This notice explains what personal information SoftSapien collects when you search for jobs, create a careers account, apply for a role or take part in our recruiting process, how we use it, who we share it with, how long we keep it and how to exercise your privacy rights.
Scope of this notice
This notice applies to personal information about job applicants, candidates, interns, people referred to us, members of our talent community and people who attend our recruiting events (together, candidates). It covers information collected through this careers site, by e-mail, by phone, in person and through recruiters or job boards.
The SoftSapien entity that is hiring for the role you apply for is responsible for your personal information, together with SoftSapien as the operator of this careers site. If you join SoftSapien, our employee privacy notice will apply to you from your start date.
The SoftSapien Privacy Policy covers visitors to our company website and our customers. This notice takes precedence for recruiting activities.
Information we collect
Information you give us
- Identity and contact details: name, e-mail address, phone number, country and city of residence.
- Account details: sign-in e-mail, password (stored only as a secure hash), job alert and communication preferences.
- Professional background: resume or CV, work history, education, qualifications, certifications, skills, languages, portfolio, LinkedIn or GitHub profile and anything else you choose to include.
- Application details: the roles you apply for, answers to screening questions (such as work authorization and notice period), salary expectations where local law allows us to ask, availability and preferred work location.
- Interview and assessment information: interview notes, feedback, technical or skills assessment results and any work samples you share.
- Accommodation requests: information you choose to share so we can adjust the recruiting process for you.
Information from other sources
- Referrals: details provided by a SoftSapien employee or contact who refers you.
- Recruiters and job boards: information from recruitment agencies or job sites you have used to apply.
- References and verification: feedback from referees you name and, where permitted by law and only at the offer stage, results of background, education, employment or right-to-work checks.
- Public professional profiles: information you have made publicly available on professional networking sites.
Information collected automatically
When you use this careers site we collect technical information needed to run and secure it, such as IP address, browser type, device information, pages visited and sign-in events. The site uses essential cookies to keep you signed in and protect forms. We do not use advertising cookies on this careers site.
Sensitive information
We do not ask for sensitive information (for example health, ethnicity, religion or sexual orientation) to assess your application. Where the law requires or permits it, we may invite you to share some of this information for equal opportunity monitoring or to arrange accommodations. Sharing it is voluntary, it is kept separate from hiring decisions, and choosing not to share it never affects your application.
How we use your information
- Assess your skills, experience and qualifications against the roles you apply for and decide whether to move your application forward.
- Communicate with you about your application, schedule interviews and assessments, and send status updates.
- Arrange accommodations and adjustments you ask for.
- Verify the information you provide, check references and, where permitted, carry out pre-employment checks for successful candidates.
- Prepare and make offers of employment and begin onboarding if you accept.
- Consider you for other suitable roles, if you agree to be contacted about other opportunities or join our talent community.
- Send job alerts you subscribe to. You can turn alerts off at any time from your account.
- Meet legal obligations, such as right-to-work checks, equal opportunity reporting, record keeping and responding to lawful requests.
- Protect the security of this site, prevent fraud (including recruitment scams that impersonate SoftSapien) and enforce our Terms of Use.
- Improve our recruiting process using aggregated statistics, such as time to hire and application sources.
Screening questions and automated processing
Some roles include required screening questions, for example about work authorization in the job location. Your answers are shown to our recruiting team and can affect whether an application moves forward. SoftSapien does not make hiring decisions based solely on automated processing. A member of our recruiting team reviews applications, and you can ask for any decision about your application to be reviewed by a person.
If we use software tools to help organize or search applications, people remain responsible for every hiring decision.
Legal bases for processing
Where data protection laws such as the GDPR or UK GDPR apply, we rely on the following legal bases:
- Steps before entering a contract: to assess your application and prepare an offer at your request.
- Legitimate interests: to find and hire the right people, run a secure and fair recruiting process, prevent fraud and improve our hiring. We balance these interests against your rights.
