2022
Privacy policy

1.0 Introduction


1.1 Who are we?

Frontiers is an award-winning open science platform and leading open access scholarly publisher. Our mission is to make science open, so that all may live healthy lives on a healthy planet. More than ever, science and technology are needed to engineer solutions to move us towards a sustainable society. To achieve this, we look to hire passionate and motivated experts, that share our mission and aspirations, to help us in the pursuit of this mission.

1.2 Matters covered by this Policy

This privacy policy (the “Privacy Policy”) is provided by Frontiers Media SA and all its affiliates (“we”, “us”, “our”). Together with any other documents referred to herein, this Privacy Policy sets out the basis on which the Personal Data that we collect from you, or that you provide to us, will be processed by us in connection with our recruitment processes. Please read the following carefully to understand how we will treat your Personal Data.

Where you apply for a job opening via the application function on a third-party job site (such as Indeed, LinkedIn, Monster, XING, Bookseller, SAPO, etc.) or similar online service provider (a “Partner”), you should note that the relevant Partner may retain your Personal Data and may have access to the progress of your application on their platform. Any use by the Partner of your data will be in accordance with the Partner’s privacy policy and it is not covered by this Privacy Policy.


2.0 Definitions


These terms are used in this Privacy Policy:

Affiliate: means any entity directly or indirectly owned or controlled by Frontiers Media SA.

Personal Data: means any information relating to a natural person who can be identified, directly or indirectly, through that information.

Processing: means any operation which is performed on Personal Data, such as collection, recording, organisation, structuring, storage, disclosure, adaptation, alteration, deletion or any kind of disclosure or other use.


3.0 Information we collect and how we collect it


3.1 Information we collect from you

We may collect and process some or all of the following types of information:

  • Information that you provide when you apply for a role. This includes information provided through an online job site, via email, in person at interviews, and/or by any other method;

  • Personal details such as name, email address, address, telephone number, qualifications, experience, information relating to your employment history, skills, experience, and any demographic information that you provide to us on a voluntary basis, as well as your video in case you conduct your interview using the video interview feature;

  • A record of any correspondence between us;

  • A record of your progress through any hiring process;

  • Details of your visits to our careers website and our recruitment system including, but not limited to, traffic data, location data, weblogs and other communication data, the site that referred you to our careers website and the resources that you access.

The careers website uses only strictly necessary cookies to allow our recruitment system to function properly, to enable the successful communication between the end-user and the service, and to help protect web applications and infrastructure from security attacks.

3.2 Automated Processing

We may use automated forms to establish if candidates meet the necessary criteria in relation to the open role (e.g. necessary work permit). Notwithstanding any automation to assist in the identification of suitable candidates, any final decision as to who we will engage will be made by our staff.

3.3 Information we collect from other sources

We may link the data you provide to us with other publicly available information or information you choose to share with us during your job application – this may include sources such as LinkedIn, Twitter, Facebook and any other websites you decide to share. The Processing of your Personal Data by these third-party websites is not covered by this Privacy Policy. If you wish to learn more about how they process your personal information, please consult their privacy policies.

We may search various databases – some publicly available – which may include your Personal Data (including your CV or resumé), to find possible candidates to fill our job openings. When we find you in this way, we will obtain your Personal Data from these sources.

We may receive your Personal Data from a third party who recommends you as a candidate for a specific job opening or for our business more generally.

4.0 What we do with the information collected

4.1 Purposes of Processing

We may use information held about you for the following purposes to:

  • Consider your application in respect of a role for which you have applied;

  • Consider your application in respect of other roles;

  • Communicate with you in respect of the recruitment process;

  • Find appropriate candidates to fill our job openings;

  • Defend against potential discrimination claims.

In addition, we may use anonymized or aggregated data to monitor and improve our recruitment metrics, and to monitor the fairness and diversity of applications. We do not sell any Personal Data we collect or process.

4.2 Lawful basis for Processing

The collection of mandatory information during your job application process is justified by our legitimate interest to recruit staff adapted to the job openings in our business.

The collection of any optional data and information, such as demographic data, is based on your explicit consent.

