Applicant and Candidate Privacy Policy

Purpose

Your privacy is important to us. The purpose of this Applicant and Candidate Privacy Policy (“this Policy”) is to set out how Accertify, Inc. and its affiliates (“us,” “our,” or “we”) collect, use, store, or otherwise process personal information (e.g., information that can be used to reasonably identify you) about job applicants and/or candidates (collectively, “you”), including when you access our careers website or apply for a position with us.  This Policy explains:

• What personal information we collect during our application and recruitment process and why we collect it;
• How we obtain your personal information;
• How we use that personal information;
• How we protect your personal information; and
• Supplemental privacy disclosures for job applicants and/or candidates in certain jurisdictions.

Please note this Policy does not cover treatment of personal information provided by our merchant clients in the course providing our services (that is described at Client Privacy Policy) or our treatment related to the Accertify Website visits (that is described at Online Privacy Policy).   This Policy also does not cover any third-party websites and apps that you may use, including those to which we link in our websites. You should review the terms and policies for third-party websites and apps before clicking on any links.

Types of Information we Collect

This Policy covers the personal information you share with us and/or which may be acquired or produced by us during the application or recruitment process including:

• Your name, address, email address, telephone number and other contact information;
• Your resume or CV, cover letter (if provided), previous and/or relevant work experience or other experience, skills, education, transcripts, or other information you provide to us in support of an application and/or the application and recruitment process;
• Information from interviews and phone-screenings you may have, if any;
• Details of the type of employment you are or may be looking for, current and/or desired salary and other terms relating to compensation and benefits packages, willingness to relocate, or other job preferences;
• Details of how you heard about the position you are applying for;
• In specific jurisdictions, we may collect sensitive and/or demographic information such as race, ethnicity, gender identity, military/veteran status you voluntarily provide, for purposes of government reporting where required (e.g. EEOC or Affirmative Action reporting regulations).  This information will not be used in connection with any employment decision and will be used solely as permitted by applicable law. 
• Reference information and/or information received from background checks (where applicable), including information provided by third parties;
• Your information from publicly available sources, including online, that we believe is relevant to your application or a potential future application (e.g. your LinkedIn profile); and/or
• Information related to any assessment you may take as part of the interview screening process; and
• Information related to restrictive covenants (if any).

How We Obtain Your Information

Accertify may obtain data about you from the following sources:

• From you, when you submit resumes or other information online;
• From other Accertify Affiliates;
• From conversations with recruiters and interviews with hiring managers and other Accertify personnel or representatives, as well as from Internet searches that these individuals may perform (where allowed by applicable law), or data that they may obtain from job search or professional networking websites (e.g. monster.com, LinkedIn, etc.) where you may have made data about yourself publicly available;
• From previous employers;
• From social media (where allowed by applicable law);
• From third-party recruiters, applicant matching platforms, staffing companies, or websites where you are introduced to Accertify through one; and
• From background checks, as applicable. You will receive more information about the nature of such a background check before it begins, and be provided a privacy statement through the third party that performs the background check.

How We Use Information We Collect

Your information will be used by Accertify for the purposes of carrying out its application and recruitment process which includes:

• Assessing your skills, qualifications and interests against our career opportunities;
• Verifying your information and carrying out reference checks and/or conducting background checks (where applicable) if you are offered a job;
• Communications with you about the recruitment process and/or your application(s), including, in appropriate cases, informing you of other potential career opportunities at Accertify
• Creating and/or submitting reports as required under any local laws and/or regulations, where applicable;
• Making improvements to Accertify’s application and/or recruitment process including improving diversity in recruitment practices;
• Complying with applicable laws, regulations, legal processes or enforceable governmental requests; and/or

If you are offered and accept employment with Accertify, the information collected during the application and recruitment process will become part of your employment record.

How we Protect your Personal Information

We maintain organizational, physical and technical security arrangements for all the personal data we hold. We have protocols, controls and relevant policies, procedures and guidance to maintain these arrangements taking into account the risks associated with the categories of personal data and the processing we undertake.

If EU Data Protection or UK Data Protection Law Applies to the Processing of your Information, and our Legal Basis for Processing your Personal Information

We collect and process your personal information where it is necessary in order to take steps, at your request, prior to our potentially entering into a contract of employment with you, for Accertify’s legitimate interests of ensuring that it recruits the appropriate employees for current and future roles, and for compliance with a legal obligation for legally required reporting or to respond to legal requests. We, or our third party vendor, may also seek your consent to process your personal information in specific circumstances.

Who may have access to your information

• Your information may be shared with our affiliates or subsidiaries globally in other jurisdictions, in relation to the purposes described above.
• Where permitted by law, Accertify may also use third party service providers acting on Accertify’s behalf to perform some of the services described above including for the purposes of the verification / background checks. These service providers may be located outside the country in which you live or the country where the position you have applied for is located.
• Accertify may sometimes be required to disclose your information to external third parties such as to local labor authorities, courts and tribunals, regulatory bodies and/or law enforcement agencies for the purpose of complying with applicable laws and regulations, or in response to legal process.
• We will also share your personal information with other third parties if we have your consent or to detect, prevent or otherwise address fraud, security or technical issues, or to protect against harm to the rights, property or safety of Accertify, our users, applicants, candidates, employees or the public or as otherwise required by law.
• Accertify operates globally, which means your information may be stored and processed outside of the country or region where it was originally collected including in the United States. In some of these countries, you may have fewer rights in respect of your information than you do in your country of residence. Regardless of where your information is processed, we apply the same protections described in this policy:
  • Adequacy Decisions: The European Commission has determined that certain countries outside of the European Economic Area (EEA) adequately protect personal data, which means that data can be transferred from the European Union (EU) and Norway, Liechtenstein, and Iceland to those countries. The United Kingdom (UK) and Switzerland have adopted similar adequacy mechanisms. We rely on the following adequacy mechanisms:
    • European Commission adequacy decisions
    • UK adequacy regulations
  • Standard contractual clauses. The European Commission has approved the use of standard contractual clauses (“SCCs”) as a means of ensuring adequate protection when transferring data outside of the EEA. Such clauses have also been approved for transfers of data to countries outside the UK. By incorporating EU SCCs and the UK Addendum (where applicable) into a contract established between the parties transferring data, personal data is considered protected when transferred outside the EEA or the UK to countries which are not covered by an adequacy decision. We rely on SCCs for our data transfers where required and in instances where they are not covered by an adequacy decision.

