— Privacy Statement

 HOW DOES WOODSIDE PROTECT YOUR PERSONAL DATA?

Woodside attaches great importance to your right to privacy and the protection of your personal data. We want you to feel secure that when you deal with Woodside, your personal data are in good hands.

 

Woodside protects your personal data in accordance with applicable laws and our data privacy policies. In addition, Woodside maintains the appropriate technical and organizational measures to protect your personal data against unauthorized or unlawful processing and/or against accidental loss, alteration, disclosure or access, or accidental or unlawful destruction of or damage thereto.

The following sections provide further details as to how Woodside processes your personal data:
Which Categories Of Personal Data Do We Collect And How Do We Process Such Personal Data?

We collect personal data of our employees, potential employees, clients and their current/former/prospective employees/directors, suppliers, business contacts, shareholders and website users. If the data we collect are not listed in this privacy statement, we will give individuals (when required by law) appropriate notice of which other data will be collected and how they will be used.

The personal data we collect include the categories of personal data described in the sections ‘How do we use personal data when you visit Woodside’s website?’, ‘How do we use cookies (and other tracking technologies)?’, ‘How do we use personal data when you visit our offices?’ and ‘How do we use personal data for marketing purposes?’, as well as any other categories of personal data referred to in this privacy statement or in other statements you have received.

Below is also a chart describing the categories of personal data we collect:

 

Category of Personal Information

Types of Personal Information Captured by Category

Personal details, contact details, and identifiers

Name, pronoun, all types of identifiers and contact details (such as e-mail, phone numbers, physical address) and occasionally, when necessary for specific purposes, gender, date of birth, age, place of birth.

Commercial information

History and records of the products and services you have obtained from Woodside. Correspondence between you and us when it is sent to a dedicated mailbox or via other electronic communication means (including communication channels supported by AI that – for example – generates content to assist our personnel when interacting with you), for the purpose of processing account receivable payments and commercial follow-up.

Marketing and research information

1.     Identifiers – the IP address, social media handle or other online identifiers of a person, e-mail address/mobile number if used for direct marketing, and name and address

2.     Demographic data – (e.g. income, family status, age bracket, gender, interests, pets, home ownership, health, current service providers)

3.     Browser/web history data and preferences expressed through selection/viewing/purchase of goods, services and content, information about your mobile device including (where available) type of device, device identification number, mobile operating system.

4.     Social media content – blogs, posts and anything posted by an individual online or which mentioned/references an individual

5.     Analytics and profiles of the individuals based on the data collected on them

6.     Voice-enabled services (Speech-to-Text engines for search requests) without being recorded or stored by the mobile device.

Sensitive data and biometric information

Woodside may also collect certain types of sensitive information when permitted by local law or with your consent, such as health/medical information (including disability status/access requirements and dietary requirements/allergies in the framework of the events we organize/sponsor) or biometric information, for example – when you elect to use fingerprint authentication.

Audiovisual materials, including transcriptions

 

Photograph, and images/footage captured/recorded on CCTV or other audio, video and related security/monitoring systems or captured during marketing/public filming events/sessions (including recording of virtual or live workshops or similar events/sessions), voice search functionality to enable a voice command feature that allows you to ask a question and see results (functionality enabled for mobile applications only), and/or audio video recording and transcription during meetings.

Position and professional or employment-related information

Professional or employment-related information, such as description of current position, job title, employer, location, and Woodside contact(s).

System and application access data and Internet and electronic network activity information

Where you are provided with access to Woodside’s systems, Woodside may collect information required to access such Woodside systems and applications such as System ID, LAN ID, e-mail account, instant messaging account, mainframe ID, system passwords, and internet or other electronic network activity information, including access logs, activity logs, and electronic content produced using Woodside systems.

Cookies and geolocation data

As described below, we also may collect geolocation data in some circumstances. Please see our Cookies policy for more details regarding our use of cookies.

Woodside alumni related information

§  Information you provide us when you register as an Woodside alumnus/alumna or update your profile including your name and email address. If you were previously a user of another Woodside alumni website, additional data that you provided to that site may be automatically added to your profile at the Alumni Site. In addition, your user profile offers you the opportunity to provide a wide range of additional data, including postal address, current occupation, industry, education, and personal and business interests.

§  Correspondence between you and us in relation to the Alumni Site.

