Ford Motor Company has selected Weichert Workforce Mobility Inc. (“Weichert”) and its global affiliates to administer global and domestic International Service/mobility and international business travel programs (“Program”) on behalf of Ford and its global affiliates (“Ford”). Program responsibilities include Human Resources management, coordination of both domestic and/or international mobility and remote work and business travel services, payments to suppliers, and, as may be applicable, calculation of International Service Employee (“ISE”) compensation and benefits ("Services"). In order to provide these Services, Ford must transfer your personal employment data among and between its global affiliates, where applicable. In addition, Ford must transfer certain information to Weichert and its global affiliates who will process that data, and manage your Service Program requirements; a process which is explained in more detail below.
Ford has received and/or will receive and hold certain personal information about you and for your employment at Ford. These records may include your name; address and contact details; date of birth; marital status; job title; personnel data including details of salary and benefits; national identification number or other government identifier; visa and passport numbers; citizenship and other details as required for specific Services for which you have been authorized (collectively, "Existing Data"). Where necessary to provide the Services, this information will be transferred to Weichert and its global affiliates as needed.
As may be applicable if you are to be deployed on an International Service assignment, Weichert may also collect other personal information from you directly (e.g., bank account information) and/or information about accompanying family members in your household (“Assignees”) (e.g., number of dependents and their full names, gender, date of birth and if they are in school) ("Additional Data") to provide Services.
The Existing Data and/or Additional Data (collectively “Data”) will be processed by Weichert and its global affiliates in order to provide Services to you and Assignees in accordance with the agreement between Ford Motor Company and Weichert and on an ongoing basis in connection with the Services for which you have been authorized. For example, Weichert requires Data to administer domestic and international mobility expense reimbursements, pay vendor bills, arrange housing, calculate compensation, and, where applicable, to otherwise support you and your Assignees while on assignment, and to comply with record keeping and other immigration and legal obligations. From time to time, Weichert will ask you and/or your Assignees to review and update the Data that it holds. You and/or your Assignees may contact their Weichert representative to obtain an up-to-date copy of the information Weichert and its global affiliates holds about them. The Data provided will be stored in an electronic database in the United States which can be accessed only by authorized employees within Weichert and Ford, where necessary to provide and monitor Services to you and/or Assignees, as applicable. Data also may be held in paper files in locations globally depending upon the Services which you are authorized to receive; such files are kept securely by Weichert employees and Ford employees assigned to manage Services. In some cases, the Data may be transferred overseas. If we transfer your personal information overseas, we will put in place appropriate safeguards in accordance with our legal obligations to ensure that your personal data is adequately protected irrespective of the country to which it is transferred. Data is not retained for longer than is necessary for our purposes. In general, we will keep Data for the duration of your employment and a reasonable period thereafter.
Ford and Weichert may also make the Data available on a need to know basis to accountants, auditors, lawyers, immigration providers, tax advisors, benefit providers, and other outside professional advisors and companies who provide products and services to Ford and/or Weichert in order to assist with delivering the Services and further may contract with a third-party data center provider to store Data on its behalf (“Third Parties”). Ford and/or Weichert require all such Third Parties (and Ford have required Weichert) to sign agreements to protect the confidentiality and security of the Data. The Data will also be available to legal and regulatory authorities if required or appropriate to do so.
You and/or your Assignees may have certain rights under applicable local law in relation to personal information, such as the right to access, correct, or delete personal information provided, and the right to lodge a complaint with a data protection supervisory authority. Please note that Weichert and Ford may require additional information in order to honor any such requests. Please see your local privacy policy or Data Protection Officer for further information. In providing the Services, Data may be transferred outside of your home or host country, including, where applicable, outside of the European Economic Area. We explain above the processes put in place to protect this Data where this occurs.
Where applicable under local laws, the legal basis for processing Data is Ford’s legitimate interest to administer the Services, including, where applicable, to perform Ford’s Mobility Services Programs International Service contract with you, and to administer the International Service entitlements. Additionally, in respect to the processing of Data in relation to any tax liability or other regulatory or immigration matters, this is necessary to comply with Ford’s legal obligations. Note that failure to provide the information required could result in you being unable to undertake an International Service or other assignments. By signing below, you/ or your Assignees confirm to have received and understood this Privacy Notice.
For further information regarding privacy, please see the privacy notice provided to you by the relevant Ford affiliate and for any additional information, please contact your local HR representative or your Data Protection Officer where applicable. Further information can be found in Weichert’s own Privacy Notice.