Enterprise Candidate Privacy Notice
Introduction
QBE is committed to protecting the personal information of our job applicants. This Notice sets out important information about how QBE collects, uses, shares and stores your personal information (also known as “personal data”) during the application and recruitment process including your use of the QBE Careers Website (careers.qbe.com). QBE processes personal information in compliance with each country’s specific local regulations and legal obligations.
For the purposes of this Notice, “QBE” refers to QBE Insurance Group Limited and all of its subsidiaries, affiliates and related entities worldwide (together, “QBE”, “we”, “us” or “our”), including those entities listed as data controllers in section 11.
You should read this Notice carefully and raise any questions you may have with your QBE contact during the recruitment process and/or contact us using the details in section 10 below.
If you are already employed or engaged in a role at QBE, the full ‘Employee and Contingent Worker Privacy Notice’ (which is available as an internal QBE document) sets out further information about how your personal information is handled in connection with your employment or engagement.
QBE may update this Notice from time to time to ensure it remains current.
QBE is committed to protecting the personal information of our job applicants. This Notice sets out important information about how QBE collects, uses, shares and stores your personal information (also known as “personal data”) during the application and recruitment process including your use of the QBE Careers Website (careers.qbe.com). QBE processes personal information in compliance with each country’s specific local regulations and legal obligations.
For the purposes of this Notice, “QBE” refers to QBE Insurance Group Limited and all of its subsidiaries, affiliates and related entities worldwide (together, “QBE”, “we”, “us” or “our”), including those entities listed as data controllers in section 11.
You should read this Notice carefully and raise any questions you may have with your QBE contact during the recruitment process and/or contact us using the details in section 10 below.
If you are already employed or engaged in a role at QBE, the full ‘Employee and Contingent Worker Privacy Notice’ (which is available as an internal QBE document) sets out further information about how your personal information is handled in connection with your employment or engagement.
QBE may update this Notice from time to time to ensure it remains current.
1. Purpose
This Enterprise Candidate Notice provides you with general information about how QBE processes your personal information in connection with our recruiting processes and programs.
This Enterprise Candidate Notice provides you with general information about how QBE processes your personal information in connection with our recruiting processes and programs.
2. Scope
This Notice applies to all job applicants, including internal applicants, applying for a role irrespective of geographical location.
We are responsible for all personal information, in our possession, control or custody for processing, whether directly provided by you or via a third party.
QBE Group has drafted this Notice in collaboration with our regional and country specific QBE Data Protection Officers to ensure our compliance with relevant regulations and any country specific data protection laws in force.
QBE has appropriate contractual and security measures in place to ensure personal information is appropriately safeguarded and not misused. Where personal information constitutes “sensitive personal information/special category personal data” (such as health information or criminal record information) additional safeguards apply, see section 4 below.
This Notice applies to all job applicants, including internal applicants, applying for a role irrespective of geographical location.
We are responsible for all personal information, in our possession, control or custody for processing, whether directly provided by you or via a third party.
QBE Group has drafted this Notice in collaboration with our regional and country specific QBE Data Protection Officers to ensure our compliance with relevant regulations and any country specific data protection laws in force.
QBE has appropriate contractual and security measures in place to ensure personal information is appropriately safeguarded and not misused. Where personal information constitutes “sensitive personal information/special category personal data” (such as health information or criminal record information) additional safeguards apply, see section 4 below.
3. What personal information do we collect?
Personal information means information which identifies you and relates to you as an individual. As your prospective employer, QBE will collect, use, share and store your personal information for a variety of reasons in connection with the application and recruitment process.
Below we have set out the main categories of personal information that, depending on the jurisdiction where a candidate is located, may be collected and processed in connection with your use of the QBE Careers Website, our recruiting activities, background checks and if successful to support hiring activities:
Personal information means information which identifies you and relates to you as an individual. As your prospective employer, QBE will collect, use, share and store your personal information for a variety of reasons in connection with the application and recruitment process.
Below we have set out the main categories of personal information that, depending on the jurisdiction where a candidate is located, may be collected and processed in connection with your use of the QBE Careers Website, our recruiting activities, background checks and if successful to support hiring activities:
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| Category of personal information | Dependant on Candidate Jurisdiction and Role Requirements |
|---|---|
| Personal details |
|
| Identity information |
|
| Career and leadership history |
|
| Education information |
|
| Professional qualifications |
|
| Opinions about your application |
|
| Psychometric assessments |
|
| Your employment preferences |
|
| Current employment information |
|
| Background and reference checking information |
|
| Working entitlements |
|
| Recordings |
|
| Cookie and device information |
|
| Monitoring of systems and facilities |
|
| Health information |
|
QBE will only gather what is necessary and permitted at each stage of recruitment. For example, QBE will collect personal information from all job applicants only when such information is needed specifically for shortlisting candidates.
Some of the personal information will only be collected once candidates advance in the application process and undergo a background check after a conditional offer of employment is extended (and accepted in certain jurisdictions). Failure to provide mandatory personal information may affect our ability to accomplish the purposes stated in this Notice, including considering your suitability for employment and/or entering an employment contract with you.
Referencing and vetting
After you accept a conditional job offer, we may, as part of our referencing and vetting process, contact or engage third parties to verify your personal information (including information you provided during the application and recruitment process), conduct pre-employment checks for external candidates, and complete background and employment verification for both internal and external candidates.
These third party checks may include:
In some instances, you will be requested to provide information to these third parties to allow appropriate checks to be carried out. If we intend to contact a third party about you, we will ensure this is only done where we have a valid lawful basis to do so. For example, where permitted by law and relevant to the role, we may collect background checking information through our screening providers, such as employment verification, criminal history or regulatory checks (based on jurisdiction and role requirements).
The checks and examples set out above are not exhaustive. QBE may collect, store, share and use other personal information as part of the application and recruitment process. QBE will update this Notice from time to time to reflect any notable changes in the categories of personal information which it processes.
