Applicant's Privacy Policy

‍Effective Date: 11/19/2024

This Applicant’s Privacy Policy (the “Policy”) describes how CaptivateIQ collects, uses, processes, and discloses your personal information during the recruitment process, as well as what rights and choices you have with respect to your personal information. This Policy covers the personal information applicants (“Applicants”) provide to CaptivateIQ during the application or recruitment process including but not limited to when you respond to or are referred for a job opening at CaptivateIQ, including, but not limited to, when you submit an application through https://www.captivateiq.com/careers.

Please note that this Policy does not form part of any employment contract or contract to provide services. This Policy does not apply to our handling of data gathered about you in your role as a user of CaptivateIQ’s services. When you interact with us in that role, the CaptivateIQ Privacy Policy applies.

Information We Collect

When you apply to or are referred for a job opening at CaptivateIQ, we collect personal information in connection with your application. We collect such information directly from you, affiliates, or (where applicable) from another person or entity, such as an employment agency or consultancy, recruitment or professional networking website or company, or others who may provide references. We will collect additional personal information through the course of your application process. The personal information CaptivateIQ collects may include, but is not limited to:

• Identifiers and other personal contact information (e.g., your name, email address, phone number); 
• Sensitive or demographic information or protected classifications under certain laws (e.g., gender, information about your citizenship and nationality, medical or health information, racial or ethnic origin); 
• Professional or employment-related information (e.g., your resume, cover letter, past and current company, work authorization information, professional memberships); 
• Educational information and professional background, including information from publicly available sources that you provide to us (e.g., LinkedIn, Twitter, Portfolio URL);
• Information from and audio and/or video recordings of interviews you may have during the application or recruitment process; 
• Details of how learned of the position;
• Reference information or information received from background checks, including information provided by third parties; 
• Information related to any assessment you may take as a part of the recruitment process; 
• Audio or visual information, as well as other information relating to the security of our premises collected during in-person interviews or other parts of the recruitment process, and photographs or videos submitted; 
• Health-related information, only as necessary to provide necessary reasonable accommodations at your request during the recruitment process; and
• Other information you elect to provide to us in support of your application and recruitment process.

If you reside in the United States, CaptivateIQ may process sensitive personal information so CaptivateIQ can comply with Equal Opportunity requirements and recommendations.

‍How We Use Your Information

CaptivateIQ uses and processes your information, alone or in combination, for the following application and recruitment process:

• Processing your application to a job opening;
• Assessing your capabilities, skills, qualifications, and interests against a job opening;
• Communicating with you about your job application and potential future job opportunities;
• To support and manage the job application process;
• Verifying your information and conducting reference checks and background checks (where applicable and as consistent with applicable law);
• Responding to your enquiries and communicating with you about the recruitment process and/or your application(s);
• Complying with applicable laws, regulations, legal processes, or governmental requests; and/or
• Improving CaptivateIQ’s application and recruitment process including improving inclusion and diversity in recruitment practices.

Additionally, like many companies, CaptivateIQ employs software that may use algorithms and/or machine learning to help us identify potentially qualified candidates by conducting automated matching and scoring for our open positions, which is a form of profiling. However, this software does not replace human decision-making. As described below, you may have a right to object to the use automated processing in connection with your candidacy.

We may also use your information to protect the rights and property of CaptivateIQ, our users, Applicants, employees, or the public as required or permitted by law.

Personal Information Way May Disclose

We may disclose your personal information with third parties as described in this section.

CaptivateIQ Employees

If you have been referred for a job at CaptivateIQ by a current CaptivateIQ employee, with your consent, we may inform that employee about the outcome of the process.

Vendors

We may share your personal information with third-party vendors who are working on our behalf and require access to your information to carry out that work. Examples include: (A) recruiting software and talent acquisition platforms; (B) cloud hosting providers (to provide data storage and processing services); (C) communications providers (to process new queries and to manage our emails); (D) corporate services (to facilitate business operations and communications); and providers of pre-employment background check or screening services.

CaptivateIQ uses recruiting software and talent acquisition platform(s), such as Lever, to collect and process personal information Applicants elect to share with CaptivateIQ. For more information, please refer to the privacy practices of the talent acquisition platform. You may additional information about Lever at https://www.lever.co/privacy/

Business Transfers

If CaptivateIQ undertakes or is involved in any merger, acquisition, financing, reorganization, consolidation, divestiture, sale of all or substantially all assets or stock, other change of control transaction, bankruptcy, or insolvency event, then we may disclose, transfer, or share some or all of our assets (including your personal information) in connection with such transaction or in contemplation of such transaction (e.g., due diligence).

Protection of CaptivateIQ and Others

‍We may access, preserve, and disclose your personal information if we believe doing so is required or appropriate: (i) to comply with law enforcement or national security requests and legal process, such as a court order or subpoena; (ii) to protect your, our or others’ rights, property, or safety; (iii) to enforce our policies and contracts; (iv) to collect amounts owed to us; (v) when we believe disclosure is necessary or appropriate to prevent financial loss or in connection with an investigation or prosecution of suspected or actual illegal activity; or (vi) if we, in good faith, believe that disclosure is otherwise necessary or advisable to protect the rights, property, or safety of CaptivateIQ, our employees, our users or others.

