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Last updated: July 19, 2019

  1. Introduction

Indeed has a responsibility to protect and preserve the private information of every applicant to a role with Indeed, and we take that responsibility seriously. This Privacy Policy is provided by Indeed, Inc. and its affiliates (“Indeed”) to inform applicants for roles with Indeed about our activities relative to the handling of personal data concerning applicants (“Applicant Personal Data” or “APD”), namely information that identifies you as a specific individual. This Privacy Policy covers all individuals applying for roles at Indeed, including applications for all types of permanent and non-permanent positions. The primary applicable data controller in each case will be the Indeed entity that intends to enter the employment contract or contract for services with the applicant.

 

  1. APD We Collect

 

2.1 APD Provided Directly By You

 

During the application, recruitment and onboarding process at Indeed, we may collect, store and process the following types of APD directly from you:

  • identification and contact details, such as your name, address, telephone/email address, ID/passport, bank account details, social security numbers;
  • job application information, such as academic and professional qualifications, CV/résumé, transcripts and employment references, cover letters, information from interviews, compensation/benefits requests, relocation information, and any other information you provide to us in support of and during the recruitment process; and
  • information about your work eligibility, such as immigration status, work authorizations, and visas.

 

In limited situations we may request, on a voluntary disclosure basis, limited and targeted provision of sensitive APD such as racial/ethnic origin, military status, disability status, and gender for the purposes of government reporting obligations and/or ongoing equal opportunities and diversity monitoring, where permitted by law. Additionally, you may provide personal information so that Indeed can arrange for any necessary accommodation access during the recruitment process. Applicants may also provide Indeed with sensitive APD, even where this is not solicited by Indeed. In all cases, Indeed will handle such sensitive APD in accordance with applicable laws.

 

2.2 APD Provided by Third Parties

 

Indeed may also collect information about you from third parties or public sources as needed to support our recruitment process. For example, before your employment or appointment with Indeed, we may collect information from appropriate social media sources for recruitment purposes. We also may conduct background screenings through a third-party service provider and collect information about your past education, employment, credit and/or criminal history (where permissible and in accordance with applicable law). Alternatively, third parties may refer or recommend you to our recruiters.

 

2.3 The Legal Basis on Which Indeed Collects and Processes Your APD

 

Indeed collects and processes your APD on the basis of different legal grounds, depending on the nature of the APD being provided and the type of processing involved.

 

– Performance of a Contract

Most of the APD processed by Indeed is performed on the basis that it is necessary for the performance of an employment contract or contract for services with you, or in order to take steps at your request prior to entering such a contract.

 

– Legitimate Interest

A second ground relied upon by Indeed for other types of processing of your APD is that it is necessary for the purposes of legitimate interests pursued by Indeed, for example for the purposes of approaching you in relation to other roles at Indeed for which we believe you may be suitable.

 

– Compliance with a Legal Obligation

A third ground relied upon for certain types of processing is that it is necessary in order to allow Indeed comply with a legal obligation.

 

– Consent

Finally, in certain limited situations, Indeed may rely on your consent in order to process your APD. Where Indeed requires your consent in order to collect and process certain APD, we seek your consent at the time of provision, and such processing will only be performed where consent is secured. You can withdraw your consent by sending an email to applicantprivacy@indeed.com.

 

  1. Purposes of Processing and Uses of Your APD

We collect, process, store, maintain and transfer APD as we determine reasonably necessary in order to perform Indeed’s hiring process. APD is used in the hiring process for purposes such as:

  • determining the applicant’s qualifications, skills and background for a particular position;
  • determining the applicant’s right to work;
  • conducting background checks and similar inquiries in compliance with applicable laws, and otherwise to comply with all applicable laws;
  • communicating with an applicant during the recruitment process;
  • carrying out functions in relation to an applicant’s future employment; and
  • managing and improving Indeed’s recruitment process.

 

We may provide elements of APD to third party agents and contractors engaged to assist us in performing these specific functions. Indeed will indicate to you at the point of provision as to whether or not particular APD provided by you is required.

