Candidate Privacy Notice
Thank you for your interest in joining the team here at AdCellerant!
This notice applies to the personal data of applicants applying for positions with AdCellerant, which may include Personal Identifiable Information (PII).
At AdCellerant, we respect your privacy and are committed to complying with all applicable data protection regulations to ensure that your personal information is handled following the applicable laws based on your location or region. AdCellerant is committed to collecting, using, and protecting personal information in a compliant and ethical manner aligning with the California Consumer Privacy Act, California Civil Code § 1798.100 et seq. (as may be amended, modified, or supplemented from time to time, and together with any implementing regulations, “CCPA”) and The General Data Protection Regulation (GDPR).
Please note that this Notice is provided for transparency purposes. For specific questions concerning our processing of your personal data please reach out to the recruiter handling your application or contact us through the contact details in the AdCellerant Information section.
1. How AdCellerant protects your application data
AdCellerant is committed to the confidentiality and protection of personal data. We apply strict security practices across our business, including regularly training our employees on the handling of all data types including Personal identifiable Information (PII). AdCellerant employees are beholden to confidentiality and privacy obligations and abide by best practices to keep personal data safe. We regularly assess the security of our suppliers and partners and ensure that they have effective data privacy and data security controls in place.
AdCellerant does not sell your personal information, share your personal information for cross-context behavioral advertising, or use your sensitive personal information for purposes beyond those authorized by law.
2. Data AdCellerant may process
During the application process, which includes the submission of the application and subsequent interviews, the following personal data related to you may be captured:
- Information that you provide to us:
- Personal Identifiers – such as your full name, personal email address, contact details, and telephone number.
- Location information – such as your home address.
- Professional or employment information – such as your resume/CV, certifications, and qualifications.
- Education information – such as your school or university, your degree and grades earned, your major, and your graduation date.
- Protected classifications/special categories of data – such as items shared if you choose to participate in any voluntary equal employment opportunity questionnaires or Diversity & Inclusion questionnaires with the submission of your application. This data from voluntary questionnaires may include: race, ethnicity, national origin, disability status, gender identity and expression, sexual orientation, citizenship or citizenship status, and military or veteran status. Such data is aggregated and not retained in a manner that identifies a specific candidate. Whether or not you provide such data, does not affect your chances in the application process.
- Information that we may receive from third-party sources:
- Background Checks (if any) we have obtained from you or through a third party after obtaining your written consent to have a background check performed.
- Through Third-parties we may receive your identifiers, location information, professional or employment information, and/or education information from sources such as professional and other networks (e.g. LinkedIn) or recruitment agencies to the extent you have shared such information in those networks or with such agencies and when we “source” candidates through such channels.
- Feedback from references we may have contacted, subject to your permission, as part of our recruitment process.
You are not required to provide your data during the application process. However, if you do not provide certain information, such as your contact information, we may not be able to process your application properly or at all. This does not refer to personal data that you provide voluntarily in the context of an equal employment opportunity or Diversity & Inclusion questionnaire.
3. The categories of data we may process, and for what purpose
- To process your application, we may process your identifiers, professional, employment, and/or education information.
- To communicate with you about your application and respond to questions you may have about the application process, we process your identifiers, professional, employment, and/or education information related to you, and the specific communications with you.
- To conduct reference checks, we process your identifiers, professional or employment information, and education information.
- To assess your suitability for the position for which you have applied, we may process your identifiers, location, professional or employment information, and/or education information.
- Where permitted by local law, to monitor compliance with equal opportunities and non-discrimination policies, we may process your protected classifications/special categories of data. (As noted in relevant questionnaires, supplying this data is optional. This data is not associated with your application nor considered in the recruiting/ hiring process.)
4. Who may have access to your application data
- AdCellerant Employees; including; Human Resources employees, recruitment coordinators, interview panelists, department leaders, and hiring managers to whom your position would report will generally receive your work and education history and your application.
- AdCellerant employees are beholden to confidentiality and privacy obligations and are required to adhere to best practices for the protection of PII.
- External recruitment agencies or consultants, if leveraged by AdCellerant, may have received your identifiers, including your work and education history, as provided with your application. In this case, you would have supplied your information to the recruitment agency or consultant who would facilitate the recruitment process with AdCellerant.
- The applicant software service provider will generally receive your entire application and messages that we exchange with you via that platform, such as invitations to interviews, follow-up messages, and notes. Vendors are bound by privacy provisions and are not authorized to access or use applicant data in any manner other than to facilitate the application process.
- If the interview takes place using video conferencing tools, your data related to the video conference will be processed by the video conference software. Such data includes: identifiers (such as name, email address, and optional profile photo), content (such as voice and video calls, chat messages, files, whiteboards, and other information shared in the video conferencing service), metadata related to the meeting and telephony or other connectivity data (such as meeting topic, start and end time, participant IP addresses, device/hardware information, phone number).