§  Data you post on the Alumni Site, such as on the chat pages.

§  Responses to online surveys that we use for research and quality control purposes.

§  Details on (former) compensation and payroll.

§  Details on (former) position.

§  Birth year when necessary for specific purposes

§  Personal information we already have in our Woodside systems such as (former) Enterprise ID, (former) office location, telephone number, home address and education or training – this to verify your identity when registering on our Alumni Site.

 

In addition, for recruitment/employment purposes and to provide assessment and HR consultancy services to our clients in the Business Growth Division, Woodside may process the personal information set out in the below table.

 

Additional personal details, contact details and identifiers/demographics.

In addition to the personal details listed above, Woodside may collect additional personal details for recruitment/employment purposes, such as national identification number, social security number, insurance information, marital/civil partnership status, domestic partners, dependents, emergency contact information, and military history; professional/personal calendar availability/scheduling information for meeting/communication purposes.

Education information and professional or employment-related information

Woodside may collect information about your education and professional or employment-related information, such as your employment history.

Sensitive data for recruitment purposes or for providing assessment/HR consultancy services.

Woodside may collect certain types of sensitive information when permitted by local law or with your consent, such as health/medical information (including disability status), trade union membership information, religion, race or ethnicity, minority flag, and information on criminal convictions and offences. Woodside collects this information for specific purposes, such as health/medical information in order to accommodate a disability or illness (subject to legal limits on the timing of collection of such information and other applicable limitations) and to provide benefits; background checks and diversity-related personal information (such as race or ethnicity) in order to comply with legal obligations and internal policies relating to diversity and anti-discrimination.

Documentation required under immigration laws.

Woodside may collect data on citizenship, passport data, and details of residency or work permit (a physical copy and/or an electronic copy).

Financial information for payroll/benefits purposes

Your banking and other relevant financial details we need for payroll/benefits purposes.

Talent management information

Information necessary to complete a background check, details on performance decisions and outcomes, performance feedback and warnings, e-learning/training programs, performance and development reviews (including information you provide when asking for/providing feedback, creating priorities, updating your input in relevant tools), driver’s license and car ownership information, and information used to populate biographies.

Requested recruitment information

Information requested to provide during the recruitment process, to the extent allowed by applicable law.

Recruitment information you submit

Information that you submit in résumés / CVs, letters, writing samples, or other written materials (including photographs).

Information generated by us during recruitment or during assessments

Information generated by interviewers and recruiters related to you, based on their interactions with you or basic Internet searches where allowed under applicable law.

Recruitment information received from third parties

Information related to you provided by third-party placement firms, recruiters, or job-search websites, clients where applicable.

Audiovisual materials

Photograph & images/audio/footage captured/recorded on CCTV or other video systems when visiting our office or captured in the course of recruitment events or video recruitment interviews or during any other virtual and live events (including recordings during virtual workshops or similar events).

Recommendations

Recommendations related information provided on your behalf by others.

Immigration

Documentation and related information required under immigration laws.

Employment history and background checks

Information about your prior employment, education, and where applicable and allowed by applicable law, credit history, criminal records or other information revealed during background screenings.

Diversity related information

Information about race, ethnicity, religion, disability, gender (legal and identity) and/or sexual orientation, for purposes of government reporting where required by law, as well as to understand the diversity characteristics of the candidate pool and workforce and undertake analytics, subject to legal limits and consent where applicable.

Assessment information

Information generated by your participation in psychological, technical or behavioral assessments. You will receive more information about the nature of such assessments before your participation in any of them.

 

Except for certain information that is required by law or by Woodside policies (including management of an employment relationship with Woodside), your decision to provide any personal data to us is voluntary. You will therefore not be subject to adverse consequences if you do not wish to provide us with your personal data. However, please note that if you do not provide certain information, we may not be able to accomplish some or all of the purposes outlined in this privacy statement, and you may not be able to use certain tools and systems, which require the use of such personal data.

 

If you provide us with personal data of another person (for instance, a potential employee/referral), you are responsible for ensuring that such person is made aware of the information contained in this privacy statement and that the person has given you his/her consent for sharing the information with Woodside.

