This Privacy Statement for Applicants (the “Privacy Statement’’) sets out the basis on which Collibra and its affiliates (collectively “Collibra”, “we”, “us” and “our”) will Process the Personal Data of job applicants (the “Applicants”, “you”).
Please read this Privacy Statement carefully because it explains important information about the Processing of your Personal Data by Collibra, including your rights with respect to your Personal Data. We may amend this Privacy Statement at any time and advise you to consult this Privacy Statement on a regular basis to ensure you stay informed of any such amendments. If you are a California resident, please be sure to review the information provided in Annex 1: California Applicant Privacy Notice.
1. What is covered by this Privacy Statement?
This Privacy Statement applies to the Processing of Personal Data. For the purpose of this Privacy Statement, “Personal Data” means any information relating to an identified or identifiable person, and “Processing” means any operation or set of operations which is performed on that Personal Data.
2. The Types of Personal Data We Collect
The Personal Data that an Applicant provides includes the following categories of information:
- Contact details: including name, mailing address, e-mail address and phone number;
- Information you provide in your CV or on an application form: including your education, professional and training history, and details of any other relevant skills, such as language capability;
- Any other information you choose to share with Collibra, including in your CV or cover letter;
- As appropriate, copies of certificates, diplomas or other documentation verifying the information you provide to us;
- Information captured as part of the application process, including interview notes and internal communications; and
- Right to work information: information required to confirm your right to work in the country in which you will be employed, including as appropriate your nationality, national identity number and passport details.
We may also collect information from third parties, including:
- References from professional referees on request;
- Information provided to us by recruitment agencies or other referring parties;
- Information from third party talent prospecting services, such as publicly available provided by SeekOut (SeekOut’s use of your data is subject to their Privacy Notice); and
- Information made publicly available by you via LinkedIn.
To the extent permitted by applicable law, Collibra may compile Personal Data about an Applicant obtained through a background check.
3. Why We Process Your Personal Data
Collibra Processes the Personal Data of Applicants to identify and hire talented individuals whose skills, experience and character align with Collibra’s vision, in particular:
- negotiating and communicating with you in relation to your application;
- reviewing your suitability for joining Collibra, seeking references and conducting any appropriate checks;
- undertaking efficiency and recruitment efficacy analytics;
- workforce planning;
- candidate prospecting;
- preventing illegal working; and
- carrying out equal opportunities monitoring.
We Process the Personal Data of Applicants on the basis of several legal justifications:
- For Contractual Purposes: Collibra and Applicants are working together with a view to potentially entering into a contractual relationship. For successful Applicants, Collibra will make a formal offer of employment that will generally require the preparation of contractual terms.
- For our Legitimate Interests: Collibra has a legitimate interest in hiring talented people who will support our vision and play a key role in our success.
- To Fulfill a Legal Obligation: Certain laws and regulations may require Collibra to Process the Personal Data of Applicants in order to comply with our legal or regulatory obligations.
4. How We Share Your Personal Data
Collibra may share the Personal Data of Applicants with other entities of Collibra’s group and for the purposes described above. We may also share your Personal Data with other parties who provide products or services to us, such as the provider of our recruitment software.
In addition, we may disclose your Personal Data to third parties where it is in our legitimate interest to do so, including to a potential buyer or seller of any business or assets, and to government/ state related agencies where we are under a duty to disclose or share your Personal Data in order to comply with a legal obligation.
5. How We Transfer Your Personal Data
We may transfer your Personal Data outside of the EEA, to countries that do not offer an equivalent level of protection. Regardless of where your Personal Data is transferred, we shall ensure that relevant safeguards are in place to afford your Personal Data adequate protection. Further details regarding the relevant safeguards can be obtained from us on request.
6. Your Data Protection Rights
If you are located in the European Economic Area, you may have the right to:
- Request access to and receive information about the Personal Data we maintain about you, to update and correct inaccuracies in your Personal Data, to restrict or to object to the processing of your Personal Data, to have the information anonymised or deleted, as appropriate, or to exercise your right to data portability to easily transfer your Personal Data to another company. In addition, you may also have the right to lodge a complaint with a supervisory authority, including in your country of residence, place of work or where an incident took place.
- Withdraw any consent you previously provided to us regarding the processing of your Personal Data, at any time and free of charge. We will apply your preferences going forward and this will not affect the lawfulness of the processing before your consent withdrawal.
Those rights may be limited in some circumstances by local law requirements.
You may exercise these rights at any time by contacting us as described in the How to Contact Us Section below. You may be required to provide documentation to Collibra on request to demonstrate your identity.
7. Security and Data Retention
We maintain administrative, technical and physical safeguards designed to protect the Personal Data you provide or we collect against accidental, unlawful or unauthorised destruction, loss, alteration, access, disclosure or use.