5.0 Disclosure of your information

5.1 Service providers

We use Workday, an online application provided by Workday Limited registered at The King’s Building, May Lane, Dublin 7, Ireland, to collect the data and assist with our recruitment process. We use Workday to process personal information as a data processor on our behalf. Workday is only entitled to process your Personal Data in accordance with our instructions and as otherwise required by law.

Where you have applied for a job opening through another Partner, we may disclose data to such Partner. We are not responsible for the use of the data following its transfer by us to the Partner. The Partner shall act as data controller and shall therefore be responsible for complying with all applicable laws in respect of the use of such data.

5.2 Government authorities

We may be asked to provide your information to regulators, enforcement agents, courts and/or other government entities pursuant to statutory obligations or pursuant to a warrant, court order or subpoena. In such case, we will assess the validity of the request and comply where required to do so.

6.0 How we store your Personal Data

6.1 Security

We take appropriate measures to ensure that all Personal Data is kept secure, including security measures to prevent Personal Data from being accidentally lost, used, or accessed without authorisation. We limit access to your Personal Data to those who have a genuine business need to know it. Persons processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

The transmission of information via the internet is not completely secure. Although we will do our best to protect your Personal Data, any online transmission remains at your own risk.

6.2 Your responsibility for securing your Frontiers account and Personal Data

If you create a password protected job candidate account via our recruitment system to submit your job application, you share the responsibility of maintaining the security of your information. In particular, we disclaim any responsibility or liability for any action, activities, and unauthorised access to your job candidate account through use of your username and password. Please follow best practices to help keep your information secure, such as the following:

  • Keep your username(s) and password(s) strictly confidential and do not disclose them to anyone.

  • Use unique and strong passwords for each website that you use.

  • Sign out of your account at the end of each session and close your browser window when you have finished your job application, especially if you share a computer with someone else or are using a computer in a public place.

6.3 Where we store your Personal Data

As a general rule, we store your Personal Data in the European Economic Area (“EEA”), Switzerland and the United Kingdom (“UK”).

As an exception to the preceding, the data that we collect from you and process using Workday’s services may be transferred to, and stored at, a destination outside the EEA, Switzerland or the UK. It may also be processed by staff operating outside the EEA, Switzerland and the UK who work for us or for one of our Partners. For Personal Data originating in the EEA, Switzerland or the UK, the transfer of such data to countries outside of these territories is based on (i) the adequacy decisions issued by the European Commission, Switzerland and the UK, or (ii) the Standard Contractual Clauses approved by the European Commission and the Swiss data protection authorities, or (iii) the UK Standard Contractual Clauses.

By submitting your Personal Data, you agree to this transfer, storing or Processing. If you would like further information, please contact us (see section 7.0 below).

6.4 How long we keep your Personal Data

We hold your Personal Data for 18 months after you receive our notification regarding the outcome of your recruitment process.

If we think you may be suitable for future opportunities at Frontiers and with your consent, we may contact you when those job opportunities open up.

You can remove your Personal Data and job candidate account at any time either by:

  • Logging into your account to access the account settings and delete the account; or

  • Sending a written request to delete your account to the email address available in section 7.0 below.

When you choose to delete your job candidate account, we will still retain limited data about your recruitment process such as candidate name, application outcome, candidate feedback notes and CVs or resumés for 18 months.

6.5 Your rights

In addition to deleting your Personal Data, you may also:

  • Access your Personal Data as covered by this Privacy Policy and receive a copy of the Personal Data concerning you which you have provided to us;

  • Require us to correct any mistakes in your Personal Data which we hold;

  • Otherwise restrict the Processing of your Personal Data if the accuracy of your data is contested, processed unlawfully or kept for the exercise of defence of legal claims.

If you would like to exercise any of those rights, please contact us at careers@frontiersin.org.

If you live in the EEA, the General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or EEA) state where you work, normally live or where any alleged infringement of data protection laws occurred. You can search your supervisory authority’s contact details by accessing this webpage.

If you live in Switzerland, the contact details for the Federal Data Protection and Information Commissioner are found here.

If you live in the UK, the contact details for the Information Commissioner’s Office are found here.

7.0 How to contact us

If you have any questions about this Privacy Policy or have any other questions related to your Personal Data, please contact us at careers@frontiersin.org.

8.0 Amendments

Current Version 2.0
Last Updated April 2022