 

The above-mentioned categories of personal data have been obtained either directly from you (for example, when you provide information to sign up for a newsletter or register to comment on a forum website) or indirectly from certain third parties (for example, through our website’s technology). Such third parties include our affiliates, subsidiaries, partners, public authorities, public websites and social media, suppliers, clients and vendors. Except where certain information is required by law or by Woodside policies (including management of an employment relationship with Woodside), your decision to provide any personal data to us is voluntary. Please note that if you do not provide certain information, we may not be able to accomplish some or all of the purposes outlined in this privacy statement, and you may not be able to use certain tools and systems which require the use of such personal data.

For Which Purposes And On Which Legal Basis Do We Use Your Personal Data?

Woodside uses your personal data only where required for specific purposes. Please view the table below for (i) a list of the purposes for which Woodside uses your personal data and (ii) an overview of the legal basis for each such purpose.

 

Purpose

Legal Basis

Managing our contractual and/or employment relationship with you.

Necessary for the performance of a contract to which you are a party.

Recruitment

Justified on the basis of our legitimate interests for ensuring that we recruit the appropriate employees.

Facilitating communication with you, which may include AI-powered support capabilities (including facilitating meetings, meeting recaps, email suggested content, communication in case of emergencies, and to provide you with requested information).

Justified on the basis of our legitimate interests for ensuring proper communication and emergency handling within the organization.

Operating and managing our business operations including or being part of the provision of our services to our clients and their employees/contractors and their customers, for example in collecting their data as part of surveys/assessments/psychometrics, data analytics, Marketing research or other purposes.

Justified on the basis of our legitimate interests for ensuring the proper functioning of our business operations.

Complying with legal requirements

Necessary for the compliance with a legal obligation to which we are subject.

Monitoring your use of our systems (including monitoring the use of our website and any apps and tools you use).

Justified on the basis of our legitimate interests of avoiding non-compliance and protecting our reputation.

Social listening (Identifying and assessing what is being said about Woodside and our clients on social media (only publicly accessible content) to understand sentiment, intent, mood and market trends and our stakeholders’ needs and thereby improving our services. We do this through key-word searches and our goal is to gain insights in conversation trends over a specified period and not to identify an individual. To achieve this, we analyze and monitor conversation streams and monitor publicly available opinions, statements or other interactions on social media channels.)

Justified on the basis of our legitimate interest of protecting our assets and our brand on social media

Improving the security and functioning of our website, networks and information.

Justified on the basis of our legitimate interests for ensuring that you receive an excellent user experience and our networks and information are secure.

Undertaking data analytics, i.e. applying analytics to business operations and data to describe, predict and improve business performance within Woodside and/or to provide a better user experience, including the use of AI (e.g., machine learning). This includes marketing analytics and analytics related to the organization of events/meetings. (more details on how we run analytics on our website can be found in our cookies policy).

Justified on the basis of our legitimate interests for ensuring the proper functioning of our business operations.

Marketing our products and services to you (unless you objected against such processing, as further described in the section ‘How do we use collected data for marketing purposes below).

Justified on the basis of our legitimate interests for ensuring that we can conduct and increase our business.

Audio, video and transcription captured during live/recorded events and meetings (including virtual events/webinars) to inform interested stakeholders about the content of such events/meetings (including online publication of recordings for marketing purposes).

Based on your informed consent obtained prior to the event.

 

 

Specific Recruitment/Employment Purposes

Legal Basis

Assess your suitability for employment for the role for which you are applying, as well as future roles that may become available.

Justified on the basis of Woodside’s legitimate interests of ensuring that it recruits the appropriate employees.

Manage your application

Justified on the basis of Woodside’s legitimate interests of ensuring that it recruits the appropriate employees.

Facilitate communication with you

Justified on the basis of Woodside’s legitimate interests of ensuring proper communication within the organization and with you.

Perform administrative functions (e.g. reimburse you for interview-related expenses).

Justified on the basis of Woodside’s legitimate interests of ensuring that it recruits the appropriate employees.

Perform data analytics, including analysis of our applicant pool in order to better understand who is applying to positions at Woodside and how to attract and keep top talent.

Justified on the basis of Woodside’s legitimate interests of ensuring that it continually improves its recruitment processes.

In some cases, record your online interview for review by additional recruiters and hiring managers.

Justified on the basis of Woodside’s legitimate interests of ensuring that it recruits the appropriate employees.

If you register on our Careers link or website, we will enter you into a database to receive future mailings about Woodside positions and events. You may also receive personalised job recommendations while browsing our Careers section or website.

