Hirebridge Privacy Policy

Hirebridge Privacy Statement

Latest Revision:May, 21, 2023

Introduction

This Privacy Statement delineates the data collection and utilization practices of Hirebridge Inc. ("Hirebridge"), a provider of cloud-based applicant tracking solutions. It aims to enlighten job applicants ("you", "your") and your system users about their data handling when it is amassed via our client websites.

Hirebridge offers software and services to our corporate Customers ("Customers") who utilize our system for their hiring processes. In this scenario, Hirebridge operates as a data processor for its Customers.

This Privacy Statement does not pertain to the privacy practices of our Customers who may collect and process your data. For details regarding the privacy practices of the specific Client you are applying to, we recommend you examine their individual privacy policies.

Information we collect and its purpose

Hirebridge collects and handles personal data about you when you apply for a role with one of our Customers, submit an application via a third party job platform or job board, or when your details are submitted by a Customer or their users. Hirebridge serves as a data processor for our Customers and their users, managing applicant data as per their directions and contractual agreement. From a Customer standpoint, Hirebridge collects notes, interview evaluations and email communication and correspondence in relation to their candidate evaluation.

Hirebridge shall process personal information as a data processor on behalf of its Customers, who use the service to assist with their recruitment. When applying for a role with one of our Customers, our Customer’s privacy policy, rather than this Privacy Policy, will apply to our processing of your personal information.

The information we collect comprises, but is not limited to:

• Identifying information: includes name, contact details, and other identifying information.
• Job application details: consisting of resume/CV, cover letter, employment history, education background, and job preferences.
• Communication data: which includes interview notes, email communication, and other correspondence with our Customers.

We gather and handle this information to offer our services to customers, to simplify their hiring processes, and as directed by our Customers.

Access and Accuracy

Hirebridge provides built-in tools for candidates to manage their own information, correct inaccuracies, and request deletion. If these tools are inaccessible, candidates can contact the Customer they applied to for updates and corrections. Hirebridge equips Customers with data management tools, including handling candidate update and deletion requests. If the Customer is unresponsive, candidates may reach out to privacy@hirebridge.com, and we will assist the Customer in making the necessary corrections.

Cookies and Tracking Technologies

Some of our Web pages employ "cookies" and other tracking technologies. A "cookie" is a small text file used to gather information about website activity. Most browsers allow you to control cookies, including whether or not to accept them and how to remove them. Hirebridge uses cookies to store session tokens, which do not contain any personally identifiable information and expire after 1 day.

You may set most browsers to notify you if you receive a cookie, or you may choose to block cookies with your browser. If you choose to erase or block your cookies, you will need to re-enter your original user ID and password to gain access to certain parts of the Web site. Our use of cookies and other tracking technologies allows us to improve our Web site and your Web experience.

California Residents Notice

Under the California Consumer Privacy Act (CCPA), if you're a California resident, you have certain rights regarding your personal data. Click here to view our California Privacy Notice. This notice applies to you and is in compliance with the CCPA. It explains that we may have gathered, used, and shared your personal information over the last 12 months, as detailed in our general Privacy Notice. You have the right to be informed about the data we collect, how we use it, and your opt-out choices.

Legal Bases For Data Collection Under General Data Protection Regulation and UK General Data Protection Regulation

Under the GDPR and the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing of your personal data could be as follows, depending on the company and situation:

Consent

Upon direct application with Hirebridge, candidates subject to GDPR and UK GDPR must provide consent in order to submit information to Hirebridge for processing. This is an essential aspect of our data handling practices.

The consent provided by the candidates is a deliberate and affirmative action which signifies agreement to the processing of personal data relating to him or her. This consent is collected before the data processing starts and serves as one of our legal grounds for processing personal data under GDPR and other data protection laws.

Candidates have the right to withdraw their consent at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. It is important to note that the processing of certain data may be necessary for us to provide services, hence withdrawal of consent might affect the provision of these services.

Legitimate Interest

The processing of personal data may be necessary for the legitimate interests pursued by our Customers. For instance, our Customers collect application data for employment purposes to facilitate hiring processes, manage recruitment, or to meet other similar legitimate purposes. In such instances, the data processing is conducted based on the grounds of legitimate interest, provided the processing doesn't override the fundamental rights and freedoms of the data subjects.

Contractual

We may process personal data, in order for us to provide the services and meet our contractual obligations towards our Customers. This happens when Hirebridge performs services for our Customers, most notably processing candidate applications. Such data processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.

We assure all our Customers and users that the personal data processed under these legal bases is done with utmost respect for their privacy rights, with adequate security measures put in place to protect their personal data against unauthorized access, alteration, disclosure or destruction.

EU-U.S. and Swiss-U.S. Privacy Shield Framework

Hirebridge complies with and adheres to the principles of the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks, and is responsible for processing and transferring personal data received from the EEA, UK, and Switzerland. You can find our certification on the U.S. Department of Commerce's Privacy Shield List.