If an employment offer is extended and you accept such employment offer, you will also be asked to provide additional personal information at the relevant time, for example information required to facilitate onboarding and employment administration, such as bank account details.
Collecting information from third parties:
The majority of the personal information which we process will be collected directly from you. However, we may also collect or receive personal information such as career and leadership history, opinions about your application, psychometric assessments, background and reference checking information from third parties such as recruitment agencies, former employers, official bodies (such as regulators), and/or criminal record agencies to support the application and recruitment process. The amount of information obtained from third parties, including the frequency with which it is obtained, will depend on the location and seniority of the role you are applying for or appointed to at QBE. The collection of this information by third parties will require a valid lawful basis to process your personal information.
QBE may collect information from applicable professional or recruitment platforms, such as LinkedIn. When completing your online job application, you may also choose to authorise LinkedIn to automatically populate sections of the application form using the information contained within your LinkedIn profile.
Third Party applications may use cookies and similar technologies to support recruitment processes and ensure these services function effectively. Essential cookies are required for core functionality and may involve temporary collection of information during your visit. Performance and personalisation cookies may also be used to improve functionality and tailor your experience; these are not essential and some features may be limited if they are disabled. As these cookies are set by third party providers, refer to the relevant third party cookie policies for further information. Please refer to our Career site Cookies Policy for more information about use of tracking technologies on careers.qbe.com.
Some of the personal information will only be collected once candidates advance in the application process and undergo a background check after a conditional offer of employment is extended (and accepted in certain jurisdictions). Failure to provide mandatory personal information may affect our ability to accomplish the purposes stated in this Notice, including considering your suitability for employment and/or entering an employment contract with you.
Referencing and vetting
After you accept a conditional job offer, we may, as part of our referencing and vetting process, contact or engage third parties to verify your personal information (including information you provided during the application and recruitment process), conduct pre-employment checks for external candidates, and complete background and employment verification for both internal and external candidates.
These third party checks may include:
- Former employers to confirm your employment history universities and/or other educational establishments to verify your education history
- Professional bodies to verify your professional memberships and/or qualifications
- Credit reference or criminal record agencies
- Identity and work eligibility
- Financial and regulatory checks including credit, bankruptcy, directorships, global sanctions & watchlist screening
- Reference checks
In some instances, you will be requested to provide information to these third parties to allow appropriate checks to be carried out. If we intend to contact a third party about you, we will ensure this is only done where we have a valid lawful basis to do so. For example, where permitted by law and relevant to the role, we may collect background checking information through our screening providers, such as employment verification, criminal history or regulatory checks (based on jurisdiction and role requirements).
The checks and examples set out above are not exhaustive. QBE may collect, store, share and use other personal information as part of the application and recruitment process. QBE will update this Notice from time to time to reflect any notable changes in the categories of personal information which it processes.
If an employment offer is extended and you accept such employment offer, you will also be asked to provide additional personal information at the relevant time, for example information required to facilitate onboarding and employment administration, such as bank account details.
Collecting information from third parties:
The majority of the personal information which we process will be collected directly from you. However, we may also collect or receive personal information such as career and leadership history, opinions about your application, psychometric assessments, background and reference checking information from third parties such as recruitment agencies, former employers, official bodies (such as regulators), and/or criminal record agencies to support the application and recruitment process. The amount of information obtained from third parties, including the frequency with which it is obtained, will depend on the location and seniority of the role you are applying for or appointed to at QBE. The collection of this information by third parties will require a valid lawful basis to process your personal information.
QBE may collect information from applicable professional or recruitment platforms, such as LinkedIn. When completing your online job application, you may also choose to authorise LinkedIn to automatically populate sections of the application form using the information contained within your LinkedIn profile.
Third Party applications may use cookies and similar technologies to support recruitment processes and ensure these services function effectively. Essential cookies are required for core functionality and may involve temporary collection of information during your visit. Performance and personalisation cookies may also be used to improve functionality and tailor your experience; these are not essential and some features may be limited if they are disabled. As these cookies are set by third party providers, refer to the relevant third party cookie policies for further information. Please refer to our Career site Cookies Policy for more information about use of tracking technologies on careers.qbe.com.
4. Sensitive personal information and special category personal
Certain categories of personal information are considered “sensitive personal information/special category personal data” and are subject to additional safeguards. Some important circumstances where we may collect or process sensitive personal information are set out below.
Equal Opportunities and Diversity Monitoring
Candidates might be invited to fill out a voluntary equal opportunity monitoring questionnaire. This survey asks about ethnicity/national origin, gender identity, and sexual orientation, but all questions are optional.
Disability/Health Information
QBE is committed to providing equal employment opportunities, including ensuring that applicants with disabilities have an equal opportunity to participate in the application and recruitment process. If you request a reasonable accommodation in connection with the application or interview process, we may ask you to provide limited information regarding a physical or mental condition to the extent necessary to evaluate and respond to your accommodation request. This may include information confirming the existence of a disability and the need for an accommodation. This information will be maintained separately from your application materials and treated as confidential, with access limited to personnel with a business need to know.
Following your acceptance of a conditional job offer with us and depending on jurisdiction and role description you may be assessed for fitness for the role. Information concerning your health will only be shared with us by any occupational healthcare provider with your consent. Any health information processed as part of the recruitment process that is relevant to QBE's compliance with our obligations in connection with employment will be retained and processed in accordance with the ‘Employee and Contingent Worker Privacy Notice’ (which is available as an internal QBE document) provided to you upon joining QBE.
We will always treat information about health as confidential, and it will only be shared internally where there is a specific and legitimate purpose to do so. We have implemented appropriate physical, technical, and organisational security measures designed to secure your personal information against accidental loss and unauthorised access, use, alteration, or disclosure.
Criminal Record and Credit Reference Information
Given the nature of our business, as part of our background vetting process and in compliance with our obligations in connection with employment, we may request standard or basic criminal record checks and credit reference checks about you following your acceptance of a conditional job offer. The specific checks carried out will depend on the country you may work in and your role. In all cases, we carry out the checks in accordance with applicable laws.