Collibra stores all Applicants’ Personal Data for as long as necessary to fulfil the purposes set out in the Privacy Statement, or for as long as we are required to do so by law or in order to comply with a regulatory obligation.
8. Data Controller and How to Contact Us
Collibra N.V. is the entity responsible (data controller) for the processing of your personal data as described in this Privacy Statement. If you are applying to a subsidiary of Collibra N.V., that affiliate may by the data controller of the processing of your personal data as described at the end of this Notice in Annex 1.
If you have any questions, comments or concerns about our processing activities, or you would like to exercise your privacy rights, please email us at email@example.com or write to us at:
Attn: Chief Privacy Officer
Picardstraat 11 B 205,
1000 Brussels – BELGIUM
Annex 1: California Applicant Privacy Notice
This California Applicant Privacy Notice applies to job applicants of Collibra residing in California from whom we collect Personal Information as a business under California law.
Personal Information Collection
For the purposes of this notice, Personal Information means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household, or as otherwise defined by the California Consumer Privacy Act of 2018 (California Civil Code §§ 1798.100 to 1798.199) and its implementing regulations, as amended or superseded from time to time (“CCPA”). Personal Information does not include information that is:
- Lawfully made available from government records.
- Deidentified or aggregated.
- Otherwise excluded from the scope of the CCPA.
The chart below provides the categories of Personal Information (as defined by the CCPA) we collect from job applicants. The examples of Personal Information provided for each category reflect each category’s statutory definition and may not reflect all of the specific types of Personal Information associated with each category.
Examples: Name, alias, postal address, unique personal identifier, online identifier, internet protocol address, email address, account name, social security number, driver’s license number, passport number, or other similar identifiers.
|B. Categories of Personal Information in Cal. Civ. Code Section 1798.80(e)
Examples: Name, signature, social security number, physical characteristics or description, address, telephone number, passport number, driver’s license or state identification card number, insurance policy number, education, employment, employment history, bank account number, credit card number, debit card number, or any other financial information, medical information, or health insurance information.
|C. Characteristics of Protected Classifications under California or Federal Law
Examples: Race or color, ancestry or national origin, religion or creed, age (over 40), mental or physical disability, sex (including gender and pregnancy, childbirth, breastfeeding or related medical conditions), sexual orientation, gender identity or expression, medical condition, genetic information, marital status, military and veteran status.
|D. Commercial Information
Examples: Records of personal property, products or services purchased, obtained, or considered, or other purchasing or consuming histories or tendencies.
|E. Biometric Information
Examples: Physiological, biological, or behavioral characteristics, including DNA, that can be used, singly or in combination with each other or with other identifying data, to establish individual identity, such as imagery of the iris, retina, fingerprint, face, hand, palm, vein patterns, and voice recordings, from which an identifier template, such as a faceprint, a minutiae template, or a voiceprint, can be extracted, and keystroke patterns or rhythms, gait patterns or rhythms, and sleep, health, or exercise data that contain identifying information.
|F. Internet or Other Electronic Network Activity Information
Examples: Browsing history, search history, and information regarding a consumer’s interaction with an internet website, application or advertisement.
|G. Geolocation Data
Examples: Precise physical location.
|H. Sensory Information
Examples: Audio, electronic, visual, thermal, olfactory, or similar information.
|I. Professional or employment-related information
Examples: Job application or resume information, past and current job history, and job performance information.
|J. Non-Public Education Information (as defined in 20 U.S.C. 1232g; 34 C.F.R. Part 99)
Examples: Records that are directly related to a student maintained by an educational agency or institution or by a party acting for the agency or institution.
|K. Inferences Drawn from Personal Information
Examples: Consumer profiles reflecting a consumer’s preferences, characteristics, psychological trends, preferences, predispositions, behavior, attitudes, intelligence, abilities, and aptitudes.
|Yes, for diversity recruiting purposes|
Use of Personal Information
We collect and use your Personal Information in accordance with the specific business and commercial purposes described in Section 3: Why We Process Your Personal Data in the above Privacy Statement.
Your California Privacy Rights
Right to Know and Access. You may submit a verifiable request for information regarding the: (1) categories of Personal Information collected, sold, or disclosed by us; (2) purposes for which categories of Personal Information are collected or sold by us; (3) categories of sources from which we collect Personal Information; and (4) specific pieces of Personal Information we have collected about you during the past twelve months. Please contact firstname.lastname@example.org to access this information.
Right to Delete. Subject to certain exceptions, you may submit a verifiable request that we delete Personal Information about you that we have collected from you. Please contact email@example.com to submit a deletion request.
Verification. Requests for access to or deletion of Personal Information are subject to our ability to reasonably verify your identity in light of the information requested and pursuant to relevant CCPA requirements, limitations, and regulations.
Right to Opt Out. In some circumstances, you may opt out of the sale of your Personal Information. Please contact firstname.lastname@example.org to request this.