Accertify takes appropriate steps to protect information about you that is collected, processed, and stored as part of the application and recruitment process.

Our retention of your information

If you apply for a job at Accertify and your application is unsuccessful (or you withdraw from the process or decline our offer), Accertify will retain your information for a period after your application. We retain this information for various reasons, including in case we face a legal challenge in respect of a recruitment decision, to consider you for other current or future jobs at Accertify and to help us better understand, analyze and improve our recruitment processes.

If you do not want us to retain your information for consideration for other roles, or want us to update it, please contact Global_HR@accertify.cltv8.com. Please note, however, that we may retain some information if required by law or as necessary to protect ourselves from legal claims.

Your Rights in Respect of Your Information

In certain countries, you may have certain rights under data protection law. This may include the right to request access or to update or review your information, request that it be deleted or anonymized, or object to or restrict Accertify from using it for certain purposes.

If you wish to exercise a right of access, please contact Accertify.  We will respond to any requests in accordance with applicable law, and so there may be circumstances where we are not able to comply with your request.

E-mail: legal@accertify.cltv8.com

Mailing address:   
Legal/Privacy Compliance
Accertify, Inc.
2 Pierce Place, Suite 900 
Itasca, Illinois, 60143 USA

Telephone: +1 (630) 735-4400 (ask for Legal)

U.S. State Law Requirements

Some U.S. state privacy laws, such as the California Consumer Privacy Act (“CCPA”), require specific disclosures for state residents.

This policy is designed to help you understand how Accertify handles your information. In the sections above, we explain: (1) the categories of information Accertify collects and the sources of that information in the last 12 months; (2) how Accertify uses information; (3) when Accertify may disclose information; and (4) how Accertify retains information. Accertify does not sell your personal information. Accertify also does not “share” your personal information as that term is defined in the CCPA.

State laws like the CCPA also provide the right to request information about how Accertify collects, uses, and discloses your information and they may give you the right to access and correct your information, and to request that Accertify delete that information (subject to exceptions set out in applicable law). Finally, the CCPA provides the right to not be discriminated against for exercising these privacy rights.

If you have questions or concerns related to your rights under CCPA, or would like to exercise your rights, you (or your authorized agent) can contact Accertify at:

E-mail: legal@accertify.cltv8.com

Mailing address:   
Legal/Privacy Compliance
Accertify, Inc.
2 Pierce Place, Suite 900 
Itasca, Illinois, 60143 USA

Telephone: +1 (630) 735-4400 (ask for Legal)

We’ll validate your request by verifying your interactions with Accertify and may require that you provide us with additional information, such as any names, phone numbers or email addresses you have used when communicating with us.

The CCPA also requires a description of data practices using specific categories. This section below uses these categories to organize the information in this policy:

Categories of Information we Collect

Identifiers and similar information, such as your name, phone number, and address; username and password.

Demographic information, such as your age, gender, and language(s) spoken. If you choose, you may also provide additional information, like your racial or ethnic origin, religious or philosophical beliefs, trade union membership, sexual orientation, or gender identity.

Financial information, such as your current and/or desired salary and other terms relating to compensation and benefits packages.

Audio, electronic, visual, and similar information, such as information transmitted in connection with interviews or phone-screenings you may have, if any.

Communications data, such as emails that you may send or receive in connection with the application or recruitment process.

Professional, employment, and education information, such as information you provide in connection with the application and recruitment process, as well as information Accertify may otherwise collect through reference checks, criminal and financial background checks (where applicable) and information from publicly available sources, including online, that may be relevant.

Other information you create or provide, such as the content you create, upload, or otherwise provide in connection with the application and recruitment process.

Business Purposes for which Information May be Used or Disclosed

Administrative purposes: Accertify uses and may disclose information for purposes related to carrying out its application and recruitment process, including for assessing candidates; verifying information and conducting reference checks and criminal and financial background checks (where applicable); communicating with you; responding to requests for assistance with obtaining an immigration visa or work permit (where required); diversity, equity, inclusion and belonging; and other related activities.

Protecting against security threats, abuse, illegal activity, and violations: Accertify uses and may disclose information to detect, prevent and respond to security incidents, and for protecting against other malicious, deceptive, fraudulent, or illegal activity.

Research and development: Accertify uses information to improve our application and recruitment process, including improving diversity in recruitment practices.

Use of service providers: Accertify shares information with service providers to perform services on our behalf, in compliance with this privacy policy and other appropriate confidentiality and security measures. For example, we may rely on service providers to help perform criminal and financial background checks (where applicable).

Legal reasons: Accertify also uses information to satisfy applicable laws or regulations and discloses information in response to legal process or enforceable government requests, including to law enforcement.

Changes to this Policy

We may change this policy from time to time. We will post any changes to this policy on this page.