- Legal obligation: for right-to-work checks, record keeping and equal opportunity reporting where required.
- Consent: for job alerts, keeping your profile in our talent community for future roles and any voluntary diversity information. You can withdraw consent at any time without affecting earlier processing.
International transfers
SoftSapien recruits across North America, Europe, the Middle East, Africa and Asia Pacific, so your information may be accessed from or stored in countries other than your own. When we transfer personal information across borders we use safeguards required by applicable law, such as adequacy decisions, the European Commission's Standard Contractual Clauses, the UK International Data Transfer Addendum or equivalent contractual protections.
How long we keep your information
- If you are hired: your recruiting information becomes part of your employee record and is kept under our employee privacy notice.
- If you are not hired: we keep your application for up to 24 months after the recruitment process ends, so we can respond to questions and consider you for other roles, unless local law requires a different period or you ask us to delete it sooner.
- Careers account: your profile stays available while your account is active. You can close your account at any time from My profile. Closing it removes your sign-in and stops job alerts; records of past applications are kept for the period above.
When information is no longer needed we delete it or make it anonymous.
How we protect your information
We use technical and organizational measures to protect candidate information, including encrypted connections, hashed passwords, role-based access for recruiting staff, audit logs and controlled storage of resumes and documents. No system is completely secure, so please use a strong, unique password for your careers account and tell us straight away if you think it has been compromised.
Your rights and choices
Depending on where you live, you may have the right to:
- access the personal information we hold about you and receive a copy;
- correct information that is inaccurate or incomplete;
- delete your information;
- restrict or object to certain processing, including processing based on legitimate interests;
- receive your information in a portable format;
- withdraw consent where we rely on it;
- ask for a human review of a decision about your application; and
- complain to your local data protection authority.
You can update most of your information yourself in My profile. To make any other request, contact our privacy team using the Contact Us link at the end of this notice. We will verify your identity before acting on a request and respond within the time the law requires. We will not treat you differently for exercising your rights. You may use an authorized agent where local law allows; we may ask for proof of their authority.
Regional information
- European Economic Area, United Kingdom and Switzerland
- The GDPR, UK GDPR and Swiss Federal Act on Data Protection apply. You can complain to the supervisory authority where you live or work.
- United States, including California
- California residents have rights under the California Consumer Privacy Act, as amended by the CPRA, to know, delete and correct personal information and to limit the use of sensitive personal information. In the last 12 months we have collected the categories described in Information we collect: identifiers, professional and employment information, education information, internet or network activity on this site and, only if you choose to share them, protected classification characteristics. We use them for the purposes in this notice and do not sell or share them for advertising.
- Canada
- PIPEDA and applicable provincial privacy laws, including Quebec's Law 25, apply. You may contact the Office of the Privacy Commissioner of Canada or your provincial commissioner.
- Australia and New Zealand
- The Australian Privacy Act 1988 and New Zealand Privacy Act 2020 apply. You may complain to the OAIC or the New Zealand Privacy Commissioner.
- Singapore, Malaysia, the Philippines and Japan
- The Singapore and Malaysia Personal Data Protection Acts, the Philippine Data Privacy Act of 2012 and Japan's Act on the Protection of Personal Information apply to candidates in those countries.
- South Africa
- The Protection of Personal Information Act (POPIA) applies. You may lodge a complaint with the Information Regulator.
- United Arab Emirates, Saudi Arabia and Qatar
- Applicable personal data protection laws in these countries apply, including the UAE Federal Decree-Law No. 45 of 2021, the Saudi Personal Data Protection Law and Qatar Law No. 13 of 2016.
Minimum age
This careers site is intended for people who have reached the minimum legal working age in their country and are at least 16 years old. We do not knowingly collect information from younger children.
Changes and contact
We may update this notice from time to time. The effective date at the top shows when it last changed, and we will tell you about significant changes through this site or by e-mail.
For questions about this notice or how we handle candidate information, contact the SoftSapien privacy team using the link below.