection throughout.

Transfers to Switzerland and the United Kingdom. The European Commission has adopted adequacy decisions recognising Switzerland and the United Kingdom as providing an adequate level of data protection. Personal data may be transferred to our branches in these countries without additional safeguards otherwise required under Article 46 GDPR.

Transfers to Armenia, Serbia and Turkey. These countries do not currently benefit from an EU adequacy decision. Where your personal data is transferred to our branches in these countries, we rely on the European Commission’s Standard Contractual Clauses (or another legally recognised transfer mechanism under Article 46 GDPR) as a safeguard. You may request a copy of the relevant safeguard by contacting us using the details in Section 14.

We monitor the adequacy status of the countries in which we operate and will update this notice, and implement appropriate alternative safeguards, if that status changes.

10. Data Retention

Applications to an advertised vacancy

We process your personal data only for the purposes of the relevant recruitment process you applied to. If your application is unsuccessful, we will delete your personal data within 4 weeks after the recruitment process concludes, except where a longer period is necessary to establish, exercise or defend against a legal claim relating to the recruitment process (for example, a discrimination or equal-treatment claim).

Speculative applications

Where you submit a speculative application via the Maurice Ward careers website, your CV and application details will be stored in the recruitment database of Freight People, s.r.o., subject to your consent. Freight People, s.r.o. may contact you regarding relevant vacancies within the Maurice Ward Group. Your data will be retained for up to 24 months from the date of submission of your application or your most recent interaction with us, whichever is later. You may withdraw your consent and request the deletion of your data at any time by contacting us using the details provided in Section 14.

Successful applications

Where employment is offered and accepted, relevant recruitment records become part of your personnel file and are retained in accordance with our employee data retention policy.

Voluntary consent

In the application form, you may voluntarily consent to the retention of your personal data in our recruitment database for up to 24 months for the purpose of being contacted about future employment opportunities. Providing such consent is optional and is not a condition of participation in the recruitment process. You may withdraw your consent at any time, without any adverse consequences, by contacting us using the details in Section 14.

11. Automated Decision-Making

Recruitment decisions are not based solely on automated processing.

Where automated tools are used to assist recruitment, final decisions are always made by appropriately authorised employees.

12. Data Security

We maintain appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

These measures include:

• secure recruitment systems;
• controlled access permissions;
• encryption where appropriate;
• regular security reviews;
• employee confidentiality obligations.

13. Your Rights

Under applicable data protection laws, you may have the right to:

• access your personal data;
• request correction of inaccurate information;
• request deletion of your data;
• restrict processing;
• object to processing based on legitimate interests;
• receive your personal data in a portable format where applicable;
• withdraw consent at any time;
• lodge a complaint with a supervisory authority in the EU/EEA member state of your habitual residence, place of work, or the place where the alleged infringement occurred (or, where you applied through one of our non-EEA branches, with the equivalent competent authority in that country).

To exercise your rights, please contact us using the details below.

14. Contact Us

If you have questions regarding this Privacy Notice or wish to exercise your rights, please contact:

Data Protection Contact

Maurice Ward & Co.

Email: gdpr@mauriceward.com

If your enquiry relates to a specific company within the Group, we may forward your request to the appropriate entity responsible for your recruitment process.

15. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our recruitment practices, legal requirements or business operations.

The latest version will always be available on our careers website.

Candidate Consent Statement

By submitting your application, you confirm that:

• the information you have provided is accurate and complete to the best of your knowledge;
• you have read and understood this Candidate Privacy Notice;
• you understand how your personal data will be processed during the recruitment process.