Justified on the basis of Woodside’s legitimate interests of ensuring that it recruits the appropriate employees.

Transfer your contact information, education data, employment data, application information and the CV, all as supplied by you in our recruitment system, to the Woodside Talent Pool – a database that we maintain to notify you about new positions that may be of interest to you.

Justified on the basis of Woodside’s legitimate interests of ensuring that it recruits the appropriate employees.

Administration of employee benefits

Justified on the basis of Woodside’s legitimate interests of ensuring that our employees receive the applicable benefits.

Perform any legally-required reporting and respond to legal process.

Compliance with a legal obligation.

 

 

Specific Alumni Information Related Purposes

Legal Basis

To enable alumni to search for and locate you via the directory if you are registered as a Woodside alumnus/alumna.

Justified on the basis of our legitimate interests of offering users the possibility to use the Alumni Site to contact other alumni.

Provide users of the Alumni Site with a customized experience on the Alumni Site, including personalization services such as News and Events and interactive communications.

Justified on the basis of our legitimate interests of providing our users with a customized experience.

To research and analyze our alumni demographics, interests and behavior in an aggregated form.

Justified on the basis of our legitimate interests to better understand and serve our users and improve the Alumni Site and its offerings.

To contact alumni periodically with communications about events, publications or employment opportunities with Woodside, which we feel might interest you, unless you ask not to be contacted. You will have an opportunity to opt out of receiving further messages.

Justified on the basis of our legitimate interest for ensuring proper communication with, and sending marketing to, our alumni.

To share alumni information with other internal Woodside systems, such as our internal sales tools; to contact you with industry relevant information.

Justified on the basis of our legitimate interest for ensuring proper communication with, and sending marketing to, our alumni.

 

Where the above table states that we rely on our legitimate interests for a given purpose, we are of the opinion that our legitimate interests are not overridden by your interests, rights or freedoms, given (i) the transparency we provide on the processing activity, (ii) our privacy by design approach, (iii) our regular privacy reviews and (iv) the rights you have in relation to the processing activity. If you wish to obtain further information on this balancing test approach, please Contact Us.

 

We will process your personal information for the purposes mentioned above based on your prior consent, to the extent such consent is mandatory under applicable laws.

 

To the extent you are asked to click on/check ‘I accept’, ‘I agree’ or similar buttons/checkboxes/functionalities in relation to a privacy statement, doing so will be considered as providing your consent to process your personal information, only where such consent is required by mandatory law.

 

We will not use your personal information for purposes that are incompatible with the purposes of which you have been informed, unless it is required or authorized by law, or it is in your own vital interest (e.g. in case of a medical emergency) to do so.

 

Will We Share Your Personal Data With Third Parties?

We may transfer personal data to our service providers and professional advisors, public and governmental authorities, Woodside companies/affiliates, subsidiaries or third parties in connection with Woodside’s operation of its business, including any (potential) corporate or commercial transaction and including clients if the data has been processed to provide client services. Such third parties may be located in other countries. Before we do so, we shall take the necessary steps to ensure that your personal data will be given adequate protection as required by relevant data privacy laws and Woodside’s internal policies. Woodside may also transfer your personal data to any of its global affiliates/partners, subsidiaries or third parties in furtherance of any visits to our Woodside locations. If you would like more information on the categories of personal information we may share please read the section titled ‘Which categories of personal data do we collect and how do we process such personal data?’.

 

For example, we may disclose personal information to third parties for other business purposes as follows:

§  We share your information with third-party service providers that provide services to us, including billing, payment processing, customer service, email deployment, advertising and marketing, security and performance monitoring, maintaining or servicing accounts, processing or fulfilling orders and transactions, verifying customer information, research, data hosting, auditing, and data processing;

§  To protect and defend the legal rights, safety, and security of Woodside, our affiliates, users, or the public, including to protect against fraud and malicious activity; and

§  For other business purposes described in this privacy statement or for any other purpose disclosed to you at the time we collect the information or pursuant to your consent.

 

We may also share your information in connection with a substantial corporate transaction, such as the sale of a website, a merger, consolidation, asset sale, initial public offering, or in the unlikely event of a bankruptcy.

