Company

Candidate Privacy Notice

1. Data Categories and Data Collection
2. Use of Personal Data
3. Legal Basis
4. Your Rights
5. Data Sharing
6. International Data Transfer
7. Data Storage
8. Security
9. Contact Information and changes to this privacy notice

AppDirect respects your privacy and is committed to protect your personal data. AppDirect is a “data controller”. This means that we are responsible for deciding how we collect and process personal data about you.

This privacy statement describes how AppDirect collects and processes personal data obtained from all job applicants, internal and external, including internal transfers, referrals and applicants who have applied via email or directly through our external recruitment system, Greenhouse, on our careers page as well as through third party agencies and recruiters. It also describes the handling of personal information of any prospective candidates, who have expressed an interest in receiving newsletters / updates about future job opportunities at AppDirect. Personal data is information that allows us and others to identify you as an individual.

1. Data Categories and Data Collection

As part of the application process, we will collect, store and use the following categories of personal data about you:

  • your contact information (e.g. name, title, phone number, email address, city)
  • information you have provided in your resume or CV and other documents related to your application like a cover letter (e.g. language skills, relevant work experience, education, certifications, diplomas etc.)
  • data for diversity monitoring purposes, if allowed and required by applicable law, like gender, race and ethnicity, veteran status and disability status
  • other information you voluntarily choose to submit to us in connection with your application
  • details how you heard about the job you are applying for
  • details obtained during the interview process like the type of employment your looking for, notice period, salary expectations, willingness to travel or relocate, job preferences, citizenship, personal or job-related achievements etc.
  • reference information or information received from AppDirect employees as part of the referral process, information from background checks (in line with applicable law)
  • information about you that is available publicly on websites or social media channels like LinkedIn
  • assessment results (if applicable)

2. Use of personal data

We aim to limit the use and collection of personal data and will use the personal data we collect about you for the following reasons:

  • communicate with you about the status of your application and the recruitment process
  • assessment of your skills, qualifications, interests and suitability for the role
  • verification of the information you provided during the recruitment process, including reference checks and background checks, in line with applicable law
  • reimbursement of travel costs if applicable
  • improve and evaluate our recruitment system and recruitment processes
  • assist you with a work permit, housing or relocation in general
  • send you information about our new hire and onboarding program prior to your first day of work
  • send you information about new positions at AppDirect which may interest you, given your prior consent
  • comply with legal or regulatory requirements
    keep records related to our hiring processes

3. Legal Basis

We rely on a legal basis to process your personal data. Therefore, we will only process Candidate Data if:

  • the processing is necessary for AppDirect’s legitimate interests, and does not unduly affect your interests or fundamental rights and freedoms;
  • the processing is necessary to perform our contractual obligations towards you, or to take agreed upon pre-contractual steps, such as preparing documentation for you following a decision to make an offer of employment;
  • the processing is necessary to comply with our legal or regulatory obligations;
  • the processing is necessary for the performance of a task carried out in the public interest;
  • conduct a fair and efficient recruitment process;
  • obtain proof of your right to work status; or
    in some cases, and if requested from you from time to time, we have obtained your prior consent.

When we are required by applicable law to collect personal data about you, your failure to provide this information may delay or prevent us from being compliant which in turn may impact our ability to employ you. You may withdraw your consent at any time by contacting us using the details at the end of this Candidate Privacy Notice.

4. Your Rights

You are in control of your personal data and can exercise your rights in the following ways, subject to applicable law:

  • request access to your personal data. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • request correction of the personal data we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected.
  • request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us 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. You also have the right to object where we are processing your personal data for direct marketing purposes.
  • request the restriction of processing of your personal data. This enables you to ask us 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.

We rely on you to transmit complete, current and accurate information about yourself. Please update your personal information if changes arise or contact us to update or correct your information accordingly by contacting us using the details at the end of this Candidate Privacy Notice.

5. Data Sharing

As permitted by law, we may only share your personal data with third-party service providers and business partners acting on our behalf for the purpose of processing your application. We may partner with external companies to host our recruitment system or to analyze data for performance and engagement purposes or to audit our systems, products or practices. Furthermore, we might share your information for pre-employment screening as permitted by applicable law. All our third-party service providers, business partners and other entities in the group are required to take appropriate security measures to protect your personal data in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. International Data Transfer

We are an international operating business. Therefore, we may transfer, store, or process your personal data in a country outside of the European Union whose data protection regulations are not as extensive. To ensure data security, AppDirect will only transfer personal data to recipients who can offer an adequate level of data protection. If required, we will ensure this by using contractual arrangements in line with applicable law.

7. Data Storage

When we will hire you, relevant personal data, that was collected from you during the recruitment process, will be transferred to your personnel file. Only such data will be transferred and processed that is necessary to fulfill a successful working relationship, subject to applicable law.

When we don’t hire you, we will keep your personal data up to 6 months after the position has been filled, to make sure we comply with legal record retention regulations and other legal requirements. With your consent we may also continue to retain your information, up to two years, in order to consider you for a new position at AppDirect for which you will be a fitting candidate, subject to applicable law.

We will securely delete or anonymize your personal data when it is no longer required for the purposes mentioned above in accordance with our data retention policy. If you wish for us to delete your data before the mentioned deadlines, please contact: [email protected] We will review your request as soon as possible and delete your data as long as we are not required by law to keep your records for a longer period of time. If deletion is not possible, we will securely store your personal information and isolate it from any further processing until deletion is possible.

8. Security

AppDirect makes use of appropriate technical and organizational measures to prevent unauthorized access to or misuse of your personal data. This includes high value security software and internal data restrictions. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality. We evaluate and update our security standards on a regular basis to ensure data security at all times.

9. Contact Information and changes to this privacy notice

If you have any questions, concerns or complaints regarding the use or disclosure of your information or if you would like to review, delete or update information we have about you or your preferences, you can contact us either by mail or email:

[email protected]

AppDirect, Inc., Attn. Privacy Office
650 California Street, Floor 25
San Francisco, CA 94108 USA

AppDirect Germany GmbH, Attn. Privacy Office
Nymphenburger Str. 4
80335 München
Germany

We are committed take any complaint or concern about the use of your personal data seriously and will work with you to solve emerging issues immediately. However, if you believe that we have not been able to resolve the issue to your satisfaction, you have the right to make a complaint to the data protection authority in the country where you reside in. You can find the contact details for your appropriate Data Protection Authority here: GDPR authorities

We may modify or update this privacy statement from time to time. In the event that the modifications materially alter your rights or obligations hereunder, we will notify you as may be required by applicable law.