Despite the EU-U.S. Privacy Shield Framework no longer being a valid mechanism for GDPR-compliant data transfers, and similar ruling in Switzerland, we maintain our certification and adhere to its principles. Currently, we use lawful mechanisms such as Standard Contractual Clauses for transferring personal data outside the EEA, UK, and Switzerland, yet continue to uphold the Privacy Shield Principles for previously transferred data.

To learn more about the Privacy Shield program, please visit here. To view our latest certification under the Privacy Shield framework, click here.

For UK and EU residents, the following additional rights apply

In the UK and the EU, individuals have significant rights in relation to their personal data, most of which are established by the General Data Protection Regulation (GDPR), which was enacted in 2018.

1. Right of Access: Individuals have the right to request a copy of the personal data a company holds about them, as well as other supplementary information.
2. Right to Rectification: Individuals have the right to have inaccurate personal data rectified, or completed if it is incomplete.
3. Right to Erasure (also known as 'the Right to be Forgotten'): In certain circumstances, individuals can request the deletion or removal of personal data where there is no compelling reason for its continued processing.
4. Right to Restrict Processing: Individuals have the right to request the restriction or suppression of their personal data, which means that the company is permitted to store the data but not use it.
5. Right to Data Portability: This allows individuals to obtain and reuse their personal data for their own purposes across different services.
6. Right to Object: Individuals have the right to object to processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling), direct marketing (including profiling), and processing for purposes of scientific/historical research and statistics.
7. Rights in Relation to Automated Decision Making and Profiling: Individuals have the right to not be subject to a decision based solely on automated processing, including profiling, which has legal or other significant effects.

Choice

The decision to provide Personal Information to Hirebridge is up to you. The notice we aim to provide where Hirebridge amasses personal information online should aid you in this decision. If you opt not to provide the Personal Information we ask for, you can still access most of Hirebridge Web sites, but you may be unable to take advantage of certain options, offers, and services that involve our interaction with you, most specifically submitting applications for employment with our Customers.

Children's Privacy

We prioritize the protection of children's privacy. Therefore, we do not knowingly collect or solicit any information from anyone under the age of 13. We also do not allow individuals under the age of 13 to register as Users on our platform. If we become aware that we have inadvertently collected personal information from a child under the age of 13, we will take immediate steps to delete such information from our records. If you believe that we may have inadvertently collected any personal information from or about a child under the age of 13, please contact us at privacy@hirebridge.com, and we will promptly address the issue.

Data Sharing and Transfers

Hirebridge does not sell your personal data. Your personal data is used solely to facilitate our Customers' recruitment processes and to provide our services as agreed with Customers. Under the following circumstances, Hirebridge may share your data with third parties:

• With our Customers: to facilitate their recruitment processes based on their needs.
• With service providers: who carry out services on our behalf. These providers are contractually obliged to manage your data in line with this Privacy Statement and relevant laws.
• With legal or regulatory authorities: when we believe disclosure is necessary to abide by relevant legal or regulatory obligations.

Data Retention

The retention of your personal data is determined by our Customers in accordance with their own data retention policies, legal requirements, and business needs. Hirebridge retains your personal data on behalf of our Customers for as long as they instruct us, or as required to fulfill the purposes outlined in this privacy policy, comply with our legal obligations, resolve disputes, or enforce our agreements.

Security and Breach Notification

Hirebridge aims to take reasonable and appropriate steps to safeguard the Personal Information you share with us from unauthorized access or disclosure. We implement suitable technical and organizational measures designed to protect the personal data we process. However, please be aware that no method of transmission over the internet or method of electronic storage is 100% secure. In case of a security breach compromising information under our control, we will investigate and, where appropriate, notify affected individuals in accordance with applicable laws and regulations.

Third Party Websites

Our Service may integrate with third-party sites and services, such as job boards, background checking vendors, HRIS systems, and Payroll providers, to name a few. We are not responsible for their practices, and your interactions are subject to their own rules and policies. Please review their privacy policies and terms of use.

Your Rights

Depending on the laws of the country where you reside, you may have rights related to the personal data we process on behalf of our Customers. These rights may include the right to access, correct, delete, or restrict the processing of your data, or to object to the processing of your data.

As Hirebridge is a processor acting on behalf of our Customers, you should direct any requests to exercise your rights to the Client who is the data controller.

In the event you are responding to a job posting with Hirebridge, Hirebridge will be considered both the processor and controller.

Changes to this Privacy Statement

Hirebridge may modify this privacy policy to mirror changes to our practices, our services, or for other operational, legal, or regulatory reasons. If we make significant alterations to this policy, we will notify our Customers and recommend that they inform you.

The date at the top of this privacy policy indicates when it was last updated. Your continued interaction with our services following an update signifies your acceptance of the changes.

Contact

If you have questions or concerns about this Privacy Statement or our data processing practices, you are encouraged to contact the respective Client, as they are the data controller of your data. You may also contact Hirebridge at:

Hirebridge, LLC.
3200 N. University Dr., Suite 214
Coral Springs, FL 33065
Att: Legal
Or via email at privacy@hirebridge.com

This Privacy Policy does not establish any contractual or other legal rights on behalf of any party.