 

Unless you are otherwise notified, any transfers of your personal data from within the European Economic Area (EEA) to third parties outside the EEA will be based on an adequacy decision or are governed by the standard contractual clauses (a copy of which can be obtained through the contact information included below). Any other non-EEA related transfers of your personal data will take place in accordance with the appropriate international data transfer mechanisms and standards.

 

What About Sensitive Data?

We do not generally seek to collect sensitive data as defined in the second paragraph below (also known as special categories within the EEA) through this site or otherwise. In the limited cases where we do seek to collect such data, we will do this in accordance with data privacy law requirements and/or ask for your consent.

 

The term “sensitive data” refers to the various categories of personal data identified by data privacy laws as requiring special treatment, including in some circumstances the need to obtain explicit consent from you. These categories include racial or ethnic origin, political opinions, religious, philosophical or other similar beliefs, membership of a trade union, physical or mental health, biometric or genetic data, sexual life or orientation, or criminal convictions and offences (including information about suspected criminal activities).

 

What About Data Security?

We maintain organizational, physical and technical security arrangements for all the personal data we hold. We have protocols, controls and relevant policies, procedures and guidance to maintain these arrangements taking into account the risks associated with the categories of personal data and the processing we undertake.

 

We adopt market leading security measures to protect your personal data. This includes (without being limitative):

§  We have a Client Data Protection program in place which governs the stewardship of client information and systems entrusted to us.

§  We have regular penetration testing performed by a third party provider, which continues to show the strength of our technical defenses.

 

Where will your personal data be processed?

As a pan-African organization with a global presence, personal data we collect may be transferred or be accessible internationally throughout Woodside’s global business and between its entities, subsidiaries, partners and affiliates.

 

Any such transfers throughout Woodside’s global business take place in accordance with the applicable data privacy laws.

 

What Are The Sources We Get Your Personal Information From?

If we do not obtain your personal information directly from you, we may obtain it from the following sources: publicly available sources (registers or the internet), Woodside employees, contractors, (prospective) members of board of directors, shareholders, Woodside’s affiliates, subsidiaries and newly acquired businesses, employers of our contractors, our clients, public authorities, public websites and social media, previous employers, educational institutions, suppliers and vendors (including third party data providers).

 

In section 5, you can find more information on the sources of your personal information for marketing purposes.

 

How Long Will Your Personal Data Be Retained By Us?

We will retain your personal data only for as long as is necessary. We maintain specific records management and retention policies and procedures, so that personal data are deleted after a reasonable time according to the following retention criteria:

§  We retain your data as long as we have an ongoing relationship with you (in particular, if you have an account with us).

§  We will only keep the data while your account is active or for as long as needed to provide services to you.

§  We retain your data for as long as needed in order to comply with our global legal and contractual obligations.

 

Which Rights Do You Have With Respect To The Processing Of Your Personal Data?

You are entitled (in the circumstances and under the conditions, and subject to the exceptions, set out in applicable law) to:

§  Request access to the personal data we process about you: this right entitles you to know whether we hold personal data about you and, if we do, to obtain information on and a copy of that personal data.

§  Request a rectification of your personal data: this right entitles you to have your personal data be corrected if it is inaccurate or incomplete.

§  Object to the processing of your personal data: this right entitles you to request that Woodside no longer processes your personal data.

§  Request the erasure of your personal data: this right entitles you to request the erasure of your personal data, including where such personal data would no longer be necessary to achieve the purposes.

§  Request the restriction of the processing of your personal data: this right entitles you to request that Woodside only processes your personal data in limited circumstances, including with your consent.

§  Request portability of your personal data: this right entitles you to receive a copy (in a structured, commonly used and machine-readable format) of personal data that you have provided to Woodside, or request Woodside to transmit such personal data to another data controller.

 

To the extent that the processing of your personal data is based on your consent, you have the right to withdraw such consent at any time by Contacting Us. Please note that this will not affect Woodside’s right to process personal data obtained prior to the withdrawal of your consent, or its right to continue parts of the processing based on other legal bases than your consent.

 

If, despite our commitment and efforts to protect your personal data, you believe that your data privacy rights have been violated, we encourage and welcome individuals to come to Woodside first to seek resolution of any complaint. You have the right at all times to register a complaint directly with the relevant supervisory authority or to make a claim against Woodside with a competent court (either in the country where you live, the country where you work or the country where you deem that data privacy law has been infringed).

 

Contact Us  to exercise any of your rights.