Consent / Other Sharing

We may share your information with any other person or entity provided you consent to the disclosure, or where it is necessary to share your information to process your application. For example, to the extent you are working with a recruiter in connection with your application for employment, we may disclose feedback regarding your application and interview process.

How We Secure Your Personal Information

We have adopted physical, technical, and organizational safeguards against accidental, unauthorized, or unlawful destruction, loss, alteration, disclosure, access, use or processing of personal information we collect. If you have any questions about the security of your personal information, you can contact us at privacy@captivateiq.com.

Data Transfers

CaptivateIQ is based in the United States and, to the fullest extent permitted by applicable law, the information we collect is governed by U.S. law. All information processed by us may be transferred, processed, and stored anywhere in the world, including but not limited to, the United States or other countries. By using the Services, you agree that your information will be transferred in this way.

Depending on your location, when we transfer your personal information we rely on certain legal mechanisms to safeguard the transfer, as required by law. If you are located in the EEA, UK, or Switzerland, this may include transferring your personal information to adequate countries or using the European Commission’s SCCs and UK addendum and any additional safeguards as necessary.

Legal basis under EU General Data Protection Regulation for processing personal information of EU/UK residents. Where you have consented to data processing, your consent provides the legal basis to process your personal information. We rely on your explicit consent to process your personal information.

You have the right to withdraw consent at any time. Please note that your withdrawal of consent to collect and process your personal information will not affect the lawfulness of processing your personal information based on your consent before you withdraw your consent. We may also process your personal information on the basis of our legitimate interests. Where we rely on legitimate interests to process your personal information, you have the right to object to such processing. We may also process your personal information where necessary for the performance of a contract with you or for compliance with a legal obligation.

Your Privacy Rights

Depending on your jurisdiction of residence, and subject to applicable legal exceptions, you may be able to ask us to:

• provide access to and/or a copy of the personal information we hold about you;
• provide you with information about categories of personal information we collect or disclose about you, the categories of sources of such personal information, the business or commercial purpose for collecting your personal information, and the categories of third parties to which we disclose personal information; 
• restrict or object to our processing of your personal information;
• update personal information which is out of date or incorrect;
• delete certain personal information which we have about you; and/or
• object to the automated processing of your personal information for profiling purposes, if applicable.

To exercise these rights, please email us at privacy@captivateiq.com with your request. If you request these rights, we may need to verify your identity for security and to prevent fraud. We will not discriminate against you or treat you differently for exercising these rights. 

Certain information may be exempt from such requests in some circumstances, which may include if we need to keep processing your personal information for our legitimate interests or to comply with a legal obligation. Depending on applicable law, you may have the right to appeal our decision to deny your request. If we deny your request, we will provide you with information on how to appeal the decision, if applicable, in our communications with you.

Data Retention

We store the personal information we receive from you where we have an ongoing legitimate business need to do so and for a period of time consistent with the original purpose as described in this Policy (e.g., process your application, comply with our legal obligations, resolve disputes, and enforce our agreements).

Your personal information will be retained until the end of the recruitment process plus a period of up to 2 years, unless you request that we delete it before that time. If your job application is successful, the personal information collected during the recruitment process will be retained for the duration of your employment.

Additional Information for California Residents

If you are a California resident, this section also applies to you and supplements the information contained elsewhere in this Policy. It provides additional information as to how you may exercise your rights under the California Consumer Privacy Act of 2018 (“CCPA”).

Right to Know and to Delete. California residents may have the right to request information about a business’s collection, use, disclosure, sharing, or selling of their personal information. You may be permitted to request that we:

• Provide you the categories of personal information we have collected or disclosed about you; the categories of sources of such information; the business or commercial purpose for collecting, “selling,” or “sharing” your personal information; the categories of third parties to whom we disclose or “sell,” or with whom we “share,” personal information; and the categories of personal information we “sell.”
• Provide access to and/or a copy of certain information we hold about you.
• Delete certain information we have about you.
• Correct inaccurate personal information that we maintain about you.

Certain information may be exempt from such requests under applicable law.

If you wish to exercise any of your rights, please contact us at privacy@captivateiq.com or +1 (415) 656-8261. California residents can use “authorized agents” to make requests to know and requests for deletion. We will take steps both to verify the identity of the person seeking to exercise their rights and to verify that your agent has been authorized to make a request on your behalf.

California law places certain obligations on businesses that “sell” personal information to third parties or “share” personal information with third parties for cross-context behavioral advertising. We do not “sell” or “share” the personal information covered by this Policy and have not done so in the past 12 months.

Sensitive Personal Information. We process sensitive personal information for the purposes described in this Policy. We do not use or disclose sensitive personal information other than for purposes for which you cannot opt-out under the CCPA.

Non-discrimination. CaptivateIQ will not discriminate against you for exercising any of your rights under applicable US privacy regulations.

Updates to this Policy

We may update this Policy at any time. In such instances, we will post the revised Policy here and update the “Effective Date” above. We may also provide you with additional privacy notices regarding our collection, use, processing, or disclosure of such information.

Questions?

If you have any questions or concerns regarding this Privacy Policy, or if you wish to submit a request to exercise your rights under this Privacy Policy, please contact us at: