Candidate Privacy Policy

This Candidate Privacy Policy describes how Applicant Tracking Software (“we,” “us,” “our”) collects, uses, shares, and protects personal information provided by job applicants (“you”) when you apply for a position through our hosted careers pages, job listings, application forms, or other applicant tracking tools. We value the trust you place in us when you give us access to your personal data. We respect the privacy rights of individuals and are committed to handling personal information responsibly and in accordance with applicable laws.

We process candidate information on behalf of Wallace , the employer or organization to which you are applying (“Hiring Company”). The Hiring Company is the primary data controller or business responsible for your information, and we act as their service provider, or “data processor”. Applicant Tracking Software is only entitled to process your personal data in accordance with the Hiring Company’s instructions.

These Privacy Policy provisions will apply to our processing of your personal information where you apply to a job opening via our platform. Where you apply to a job opening through the application process of another source, such as a job board, that source may collect and retain your personal information as part of the application process. Any use of your personal information by another source shall be in accordance with that source’s own Privacy Policy.

Data Protection & Retention Principles

Your data will be:

• Processed lawfully, fairly and in a transparent way.
• Processed only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Kept as long as required to support the Hiring Company’s hiring process and retention policies.
• Kept securely.

The Hiring Company determines:

• How long applicant data is retained.
• Whether data is archived or deleted.
• Whether you may update or remove your application.

If you wish to delete or modify your information, contact the Hiring Company directly.

Security Technology and Practices

We always transmit and store personal information securely. This prevents potential hackers from “tapping” a data conversation. The data security standards we have in place include auditing, logging, backups, and safe-guarding data. Our servers are housed in datacenters that are ISO27001 certified, the highest and most current standard for managing systems and data securely. All datacenter facilities are protected by professional security staff utilizing video surveillance, intrusion detection systems and other electronic means. Authorized staff must pass two-factor authentication a minimum of two times to access data center floors. We are SOC 2 compliant and audited annually by a third-party CPA firm.

No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, we cannot guarantee its absolute security. If you have any questions about security on our website, you can contact us at support@applicant-tracking.com.

What information is collected as part of the application process?

The Hiring Company may collect some or all of the following types of information from you when you apply for a position through our platform:

• Name and other personal information such as gender, date and place of birth;
• Contact information, such as address, telephone number, and e-mail address;
• Employment history (including current and/or previous employers, job titles, or positions) and references;
• Other academic, professional, training and salary-related information, such as academic degrees and professional qualifications;
• Your CV/résumé (which may include details of any memberships or interests constituting Sensitive Personal Information (as that term is defined herein));
• National identifiers such as nationality/ies, national IDs/passport, social security/ insurance numbers, immigration information, and visa status;
• Information relating to previous applications you have made through our platform;
• A record of your progress through any hiring process as conducted by the Hiring Company;
• If you contact us, we may keep a record of that correspondence;
• Your video interview if one was performed; and
• Any other information you voluntarily provide throughout the process either directly through our platform or through a third-party integration (such as a job board or assessment provider).

Sensitive Personal Information

As a general rule, we try not to process any “Sensitive Personal Information” unless authorized by law or where necessary to comply with applicable laws. Sensitive Personal Information includes the following: information that reveals your racial or ethnic origin, religious, political, or philosophical beliefs, or trade union membership; genetic data; biometric data for the purposes of unique identification; or information concerning your health, sex life, or sexual orientation. The Hiring Company determines whether any Sensitive Personal Information is collected during the hiring process via our platform.

Information that may be collected via our platform from other sources (in each case where permissible and in accordance with applicable law):

• References provided by referees;
• Other background information provided or confirmed by academic institutions and training or certification providers;
• Criminal records data obtained through criminal records checks;
• Information provided by background checking agencies and other external database holders (for example credit reference agencies and professional / other sanctions registries);
• Information provided by recruiting or executive search agencies; and
• Information collected from publicly available sources, including any social media platforms you use or other information available online.

What other information do we collect?

Please review our Candidate Cookie Policy.

Social Media Widgets

Our platform includes social media features, such as the Facebook and Twitter buttons or interactive mini-programs (each, a “Feature” and collectively the “Features”) that run on our site. These Features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the Feature to function properly. Features and widgets are either hosted by a third party or hosted directly on our site. Your interactions with these Features are governed by the privacy policy of the company providing the Feature.

Purposes for processing personal information

Application Information

We process this personal information to be used primarily for the Hiring Company recruiting purposes. This may include processing information assessing your skills, qualifications and background for a particular role, carrying out reference and / or background checks (where applicable) and generally facilitating the Hiring Company’s ability to manage the hiring process and communicate with you about it.

Automated Decision Making

Some Hiring Companies may enable automated tools or artificial intelligence features within the platform (such as keyword matching or workload automation, for example). When these tools are used, they are designed to assist, but not replace, human review. If you have a question about a hiring decision, please contact the Hiring Company directly.

Applicant Tracking Software does not independently make hiring decisions or conduct automated rejection.

Disclosures of your personal information and transfers abroad

We take care to allow access to personal information only to those who require such access to perform their tasks and duties, and to third parties who have a legitimate purpose for accessing it. Whenever we permit a third party to access personal information, we will implement appropriate measures to ensure the information is used in a manner consistent with this Policy and that the security and confidentiality of the information is maintained.

Transfers Within Our Company

Your personal information may be shared with other members of our company around the world in order to support the Hiring Company with our applicant tracking software service.

Transfers to Third-Party Service Providers

• In accordance with applicable law and upon instruction or authorization by the Hiring Company, certain personal information may be made available to third parties who provide services relating to the Hiring Company’s recruiting process, including (a) recruiting or executive search agencies involved in your recruiting; (b) background checking or other screening providers and relevant local criminal records checking agencies; (c) data storage, shared services and recruiting platform providers, IT developers and support providers and providers of hosting services; and (d) third parties who provide support and advice including in relation to legal, financial / audit, management consultancy, insurance, health and safety, security and intel and whistleblowing / reporting issues.
• Your personal information may also be disclosed to third parties of other lawful grounds, including: (a) where you have provided your consent; (b) to comply with our legal obligations, including where necessary to abide by law, regulation or contract, or to respond to a court order, administrative or judicial process, including, but not limited to, a subpoena, government audit or search warrant; (c) in response to lawful requests by public authorities (including for tax, immigration, health and safety, national security or law enforcement purposes); (d) as necessary to establish, exercise or defend against potential, threatened or actual legal claims; (e) where necessary to protect your vital interests or those of another person; and/or (f) in connection with the sale, assignment or other transfer of all or part of our business.

Transfers Abroad

Your personal information may be processed by third parties for the reasons explained in this Policy, third-party vendors, who may be based in countries other than your country of residence. These countries may have data protection laws that are different, and potentially less protective, than the laws of your own country. However, we will implement measures with any recipients of your personal information to ensure it remains protected in accordance with this Policy and applicable data protection laws.

Your rights in connection with personal data

Under certain circumstances, by law you have the right to:

• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data the Hiring Company holds about you and to check that it is being lawfully processed.
• Request correction of the personal data that the Hiring Company holds about you. This enables you to have any incomplete or inaccurate data held about you corrected.
• Request erasure of your personal data. This enables you to ask the Hiring Company to delete or remove personal data where there is no good reason for its retention. You also have the right to ask the Hiring Company to delete or remove your personal data where you have exercised your right to object to processing (see below).
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
• Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affecting you.
• Request the restriction of processing of your personal data. This enables you to ask the Hiring Company to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal data to another party.

If you would like to exercise any of those rights, please contact the Hiring Company directly.

Your Privacy Rights

Depending on your location, you may have rights under privacy laws such as the California Consumer Privacy Act (CCPA/CPRA), Colorado Privacy Act, Virginia CDPA, Connecticut DPA, or Utah UCPA.

These rights may include:

• Access to your personal information
• Correction of inaccurate data
• Deletion of your information
• Opt-out of certain processing activities
• Request for a human review of automated decisions

To exercise rights applicable to you, contact the Hiring Company. Applicant Tracking Software will support them in fulfilling your request

Links to third-party sites

Our site includes links to other websites whose privacy practices may differ from those of our Company. If you submit personal information to any of those sites, your information is governed by their privacy policies. We encourage you to carefully read the privacy policy of any website you visit.

Who to contact

Please address any questions or requests relating to this Policy to support@applicant-tracking.com.

Please address any questions or concerns about the Hiring Company’s privacy policy directly to the Hiring Company.

You have the right to complain to the data protection authority in your country or region. Where UK data protection law applies, you may also raise a concern with the UK Information Commissioner’s Office (ICO).