Recruitment Privacy Policy

Last updated: [date]

What we collect, where we store it, and how long we keep it

When you apply for a job at [company name] (the company), we may store your data in two places. 1) When you apply, your information is collected via an application form in Workable, our applicant tracking system. 2) If you progress to later selection stages, your information is colocated in [app name] (the application). Candidate data we collect and process in [name of hr software] and [app name] are used for selection purposes only. Access to your personal information is limited to [company name] employees who participate in the selection process.

We collect and store these data because we have a legitimate interest: we are trying to hire for a position and we need information from any candidate who applies for the role. If you apply for a job at [company name], we ask for your explicit consent so that we can accept your application information, transfer it to the US, and review your candidacy.

For more information about your rights to your data, please view our general privacy policy; all the rights outlined there also apply to your data as a candidate.

We keep records in [name of hr software] for all applicants, and [name of hr software] records consist of:

Your job application materials (full name, e-mail address, your answers to any short answer questions required in the application, your cover letter, your CV/resume);

Internal assessment notes about your application;

Emails with you concerning the selection process.

We keep records in [company name] for some applicants, only those who progress to later selection rounds, and [company name] records consist of:

Your job application materials (full name, e-mail address, your answers to any short answer questions required in the application, your cover letter, your CV/resume);

Internal assessment notes about your application and interviews;

Reference contact information and notes on the results of reference checks.

For most candidates, we'll store your data in [name of hr software] and in [app name] until we successfully fill the open position. We'll keep your personal data for up to two years if you advance to a take-home exercise or interview stage of our hiring process. We do this to maintain a pool of recent, qualified applicants, should the position re-open or should we decide to hire for another similar role. You can ask us to access, correct, update, or delete your data at any time by emailing [name of contact] [email].

If you submit an unsolicited job application through a channel other than [name of hr software], you'll receive direction to re-submit your application through [name of hr software]. Any personal information you've included, like a resume, will be immediately deleted.

If you have questions about your personal data as a job applicant, you can contact: [name of contact] [email] [address]

If you are in the EU, you can identify your specific authority to file a GDPR complaint at https://edpb.europa.eu/about-edpb/board/members_en.

Complete information about how [name of hr software] responsibly stores your data can be found in their privacy policy. Complete information about how we protect all data stored within [app name] can be found in our Privacy policy and Security overview.

Changes and questions

We may update this policy as needed to comply with relevant regulations and reflect any new practices. You can view a history of the changes to our policies since mid-2018 on GitHub. Whenever we make a significant change to our policies, we will also announce them on our company blog.

Have any questions, comments, or concerns about this privacy policy, your data, or your rights with respect to your information? Please get in touch by emailing us at [email].