In circumstances where criminal record or credit check is deemed appropriate and permitted by applicable law, a successful candidate will be asked to provide all necessary information or to provide details to our chosen third party supplier who will carry out checks on our behalf.
We will always treat criminal record and credit reference history as confidential, and it will only be shared internally where there is a specific and legitimate purpose to do so.
Certain categories of personal information are considered “sensitive personal information/special category personal data” and are subject to additional safeguards. Some important circumstances where we may collect or process sensitive personal information are set out below.
Equal Opportunities and Diversity Monitoring
Candidates might be invited to fill out a voluntary equal opportunity monitoring questionnaire. This survey asks about ethnicity/national origin, gender identity, and sexual orientation, but all questions are optional.
Disability/Health Information
QBE is committed to providing equal employment opportunities, including ensuring that applicants with disabilities have an equal opportunity to participate in the application and recruitment process. If you request a reasonable accommodation in connection with the application or interview process, we may ask you to provide limited information regarding a physical or mental condition to the extent necessary to evaluate and respond to your accommodation request. This may include information confirming the existence of a disability and the need for an accommodation. This information will be maintained separately from your application materials and treated as confidential, with access limited to personnel with a business need to know.
Following your acceptance of a conditional job offer with us and depending on jurisdiction and role description you may be assessed for fitness for the role. Information concerning your health will only be shared with us by any occupational healthcare provider with your consent. Any health information processed as part of the recruitment process that is relevant to QBE's compliance with our obligations in connection with employment will be retained and processed in accordance with the ‘Employee and Contingent Worker Privacy Notice’ (which is available as an internal QBE document) provided to you upon joining QBE.
We will always treat information about health as confidential, and it will only be shared internally where there is a specific and legitimate purpose to do so. We have implemented appropriate physical, technical, and organisational security measures designed to secure your personal information against accidental loss and unauthorised access, use, alteration, or disclosure.
Criminal Record and Credit Reference Information
Given the nature of our business, as part of our background vetting process and in compliance with our obligations in connection with employment, we may request standard or basic criminal record checks and credit reference checks about you following your acceptance of a conditional job offer. The specific checks carried out will depend on the country you may work in and your role. In all cases, we carry out the checks in accordance with applicable laws.
In circumstances where criminal record or credit check is deemed appropriate and permitted by applicable law, a successful candidate will be asked to provide all necessary information or to provide details to our chosen third party supplier who will carry out checks on our behalf.
We will always treat criminal record and credit reference history as confidential, and it will only be shared internally where there is a specific and legitimate purpose to do so.
5. For what do we use your personal information?
QBE uses your personal information for a variety of purposes to provide the QBE Careers Website, take steps necessary to undertake recruitment, enter an employment contract with you (applicable in certain jurisdictions), to comply with legal obligations or otherwise in pursuit of our legitimate business interests. We have set out below the main purposes for which candidate personal information is processed:
Again, this list is not exhaustive, and QBE may undertake additional processing of personal information in line with the purposes set out above.
You can also create a QBE careers account (via Workday), for more information please see QBE Careers website Terms of Use. You can delete your account using the “Delete my Information” option under Settings in Workday, or you can request to delete your Personal Information via the QBE Careers website.
In addition to using your personal information to consider you for the role for which you applied, we will retain and process your personal information to inform you about and to consider you for other roles that may be appropriate for you. If you do not want us to consider you for other roles which we consider may be appropriate for you, please contact your QBE recruitment contact, peopleassist@qbe.com.
You can also choose to opt in to join QBE’s talent communities to receive job alerts and company updates. You may withdraw your consent at any time by using the unsubscribe link in our communications or by updating your preferences in your candidate profile.
QBE uses your personal information for a variety of purposes to provide the QBE Careers Website, take steps necessary to undertake recruitment, enter an employment contract with you (applicable in certain jurisdictions), to comply with legal obligations or otherwise in pursuit of our legitimate business interests. We have set out below the main purposes for which candidate personal information is processed:
- To identify and evaluate job applicants, including assessing skills, qualifications and experience
- To verify candidate information and conduct employment, background and reference checks, where applicable
- To prevent fraud
- To communicate with you about the recruitment process and your application
- To comply with our legal, regulatory, or other corporate governance requirements
- To maintain our internal integrity, access control, and security of our office buildings and websites
- To support or inform automated or AI systems used in recruitment activities, such as candidate screening, assessment, and matching to suitable job opportunities
- For the purposes of conducting data analytics to review and better understand the operation of our recruitment processes
- Analyse trends to improve recruitment practices and assess outcomes
- Other purposes reasonably required to establish an employment relationship between us and you.
Again, this list is not exhaustive, and QBE may undertake additional processing of personal information in line with the purposes set out above.
You can also create a QBE careers account (via Workday), for more information please see QBE Careers website Terms of Use. You can delete your account using the “Delete my Information” option under Settings in Workday, or you can request to delete your Personal Information via the QBE Careers website.
In addition to using your personal information to consider you for the role for which you applied, we will retain and process your personal information to inform you about and to consider you for other roles that may be appropriate for you. If you do not want us to consider you for other roles which we consider may be appropriate for you, please contact your QBE recruitment contact, peopleassist@qbe.com.
You can also choose to opt in to join QBE’s talent communities to receive job alerts and company updates. You may withdraw your consent at any time by using the unsubscribe link in our communications or by updating your preferences in your candidate profile.
6. How do we process your personal information?
Recruitment at QBE is undertaken by QBE talent acquisition staff that operate in a global capacity, and in some cases supported by external recruitment agencies acting for and on behalf of QBE.
Legal basis for processing your data
We will only collect, use and share your personal information where we are satisfied that one or more of the following legal bases apply:
The ‘legitimate interests’ that QBE may rely on to process your personal information include the following:
When do we share your personal information
QBE partners with third parties to assist with the recruitment process such as specialist recruitment technology providers, recruitment agencies, background check providers, former employers, official bodies (such as regulators), medical professionals, credit reference and/or criminal record agencies and owners of buildings for the purposes of access management.
