What Personal Information Do We Collect?
We collect and maintain different types of personal information in respect of those individuals who seek to be employed by us, such as those applying for employment via the Greenhouse applicant tracking tool. This may, depending on the role and jurisdiction, include personal information contained in:
- resumes and/or applications;
- references and interview notes;
- photographs and video;
- letters of offer and acceptance of employment; and
- background screening information.
In addition to the examples listed above, personal information also includes information such as name, home address, telephone, personal email address, date of birth, employee identification number and marital status, and any other information necessary to Paige's business purposes, which is voluntarily disclosed in the course of an employee's application for employment with Paige. As a general rule, Paige collects personal information directly from you. In most circumstances where the personal information that we collect about you is held by a third party, such as in the case of a reference or background check, we will obtain your permission before we seek out this information from such sources. From time to time, we may utilize the services of third parties (including other members of the Paige Family) in our business and may also receive personal information collected by those third parties in the course of the performance of their services for us or otherwise. Where this is the case, we will take reasonable steps to ensure that such third parties have represented to us that they have the right to disclose your personal information to us. Where permitted or required by applicable law or regulatory requirements, we may collect information about you without your knowledge or consent. In the U.S., certain states require that we make specific disclosures regarding our collection and use of personal information. For additional information, that may apply based on your location, please see the State Specific Addenda below.
How Do We Use Personal Information?
The personal information described above is used and disclosed for our business purpose of recruiting qualified candidates for employment. Such uses include:
- determining eligibility for initial employment, including the verification of references and qualifications;
- assessing qualifications for a particular job or task;
- arranging travel for an in-person interview;
- complying with applicable labor or employment statutes;
- ensuring the security of company-held information;
- such other purposes as are reasonably required by Paige in connection with your application for employment; and
- for any additional purposes that we advise you of and for which we have a legal basis, which may for instance be your consent when such consent is required by law.
We may use your personal information without your knowledge or consent where we are permitted or required by applicable law or regulatory requirements to do so.
When Do We Disclose Your Personal Information?
We may share your personal information with our employees, contractors, consultants and other parties (including other members of the Paige Family, technology providers for communication tools such as Calendly, Microsoft O365 and Greenhouse) who require such information to assist us with evaluating your qualifications for employment, including: parties that provide products or services to us or on our behalf and parties that collaborate with us in the provision of products or services to you. In some instances, such parties may also provide certain information technology and data processing services to us so that we may communicate with you, coordinate scheduling for interviews, arrange travel or similarly operate our business. We may share personal information with such parties both in and outside of your home jurisdiction, and as result, your personal information may be collected, used, processed, stored or disclosed in the United States of America, and in some cases, other countries. Personal information is transferred by us to another country, including within the Paige Family, if this is required or permitted under the applicable privacy laws and regulations, in particular providing an equivalent level of data protection in the recipient country.
Further, your personal information may be disclosed:
- as permitted or required by applicable law or regulatory requirements. In such a case, we will endeavor to not disclose more personal information than is required under the circumstances;
- to comply with valid legal processes such as search warrants, subpoenas or court orders;
- as part of Paige's regular reporting activities to other members of the Paige Family (including outside of your home jurisdiction);
- to protect the rights and interests of Paige;
- during emergency situations or where necessary to protect the safety of a person or group of persons;
- where the personal information is publicly available; or
- with your consent where such consent is required by law.
Applicants submitting personal information for the purposes of pursuing employment are doing so voluntarily, and may withdraw their candidacy at any time. The personal information submitted may need to be retained for a short time (< 1 year) for official records, but will not be retained beyond that time or for any other purpose.
All communications with respect to such withdrawal or variation of consent should be in writing and addressed to Privacy@Paige.ai.
How is Your Personal Information Protected?
Paige endeavors to maintain physical, technical and procedural safeguards that are appropriate to the sensitivity of the personal information in question. These safeguards are designed to protect your personal information from loss and unauthorized access, copying, use, modification or disclosure.
Despite these safeguards, no method of transmission over the Internet or data storage is fully secure. In the event that we are required by law to inform you of a breach to your personal information we may notify you electronically, in writing, or by telephone, if permitted to do so by law.
How Long is Your Personal Information Retained?
Except as otherwise permitted or required by applicable law or regulatory requirements, Paige endeavors to retain your personal information only for as long as it believes is necessary to fulfill the purposes for which the personal information was collected (including, for the purpose of meeting any legal, accounting or other reporting requirements or obligations).
Updating Your Personal Information
It is important that the information contained in our records is both accurate and current. If your personal information happens to change during the course of your application for employment, please keep us informed of such changes.
In some circumstances we may not agree with your request to change your personal information and will instead append an alternative text to the record in question.
Access to Your Personal Information and Deletion of Your Personal Information
You can request access to, and rectification or deletion of personal information that we hold about you. For additional information, that may apply based on your location, please see the State Specific Addenda below.
To make such a request, please contact our Privacy Officer using the contact information set out below. Please note that any such communication must be in writing. In your request, please make clear what specific personal information you would like to have accessed, rectified, or deleted.
When requesting access to, or rectification or deletion of your personal information, please note that we may request specific information from you to enable us to confirm your identity and right to access, rectify or delete, as well as to search for and provide you with the personal information that we hold about you. If you require assistance in preparing your request, please contact our Privacy Officer.
Your right to access, rectify, or delete the personal information that we hold about you is not absolute. There are instances where applicable law or regulatory requirements allow or require us to refuse your request. In addition, the personal information may have been destroyed, erased or made anonymous in accordance with our record retention obligations and practices.
In the event that we cannot provide you with access to, or rectification or deletion of your personal information, we will endeavor to inform you of the reasons why, subject to any legal or regulatory restrictions.
Inquiries or Concerns
Paige has appointed a privacy officer to oversee compliance with privacy policies. The Privacy Officer can be reached via email at firstname.lastname@example.org.
November 17, 2020