 

  1. Disclosures and Transfers of Your APD

 

Indeed will not share or otherwise disclose APD for purposes unrelated to those detailed in this Privacy Policy without the prior consent of the applicant. To that end, Indeed will take reasonable precautions to allow access to APD to only those Indeed employees, agents, contractors or similar entities to the extent necessary for the purposes set out in this Privacy Policy. Indeed will not sell APD.

 

Such disclosures of APD in the course of the recruitment process will usually involve the transfer of APD to countries outside of where the information was originally collected. All such transfers are performed in full compliance with applicable data protection rules and subject to appropriate safeguards, primarily through the use of extensive data protection agreements.  

 

4.1 Transfers of Your APD Between Indeed Affiliated Entities

 

APD may be disclosed among various affiliated companies within Indeed for the purposes set out in this Privacy Policy.

 

4.2 Transfers of Your APD to Certain Third Party Service Providers

 

In the course of our recruitment activities, Indeed may make certain APD available to third parties who provide services to us to support those activities. Indeed will only do so where such a transfer is necessary, and in accordance with applicable data protection rules.  

 

For example, some APD may be made available to third party companies that provide or help operate our applicant database, relocation support services, payroll support services, and verification/background checking services. These service providers may change over time but we will always use trusted service providers who will handle your APD in a manner consistent with this Privacy Policy and in accordance with applicable law.

 

4.3 Transfers of Your APD to Other Third Parties

 

In addition to section 4.2, Indeed may also disclose your APD to other third parties in certain limited circumstances, including:

  • to comply with our legal obligations;
  • to establish, exercise or defend against potential, threatened or actual litigation;
  • where necessary to protect Indeed, your vital interests, or those of another person; or
  • in connection with the sale, assignment or other transfer of all or part of our business.

 

  1. Retention of Your APD

 

You agree that Indeed and its affiliates may retain the information you provide in your application in order to permit Indeed to contact you in the future with respect to other positions for which you may be suitable. If you become an employee of Indeed, this information will become part of your employment record. Where you do not wish Indeed to retain your resume and cover letter (as applicable) for these purposes on our applicant database you might please inform the contact person for your initial application.

 

If you do not become employed or appointed by Indeed, and the retention of your APD is not necessary for the purposes set out in this Privacy Policy, such data will be confidentially deleted in accordance with the prevailing regulations.

 

  1. Exercising Your Rights

 

You have a number of rights available to you with respect to your APD held by Indeed. These include:

  • the right to rectify your APD;
  • the right to object to or restrict the processing of your APD;
  • the right of access to and portability of your APD; and
  • the right to delete your APD.

 

If you wish to avail of these rights please email applicantprivacy@indeed.com. Please do so from the email address that you have been in contact with Indeed from, so we can verify your identity.

 

Information submitted by an applicant may also be updated and corrected at any time through the same manner in which the information was provided to Indeed.

7. General Inquiries and Complaints

 

7.1 Contacting Indeed

 

You may contact Indeed by emailing applicantprivacy@indeed.com. If you would like to contact Indeed’s Data Protection Officer, please send an email to privacy-dept@indeed.com.

 

7.2 Complaints

 

If you believe your data protection rights have been infringed by Indeed, you have the right to complain to the appropriate data protection supervisory authority in your jurisdiction. For example if you are in the EU, Indeed’s main establishment in the EU is Indeed Ireland Operations Limited in Ireland, and it is regulated by the Irish Data Protection Commission, in which case you should consult this link for these purposes.

 

  1. Updates to this Privacy Policy

 

Please review the “Last Updated” legend at the top of this page to determine when this Privacy Policy was last amended. Any changes to this Privacy Policy will become effective on the “Last Updated” date indicated above. We encourage you to check back to this Privacy Policy periodically in order to be aware of the most recent version.

 

  1. Miscellaneous

 

Please also be aware this Privacy Policy covers the handling of your APD as a job applicant for a role with Indeed. It does not cover your use of Indeed products or services. To learn more about our data collection practices in our products or services, please see the privacy policy(ies) linked to those products and services.