The amount of information that is obtained from these third parties, including the frequency with which it is obtained, will depend on the country you work in and the role you hold. Third parties are prohibited from using personal information QBE provides for purposes other than delivering the agreed QBE services.
Any references we receive from former employers will be treated as confidential and will only be shared internally where there is a specific and legitimate purpose to do so.
Is this personal information disclosed or shared to others/overseas?
Your personal information may be disclosed, for the purposes listed above to other QBE affiliate companies with which we will ensure safeguards across the group, such as appropriate data transfer agreements that including “Standard Contractual Clauses” (approved by the EU data protection authorities). We may also disclose your personal information to regulatory or government bodies (where required by law) and to our service providers, some of which may be located in a different country to where you are located.
Your personal information will be used and stored in QBE’s selected employment system (Workday) and recruitment platform ‘Phenom’. Workday is provided by Workday Inc, a company incorporated in the United States. Workday Inc host QBE’s Workday platform in Ireland, the UK and the Netherlands. International transfers of data to Workday and/or its sub-processors are protected by Workday’s Binding Corporate Rules for processors. Phenom People Inc. provides the QBE Careers Website and hosts QBE candidate data on AWS (Amazon Web Services) platform hosted in Ireland.
QBE may use other systems and vendors in support of various processes once you have successfully completed onboarding at QBE (Payroll, Share Allocation, Talent Management, Employee Listening etc). We will not disclose personal information where privacy requirements in specific countries do not allow us to do this.
Following your acceptance of a conditional job offer, some of your personal information may be stored in QBE’s internal document management systems (such as our Microsoft applications and Workday).
QBE also handles personal information within Microsoft 365 (e.g., SharePoint, Exchange, OneDrive). QBE’s Microsoft 365 servers are hosted in the US by Microsoft for and on behalf of QBE.
With the exception of regulators, dispute resolution bodies or other government bodies, your personal information is shared under the terms of a written agreement between QBE and the third party which includes appropriate privacy and security measures to protect the personal information in line with this Notice and our obligations. QBE is a global employer so may share your information between divisions if, for example, another divisional role may be suitable.
Recruitment at QBE is undertaken by QBE talent acquisition staff that operate in a global capacity, and in some cases supported by external recruitment agencies acting for and on behalf of QBE.
Legal basis for processing your data
We will only collect, use and share your personal information where we are satisfied that one or more of the following legal bases apply:
- The processing is based on your consent. Where consent is required for the processing in question, it will be sought from you separately to ensure that it is freely given, informed and explicit. Information regarding such processing will be provided to you at the time that consent is requested, along with the impact of not providing any such consent. Where we rely on consent as the lawful basis for processing your personal information, your consent will not be a condition or requirement of your employment application.
- The processing is necessary for compliance with a legal, compliance or regulatory obligation to which QBE is subject, for example, investigating whistleblowing concerns, avoiding unlawful discrimination, meeting statutory record keeping requirements or health and safety obligations, and regulatory compliance.
- The processing is necessary for the performance of a contract to which you are a party or in order to take steps, at your request, prior to entering such a contract, for example collecting bank details to pay your salary or processing information to provide you with the contractual benefits to which you are entitled.
- The processing is necessary for legitimate interests pursued by QBE, except where such interests are overridden by your interests or fundamental rights and freedoms which require protection of personal information. See further information on our legitimate interests below.
- The processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller for example in relation to claims handling, fraud detection or whistleblowing concerns.
The ‘legitimate interests’ that QBE may rely on to process your personal information include the following:
- People Records – QBE keeps records to manage the candidate relationship and to maintain appropriate documentation.
- Background Checks – QBE may process your personal information to undertake background vetting of employees and preferred candidates. This may include asking for references and/or employment checks from previous employers. Where these checks are not required by law, regulation or for performance of a contract with you (but are still permitted), they will be conducted based on QBE’s legitimate interests in assessing your suitability for employment by us. Where required by local jurisdictions, consent will be obtained prior to initiating the checks following your acceptance of a conditional offer of suitability of employment
- Prevention of fraud, criminal acts or threats to public security.
When do we share your personal information
QBE partners with third parties to assist with the recruitment process such as specialist recruitment technology providers, recruitment agencies, background check providers, former employers, official bodies (such as regulators), medical professionals, credit reference and/or criminal record agencies and owners of buildings for the purposes of access management.
The amount of information that is obtained from these third parties, including the frequency with which it is obtained, will depend on the country you work in and the role you hold. Third parties are prohibited from using personal information QBE provides for purposes other than delivering the agreed QBE services.
Any references we receive from former employers will be treated as confidential and will only be shared internally where there is a specific and legitimate purpose to do so.
Is this personal information disclosed or shared to others/overseas?
Your personal information may be disclosed, for the purposes listed above to other QBE affiliate companies with which we will ensure safeguards across the group, such as appropriate data transfer agreements that including “Standard Contractual Clauses” (approved by the EU data protection authorities). We may also disclose your personal information to regulatory or government bodies (where required by law) and to our service providers, some of which may be located in a different country to where you are located.
Your personal information will be used and stored in QBE’s selected employment system (Workday) and recruitment platform ‘Phenom’. Workday is provided by Workday Inc, a company incorporated in the United States. Workday Inc host QBE’s Workday platform in Ireland, the UK and the Netherlands. International transfers of data to Workday and/or its sub-processors are protected by Workday’s Binding Corporate Rules for processors. Phenom People Inc. provides the QBE Careers Website and hosts QBE candidate data on AWS (Amazon Web Services) platform hosted in Ireland.
QBE may use other systems and vendors in support of various processes once you have successfully completed onboarding at QBE (Payroll, Share Allocation, Talent Management, Employee Listening etc). We will not disclose personal information where privacy requirements in specific countries do not allow us to do this.
Following your acceptance of a conditional job offer, some of your personal information may be stored in QBE’s internal document management systems (such as our Microsoft applications and Workday).