- AdCellerant uses technologies such as cookies on the AdCellerant website. Cookie and similar data are shared with third parties in accordance with our cookie and privacy notices available on our website.
5. The period for which your personal data will be stored
In the event of a rejection, candidate data in our recruiting platform will be deleted after 12 months unless it is apparent that the data will be needed for legal reasons, such as for legal claims. In such cases, the legal basis for this processing is Art. 6(1)(f) GDPR and our legitimate interest is in asserting or defending claims.
As the close of the 12-month retention period approaches, we may send you an email and ask if you would be interested in staying in our candidate pool to be considered for future roles. If you are not interested and you tell us so, or you do not respond at all, your data will be deleted. If you want to remain in the candidate pool, we will retain your data for a further 12 months and will again, before the 12-month close, ask for your interest in staying in the candidate pool. We will repeat this until you no longer want to stay in the candidate pool, or you do not respond, or we otherwise delete your data.
If you are offered a job in the context of the application process, the data will be transferred to our HR information system. If your application is successful, the information will form part of your employment file and we will be entitled to process it for all relevant purposes in connection with your employment.
6. Your options regarding your application data
If our processing of your personal data is subject to certain regulations based on your region or other factors, you may be entitled to certain rights regarding your personal data. At AdCellerant, we are committed to complying with all relevant legislation and regulations.
AdCellerant can provide job candidates with:
- Access: You can request information about your personal data that we process.
- Rectification or erasure: If the information concerning you is not correct, you can request a correction. If your data is incomplete, you may request that it be completed.
- Restriction of processing: You can request a restriction on processing your personal data.
- Withdraw your consent: If you have given your consent for processing, you can submit to revoke your consent.
Please see below for CCPA (California Consumer Privacy Act) and GDPR (General Data Protection Regulation) provisions.
CCPA Provisions – If our processing of your personal data is subject to the California Consumer Privacy Act.
- Right to know: You can request that a business discloses to you: (1) the categories and/or specific pieces of personal information they have collected about you, (2) the categories of sources for that personal information, (3) the purposes for which the business uses that information, (4) the categories of third parties with whom the business discloses the information, and (5) the categories of information that the business sells or discloses to third parties. You can request to know up to twice a year, free of charge.
- Right to delete: You can request that businesses delete personal information they collected from you and tell their service providers to do the same, subject to certain exceptions (such as if the business is legally required to keep the information).
- Right to opt-out of sale or sharing: You may request that businesses stop selling or sharing your personal information (“opt-out”), including via a user-enabled global privacy control. Businesses cannot sell or share your personal information after they receive your opt-out request unless you authorize them to do so again.
- Right to correct: You may ask businesses to correct inaccurate information that they have about you.
- Right to limit use and disclosure of sensitive personal information: You can direct businesses to only use your sensitive personal information (for example, your social security number, financial account information, your precise geolocation data, or your genetic data) for limited purposes, such as providing you with the services you requested
GDPR Provisions – If our processing of your personal data is subject to the GDPR, you have the following rights under the GDPR:
- Right of access: You can request information in accordance with Art. 15 GDPR about the personal data that we process.
- Right to rectification or erasure: If the information concerning you is not correct, you can request a correction in accordance with Art. 16 GDPR. If your data is incomplete, you may request that it be completed. You can request the deletion of your personal data in accordance with Art. 17 GDPR.
- Right to restriction of processing: In accordance with Art. 18 GDPR, you have the right to request the restriction of processing your personal data.
- Right to withdraw your consent: If you have given your consent for processing, you have a right to revoke your consent according to Art. 7.3 GDPR.
- Right to data portability: You have the right to receive the personal data concerning you that you have provided to us in a structured, common, and machine-readable format as well as the right to transfer this data to another data controller, if the conditions of Art. 20.1(a), (b) GDPR are met.
- You have the right to file a complaint with a data protection supervisory authority about our processing of your personal data (Art. 77 GDPR).
- Right to object to processing: You have the right to object at any time to processing your personal data in accordance with Art. 21(2) GDPR (processing for direct marketing purposes). In accordance with Art. 21(1) GDPR, you also have the right at any time to object, for reasons arising from your particular situation, to processing carried out on the basis of Art. 6(1)(e) or (f) GDPR. In this latter case, we will only process your data if we can demonstrate compelling legitimate reasons to do so that outweigh your interests, rights, and freedoms, or if the processing is for purposes of establishing, asserting, exercising, or defending against legal claims.
7. Changes to our data processing practices and this notice
This notice may be updated and changed from time to time. We will post the new notice on this page and/or in the job ads that we post on our career website or other job boards and will indicate the date it goes into effect. If required by law, we will prompt you for your consent as it applies to those certain changes.
8. Contact information
If you would like to exercise your rights under CCPA or GDPR in regard to the information we have collected about you, please contact the recruiter handling your application or contact us via: dataprivacy@adcellerant.com. You may also contact our Data Protection Officer (DPO) directly dataprivacy@adcellerant.com
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