QBE also handles personal information within Microsoft 365 (e.g., SharePoint, Exchange, OneDrive). QBE’s Microsoft 365 servers are hosted in the US by Microsoft for and on behalf of QBE.
With the exception of regulators, dispute resolution bodies or other government bodies, your personal information is shared under the terms of a written agreement between QBE and the third party which includes appropriate privacy and security measures to protect the personal information in line with this Notice and our obligations. QBE is a global employer so may share your information between divisions if, for example, another divisional role may be suitable.
7. Processing and AI
QBE may, where permitted by applicable local law, use certain Artificial Intelligence (AI), automated tools and Automated Decision-Making (ADM) systems to support parts of our recruitment process. These tools may help with sourcing, screening, skills matching, job matching, generating summaries, producing match scores or rankings, interview scheduling and background-check related activities. They are used to support, not replace, recruitment decision-making. Recruitment experts oversee the end-to-end process, and leaders remain key decision makers in who to interview and who is selected for a role.
AI and Automated Decision-Making technologies used by QBE may include, but are not limited to:
The AI and Automated Decision-Making technologies may use the following kinds of personal information: identity information, career history, education information, professional qualifications, transcription of video interviews, skills, location, your employment preferences, background check information and working rights.
Rules-based automations may be used including when a position has clear minimum requirements that are stated in the job advertisement. Such automations detect that a candidate has indicated they do not meet a mandatory requirement. Where used, these rules are limited to objective criteria relevant to the role and are designed to support consistent processing of applications.
Where processing is consent based, candidates may opt out of AI-supported processes by clicking relevant links on the QBE Careers Site. If a candidate chooses to opt out, AI-generated outputs, including candidate sourcing, discovery and system led recommendations, will not be produced for the candidate application and the application will be progressed through manual processes where feasible.
Please note that if you choose to opt out, your profile may not be surfaced through automated matching or discovery tools, and processing times or outcomes may differ. Reasonable efforts will be made to ensure your application is reviewed.
To support fairness, QBE ensures controls to its AI and Automated Decision-Making recruitment technologies, including bias testing and audits.
QBE may, where permitted by applicable local law, use certain Artificial Intelligence (AI), automated tools and Automated Decision-Making (ADM) systems to support parts of our recruitment process. These tools may help with sourcing, screening, skills matching, job matching, generating summaries, producing match scores or rankings, interview scheduling and background-check related activities. They are used to support, not replace, recruitment decision-making. Recruitment experts oversee the end-to-end process, and leaders remain key decision makers in who to interview and who is selected for a role.
AI and Automated Decision-Making technologies used by QBE may include, but are not limited to:
- AI-Powered Chatbot. You may choose to interact with the Phenom AI chatbot made available on the QBE Careers Website. This can answer your questions about QBE and recommend job openings based on information you choose to share (such as your skills, experience, job titles, preferred location, and job interests). You are not required to use the chatbot. You may also apply directly through our website without interacting with the chatbot.
- Automated Eligibility Screening. Our platform will automatically evaluate your responses to initial eligibility questions (for example, questions about work authorisation or specific required qualifications). If your responses meet the eligibility criteria we have set for the position, you may automatically advance to the next stage. If your responses do not meet those criteria, you may not advance. This screening is based on fixed eligibility rules configured by QBE. It does not use AI inference or prediction.
- Automated Interview Scheduling. Our platform may offer automated scheduling of interviews based on interviewer availability. This tool accesses calendar availability only and does not evaluate or assess your qualifications.
- AI-Assisted Sourcing. Our platform uses AI to identify candidates — including previous applicants and internal candidates — for recruiter consideration based on job-relevant criteria.
- Source candidates in the market (e.g., LinkedIn) where individuals have made their profiles publicly accessible and have agreed to the platform’s terms and conditions.
- Record and transcribe video interviews.
- Support background checking and screening process. The findings are not used to automatically filter or exclude candidates. QBE must review the background check report and make final hiring decisions.
The AI and Automated Decision-Making technologies may use the following kinds of personal information: identity information, career history, education information, professional qualifications, transcription of video interviews, skills, location, your employment preferences, background check information and working rights.
Rules-based automations may be used including when a position has clear minimum requirements that are stated in the job advertisement. Such automations detect that a candidate has indicated they do not meet a mandatory requirement. Where used, these rules are limited to objective criteria relevant to the role and are designed to support consistent processing of applications.
Where processing is consent based, candidates may opt out of AI-supported processes by clicking relevant links on the QBE Careers Site. If a candidate chooses to opt out, AI-generated outputs, including candidate sourcing, discovery and system led recommendations, will not be produced for the candidate application and the application will be progressed through manual processes where feasible.
Please note that if you choose to opt out, your profile may not be surfaced through automated matching or discovery tools, and processing times or outcomes may differ. Reasonable efforts will be made to ensure your application is reviewed.
To support fairness, QBE ensures controls to its AI and Automated Decision-Making recruitment technologies, including bias testing and audits.
8. How long will we keep your personal information?
QBE's policy is to retain personal information only for as long as needed to fulfil the purpose(s) for which it was collected, or otherwise as required under applicable laws and regulations. Where your personal information is no longer required, we will ensure it is either securely deleted or in certain circumstances we may anonymise your personal information so that it can no longer be associated with you. We reserve the right to retain and use such anonymous information for any legitimate business purpose without further notice to you.
For unsuccessful candidates:
For more information about how long we retain your personal information, please contact peopleassist@qbe.com.
If you are offered and accept employment with QBE, the personal information we collect during the application and recruitment process will become part of your employment record and we may use it in connection with your employment and in accordance with the ‘Employee and Contingent Worker Privacy Notice’ (internal QBE document) you will receive upon commencement of employment with QBE.
QBE's policy is to retain personal information only for as long as needed to fulfil the purpose(s) for which it was collected, or otherwise as required under applicable laws and regulations. Where your personal information is no longer required, we will ensure it is either securely deleted or in certain circumstances we may anonymise your personal information so that it can no longer be associated with you. We reserve the right to retain and use such anonymous information for any legitimate business purpose without further notice to you.
For unsuccessful candidates:
- We will retain CVs and contact information collected during the recruitment process for up to 2 years to follow up with you in relation to future vacancies unless you opt out (see section 5 above).
- We maintain internal Data Retention and Disposal Policies to assist us in managing how long we hold your personal information and our record management, and this includes clear guidelines on data retention and deletion/anonymisation.
For more information about how long we retain your personal information, please contact peopleassist@qbe.com.
If you are offered and accept employment with QBE, the personal information we collect during the application and recruitment process will become part of your employment record and we may use it in connection with your employment and in accordance with the ‘Employee and Contingent Worker Privacy Notice’ (internal QBE document) you will receive upon commencement of employment with QBE.
9. What are your rights in relation to your personal information?
Under data protection laws and depending on your location, you may have a number of rights in relation to the personal information that QBE holds about you. You may exercise applicable rights at any time by contacting the relevant contact listed in section 11 using the details below. We will respond to your request as soon as practically possible and always within the timeframes set forth by applicable law.
You may be asked for information to confirm your identity to ensure that we only disclose information to the right individual and/or to assist QBE to locate the information you are seeking as part of QBE's response to your request.
We are committed to respecting your rights; however, there may be situations in which we are unable to fulfil your request, such as when doing so would prevent us from meeting our legal or regulatory obligations. Additionally, compliance with certain requests may affect our ability to provide specific services or benefits. In these cases, we will inform you of the reasons why we are unable to proceed with your request.
Your profile on the QBE careers website
To delete your QBE careers account, use the “Delete my information” option under Settings in Workday, or you can [request to delete your Personal Information] via the QBE Careers website. Requests will be reviewed and responded within 30 days.
Please see the [link manage your personal information page] to make a request to view, download or delete your personal information held by QBE on the QBE Careers website.
Depending on your location, you may have the right to request access to, deletion of, or correction of your personal information.
In Europe and the UK, your rights are as follows:
Additional rights applicable to candidates in the Philippines:
Under data protection laws and depending on your location, you may have a number of rights in relation to the personal information that QBE holds about you. You may exercise applicable rights at any time by contacting the relevant contact listed in section 11 using the details below. We will respond to your request as soon as practically possible and always within the timeframes set forth by applicable law.
You may be asked for information to confirm your identity to ensure that we only disclose information to the right individual and/or to assist QBE to locate the information you are seeking as part of QBE's response to your request.
We are committed to respecting your rights; however, there may be situations in which we are unable to fulfil your request, such as when doing so would prevent us from meeting our legal or regulatory obligations. Additionally, compliance with certain requests may affect our ability to provide specific services or benefits. In these cases, we will inform you of the reasons why we are unable to proceed with your request.
Your profile on the QBE careers website
To delete your QBE careers account, use the “Delete my information” option under Settings in Workday, or you can [request to delete your Personal Information] via the QBE Careers website. Requests will be reviewed and responded within 30 days.
Please see the [link manage your personal information page] to make a request to view, download or delete your personal information held by QBE on the QBE Careers website.
Depending on your location, you may have the right to request access to, deletion of, or correction of your personal information.
In Europe and the UK, your rights are as follows:
- Right to be informed - You have the right to be informed whether your personal data is being, has been, or will be processed, including any use of automated decision-making or profiling.
- The right to access your personal Information - You are entitled to a copy of the personal information we hold about you and certain details about how we use it.
- The right to rectification - You have the right to ensure the information we hold about you is accurate and where necessary up to date.
- The right to restriction of processing - You are entitled to ask us to stop processing your personal information.
- The right to withdraw your consent - Where we rely on your consent in order to process your personal information, you have the right to withdraw such consent to further processing of your personal information.
- The right to erasure - This entitles you, in certain circumstances, to request deletion of your personal information. This is sometimes known as the 'right to be forgotten'.
- The right to object - You have the right to object to our processing of your personal information.
- The right to data portability - You can request that we transfer personal information that you have provided to us directly to a third party.
- Rights relating to automated decision-making - You have the right not to be subject to decisions based solely on automated processing. You can request human involvement in the decision-making process. You will not be subject to decisions based solely on automated data processing without your prior consent.
- The right to make a complaint - You have the right to raise any concerns about how your personal information is being processed with QBE. If you are not satisfied with the outcome, you have the right to raise any outstanding concerns with your relevant data protection authority, as shown in the below table.
Additional rights applicable to candidates in the Philippines:
- Right to damages - The data subject shall be indemnified for any damages sustained due to inaccurate, incomplete, outdated, false, unlawfully obtained or unauthorised use of personal data, taking into account any violation of his or her rights and freedoms as data subject.
- Transmissibility of Rights of the Data Subject - The data subject’s rights may be exercised by their lawful heirs or authorised representatives if the data subject has passed away or is unable to exercise their rights themselves.
10. How to contact us
For queries relating to Privacy please contact:
If you have a complaint about the way in which we have handled your personal information, including any requests to exercise your rights, please contact us using the contact details above. You will have the opportunity to explain why you are unhappy with how we have handled your personal information and provide information to support your complaint. QBE will review your concerns, considering all relevant information including relevant privacy requirements and work with you to try and resolve your complaint.
If you are not satisfied with the outcome of your complaint, you have the right to raise any outstanding concerns with your relevant data protection authority, as shown in the below table in section 11. Please note that lodging a complaint will not affect any other legal rights or remedies that you have.
For queries relating to Privacy please contact:
- Australia, New Zealand and The Pacific Islands: recruitment@qbe.com
- European Operations: Either:
- Data Privacy Officer: 30 Fenchurch Street, London, EC3M 3BD or dpo@uk.qbe.com
- EO Talent Acquisition: qberecruitmentteam@uk.qbe.com
- North America Operations: Privacy.US-Box@us.qbe.com
- The Philippines: qbegsscdpo1@qbe.com
- Singapore, Malaysia, Hong Kong, Macau, Vietnam: info.sing@qbe.com
If you have a complaint about the way in which we have handled your personal information, including any requests to exercise your rights, please contact us using the contact details above. You will have the opportunity to explain why you are unhappy with how we have handled your personal information and provide information to support your complaint. QBE will review your concerns, considering all relevant information including relevant privacy requirements and work with you to try and resolve your complaint.
If you are not satisfied with the outcome of your complaint, you have the right to raise any outstanding concerns with your relevant data protection authority, as shown in the below table in section 11. Please note that lodging a complaint will not affect any other legal rights or remedies that you have.
11. Data controllers and data protection authorities
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| Country | QBE Data Controller | Data Protection Authority (for complaints) |
|---|---|---|
| Argentina | QBE Seguros La Buenos Aires S.A | Agencia de Acceso a la Información Pública (AAIP) www.argentina.gob.ar/aaip/datospersonales |
| Australia | QBE Insurance Group Limited Level 18, 388 George Street Sydney NSW 2000 |
OAIC (Australia): For general inquiries about the processes for making a complaint or for other privacy advice, please call 1300 363 992. |
| Belgium | QBE Europe SA/NV, Head Office, Place du Champ de Mars 5, 1050 Bruxelles, Belgium | Belgian Data Protection Authority www.gegevensbeschermingsautoriteit.be (NL) www.autoriteprotectiondonnees.be (FR) |
| Bermuda | QBE Reinsurance Services (Bermuda) Limited 4th Floor, 19 Par-la-Ville Road Hamilton HM 11 Bermuda |
Office of the Privacy Commissioner for Bermuda (PrivCom) www.privacy.bm |
| Canada | QBE Services INC, Canadian Branch, 6 Adelaide St. E, 7th Floor, Toronto, Ontario, M5C 1W4, Canada | Office of the Privacy Commissioner of Canada (OPC)www.priv.gc.ca/en/ |
| Colombia | QBE Europe SA/NV | Superintendent of Industry and Commerce (SIC) www.sic.gov.co |
| Denmark | QBE Europe SA/NV, Danish Branch, Nørre Søgade 35, 2nd floor, 1370, København K, Danmark | Datatilsynet www.datatilsynet.dk |
| Dubai International Financial Centre | QBE UK Limited, Dubai Branch, Unit 202-204, Gate Village 7, Dubai International Financial Centre (DIFC), PO Box 506840, Dubai, UAE | Commissioner of Data Protection www.difc.ae/business/registrars-and-commissioners/commissioner-of-data-protection |
| Fiji | QBE Insurance (Fiji) Limited QBE Centre 33 Victoria Parade GPO Box 101 Suva, Fiji |
N/A - no data protection authority. |
| France | QBE Europe SA/NV, French Branch, Tour CBX, 1 Passerelle des Reflets, 92913 Paris La Défense Cedex | Commission Nationale de l‘Informatique et des Libertés (CNIL) www.cnil.fr |
| French Polynesia | QBE Insurance (International) Pty Limited Immeuble Papineau Rue Tepano Jaussen BP 283 98713 Papeete, Tahiti French Polynesia |
Commission Nationale de l'Informatique et des Libertés (CNIL) www.cnil.fr |
| Germany | QBE Europe SA/NV, German Branch, Breite Straße 31, 40213 Düsseldorf, Germany | Landesbeauftragter für Datenschutz und Informationsfreiheit Nordrhein-Westfalen (“LDI”) www.ldi.nrw.de |
| Hong Kong | QBE Group Services Pty Limited - Hong Kong branch QBE Hongkong & Shanghai Insurance Limited QBE Asia Pacific Holdings Limited QBE Mortgage Insurance (Asia) Ltd 33/F, Oxford House, Taikoo Place, 979 King’s Road, Quarry Bay, Hong Kong |
Privacy Commissioner for Personal Data (PCPD) https://www.pcpd.org.hk |
| India | QBE General Insurance (India) Company Limited, Fulcrum, 501 & 502, A wing, 5th Floor, International Airport project road, Sahar, Andheri East, Mumbai-400059. |
Data Protection Board of India (DPBI) https://www.meity.gov.in |
| Ireland | QBE Management (Ireland) Ltd, 6-10 Suffolk Street DUBLIN, D02 NY39 Ireland and QBE Europe SA/NV, Irish Branch (also at 6-10 Suffolk Street) | Data Protection Commission (DPC) www.dataprotection.ie |
| Italy | QBE Europe SA/NV, Italian Branch, Via Melchiorre Gioia, 8, 20124 Milano, Italy | Garante per la protezione dei dati personali www.garanteprivacy.it |
| Japan | Tokyo Representative Office of QBE Management Services (UK) Ltd | The Personal Information Protection Commission (PPC) www.ppc.go.jp |
| Macao | QBE Hongkong and Shanghai Insurance Ltd – Macau Branch, Rua do Comandante Mata e Oliveira, No. 32, Edf. Associacao Industrial de Macau, 8 andar B & C, Macau | Office for Personal Data Protection (GPDP / formerly DSPDP) https://www.dspdp.gov.mo/en/index.html |
| Malaysia | QBE Insurance (Malaysia) Berhad QBE Asia Services Sdn Bhd, No. 638, Level 6, Block B1, Leisure Commerce Square,No. 9, Jalan PJS 8/9, 46150 Petaling Jaya, Selangor, Malaysia |
Personal Data Protection Commissioner (PDPC) https://www.pdp.gov.my |
| Netherlands | QBE Europe SA/NV, Dutch Branch, Mondriaantoren, Amstelplein 50-B, 1096 BC Amsterdam, The Netherlands | Autoriteit persoonsgegevens www.autoriteitpersoonsgegevens.nl |
| New Caledonia | QBE Insurance (International) Pty Limited 25 Av. Victoire Henry Lafleur Nouméa 98800 New Caledonia BP 449 98845 Nouméa Cedex |
Commission Nationale de l'Informatique et des Libertés (CNIL) www.cnil.fr |
| New Zealand | QBE Insurance (Australia) Limited, New Zealand branch, ABN 78 003 191 035 (incorporated in Australia) Level 21, QBE Centre 125 Queen Street Auckland |
OPC NZ - Office of the privacy Commissioner Address: PO Box 10 094, Wellington 6143, Tel: 0800 803 909 https://www.privacy.org.nz/your-rights/making-a-complaint-to-the-privacy-commissioner/ |
| Philippines | QBE Group Shared Services Ltd – Philippine Branch 30th Street, cor 3rd Avenue, ThreeNeo Bldg. BGC, Taguig City Philippines |
National Privacy Commission (NPC) complaints@privacy.gov.ph Contact numbers: +632 5322 1322 Local 114 or 115 +639708180555 or +639055061478 |
| Singapore | QBE Insurance (Singapore) Pte Ltd QBE International Markets Pte Ltd Shenton Way 5, #18-01 UIC Building, Singapore 068808 |
Personal Data Protection Commission (PDPC) https://www.pdpc.gov.sg |
| Solomon Islands | QBE Insurance (International) Pty Limited Panatina Plaza Prince Philip Highway P.O. Box 764 Honiara Solomon Islands |
N/A - no data protection authority. |
| Spain | QBE Europe SA/NV, Spanish Branch, Paseo de la Castellana, 31 – 5ª Planta, 28046 Madrid, Spain | Spanish Data Protection Agency (AEPD) www.aepd.es |
| Sweden | QBE Europe SA/NV, Swedish Branch, Kungsgatan 27, 111 56 Stockholm, Sweden | Integritetsskyddsmyndigheten www.imy.se |
| UK | QBE Management Services (UK) Limited, 30 Fenchurch Street, London, EC3M 3BD and QBE Europe SA/NV, UK Branch (also at 30 Fenchurch Street) | The Information Commission (IC) www.ico.org.uk |
| United States | QBE Insurance Corporation 10 Terrace Court Madison, WI 53718 |
Privacy oversight depends on the candidate’s state of residence. Privacy complaints may be filed with a dedicated privacy regulator, if available in your state (such as California) or through a state attorney general’s consumer protection division. Remedies available will vary by state. |
| Vietnam | QBE Insurance (Vietnam) Company Limited - Ho Chi Minh Unit 1302A, 13F Metropolitan Tower, 235 Dong Khoi Street, District 1, Hồ Chí Minh 710000, Vietnam QBE Insurance (Vietnam) Company Limited - Ho Chi Minh Unit 416, 4/F, The CornerStone Building, 16 Phan Chu Trinh Street, Hoan Kiem, Hà Nội 100000, Vietnam |
Ministry of Public Security (MPS) https://mps.gov.vn |
For information, please see our general Group Privacy Policy, which in turn links our local QBE privacy policies. You may also request a copy of the applicable privacy policies from us by contacting us.
12 Addendum for U.S. applicants: Pre-use notice of AI / automated tools in recruiting, candidate evaluation and interview scheduling
This addendum provides additional information about how QBE uses technology, including artificial intelligence ("AI") and other automated tools, in connection with its recruitment process. These tools are designed to support, not replace, human judgment. All outputs are subject to human review, and no employment decision is made solely on the basis of an automated tool.
12.1 Technology used in our recruiting process
QBE uses a recruitment technology platform (“Phenom”), developed by Phenom People, Inc., that includes the following automated features, some or all of which may be used during the recruiting process:
(a) AI-Powered Chatbot. You may choose to interact with the Phenom AI chatbot made available on the QBE Careers Website. This can answer your questions about QBE and recommend job openings based on information you choose to share (such as your skills, experience, job titles, location, and job interests). You are not required to use the chatbot. You may also apply directly through our website without interacting with the chatbot.
(b Automated Interview Scheduling. Our platform may offer automated scheduling of interviews based on interviewer availability and provide reminders for scheduled interviews. This tool accesses calendar availability only and does not evaluate or assess your qualifications.
(c) AI-Assisted Sourcing. Our platform uses AI to identify and recommend potential candidates — including previous applicants and internal candidates — for human recruiter evaluation and consideration based on job-relevant criteria.
12.2 Categories and sources of data processed
The AI and automated tools described above may process the following categories of information:
These tools do not process biometric data, demographic data (such as race, gender, or age), or information about disability status.
This addendum provides additional information about how QBE uses technology, including artificial intelligence ("AI") and other automated tools, in connection with its recruitment process. These tools are designed to support, not replace, human judgment. All outputs are subject to human review, and no employment decision is made solely on the basis of an automated tool.
12.1 Technology used in our recruiting process
QBE uses a recruitment technology platform (“Phenom”), developed by Phenom People, Inc., that includes the following automated features, some or all of which may be used during the recruiting process:
(a) AI-Powered Chatbot. You may choose to interact with the Phenom AI chatbot made available on the QBE Careers Website. This can answer your questions about QBE and recommend job openings based on information you choose to share (such as your skills, experience, job titles, location, and job interests). You are not required to use the chatbot. You may also apply directly through our website without interacting with the chatbot.
(b Automated Interview Scheduling. Our platform may offer automated scheduling of interviews based on interviewer availability and provide reminders for scheduled interviews. This tool accesses calendar availability only and does not evaluate or assess your qualifications.
(c) AI-Assisted Sourcing. Our platform uses AI to identify and recommend potential candidates — including previous applicants and internal candidates — for human recruiter evaluation and consideration based on job-relevant criteria.
12.2 Categories and sources of data processed
The AI and automated tools described above may process the following categories of information:
- Your name and candidate location information
- Professional or job-related information such as employment history, education, skills, and qualifications, from your resume or CV
- Information on eligibility for certain positions, from your responses to application questions
- Information on job preferences including desired role, location, and work type, from responses you provide
- Information you voluntarily share with our chatbot
- Information from publicly available professional profiles, such as LinkedIn, where applicable
These tools do not process biometric data, demographic data (such as race, gender, or age), or information about disability status.