Payscale EEA, UK, and Canada Employment Candidate Privacy Notice
This Payscale Employment Candidate Privacy Notice (“Notice”) explains our collection, use, and sharing of Personal Information (defined below) of applicants and prospective employees and workers (“Candidate(s)”) in the European Economic Area (“EEA”), the United Kingdom (“UK”), and Canada.
This Notice applies to Payscale, Inc. and to our controlled affiliates and subsidiaries (“Payscale”). A Payscale entity may collect or process Personal Information on behalf of another Payscale entity. If a Candidate is hired for employment in certain jurisdictions, a separate Worker Privacy Notice may cover how we use Personal Information. This Notice is not intended to create any rights beyond those that exist by virtue of applicable privacy and data protection law.
Personal Information We Collect
Personal Information is information that identifies, relates to, describes, is reasonably capable of being associated with, or could be reasonably linked, directly or indirectly, with a particular Candidate or Candidate’s household. It includes:
| Purpose of Disclosure |
|---|
Contact information and identifiers, such as first and last name, online identifiers, account and usernames, aliases, IP address, email addresses, home and postal addresses, telephone numbers, and signatures |
Demographic data, such as age including date of birth, gender, marital status, spouse and dependents |
Work permit status, such as immigration, residency, and related information |
Professional and background information, such as resumes/CVs, references, recommendations, academic and education background and qualifications, work skills and experience, professional certifications and registrations, language capabilities, training courses attended, work and salary history, and results of credit history and criminal background checks |
Travel information, such as dates and length of travel, hotel names and locations, and travel routes and departures, stops, and destination points |
Analytics or monitoring data, including as related to Candidate communications and use of Payscale devices, systems, wi-fi, internet service, internal and external websites, equipment, applications, databases, network resources, and infrastructure (“Payscale Systems”); and personal devices used to connect to Payscale systems, including usernames; passwords; system log data such as IP address, browser type, and language, device information, access times, and referring website addresses; information collected through web beacons, like cookie IDs; information collected through mobile apps, like mobile device IDs; usage data, such as time spent on Payscale Systems, features used, and actions taken in Payscale Systems, including page views, links clicked, and documents downloaded; contents, header, metadata, delivery and access information for voice calls, voicemail, emails, chats, messaging, documents, and other communications, data, and files stored or transmitted through Company Systems |
Social media data, such as public profiles, posts, likes, and replies |
Other information necessary for a legitimate human resources, business, security, or safety-related purpose |
Third Party Sources of Personal Information
We collect Personal Information from a variety of third-party sources, including as follows:
- Service providers (e.g., expense reimbursement services, recruiters)
- Travel partners (e.g., travel agents and portals, car service, and ride share
companies) - Background check services
- Online sources including social networks and recruiting sites (e.g., LinkedIn)
- Open government databases and other public sources
Use of Personal Information
We collect, use, retain, and disclose Personal Information as appropriate to administer and carry out the recruitment and hiring process, including for human resources purposes, and for operational and business, safety, and security purposes and as described in this Notice and below.
| Purposes of Use | Categories of Personal Information |
|---|---|
| Human Resources Uses | |
Recruitment and hiring decisions | Contact information; identifiers; professional and background information; benefits eligibility information; analytics or monitoring data |
Interview travel and expense reimbursement processing | Contact information; identifiers; travel information; analytics or monitoring data |
Legal and policy compliance administration and enforcement, including for the purpose of antidiscrimination laws and government reporting obligations | Contact information; identifiers; demographic data; professional and background information; permit status; analytics or monitoring data; sensitive data |
| Business Uses | |
Managing, monitoring, protecting, and improving, Payscale Systems, assets, and resources, including managing and protecting unauthorized access and use of company, personal, and customer data, devices, systems, and infrastructure; and protecting Payscale Systems from intrusions | Contact information; demographic data; professional and background information; travel information; analytics or monitoring data |
Communications and collaboration | Contact information; identifiers; demographic data; travel information; analytics or monitoring data |
Personalization to understand your preferences to enhance your recruitment experience | Contact information; identifiers; travel information analytics or monitoring data |
Delivery of information, goods, and services | Contact information; identifiers |
Legal and policy compliance administration and enforcement, including monitoring access and use of Company Systems | Contact information; identifiers; demographic data; professional and background information; travel information; analytics or monitoring data |
Research and improvement of Company Systems, processes, products, services, and technology | Contact information; identifiers; demographic data; professional and background information; travel information; analytics or monitoring data |
If you become a Payscale employee or worker, Personal Information that was collected as part of the application and hiring process will become part of your employment file and will be used for Human Resource Uses and Business Uses, including, in applicable jurisdictions, as may be described in a separate Worker Privacy Notice.
Disclosure of Personal Information
We disclose Personal Information, including special categories of data to the following categories of third parties, for the following purposes or, if required by law, with your consent.
| Purpose of Disclosure | Third Parties |
|---|---|
Business Purpose | Our Subsidiaries and Affiliates. For example, Payscale entities may share business processes and common data systems. |
Business Purpose | Vendors or Agents working on our behalf. For example, companies we’ve hired to provide recruiting, payroll, benefits, and administrative services; and protect and secure our systems and service. |
Business Purpose | Independent Third Parties. For example, third-party providers of products and services (e.g., travel agents, ride share services). To the extent that we provide Personal Information to such third parties, that Personal Information is governed by their privacy statements. |
Business Purpose | Law Enforcement and Those with Legal Necessity. We willaccess, transfer, disclose, and preserve Personal Information to:
|
We may share de-identified information in accordance with applicable law.
Notice and Lawful Basis
When Personal Information is to be collected, used, retained, or disclosed for purposes or in manners not already described in this Notice, we will provide a supplemental notice
at or before the time of collection, or as soon as practical thereafter.
We collect, use, and disclose Personal Information as necessary to carry out the relationship with the Candidate and/or on the basis of our legitimate interests, as described above. Where required by law, we will seek consent for any collection, use, or disclosure of Personal Information for purposes beyond that which is necessary to carry out the Candidate relationship or comply with legal requirements.
Data Retention
Unless otherwise required under applicable law, we do not retain Personal Information longer than is necessary to fulfill the purposes for which it was collected and to maintain
reasonable Candidate records.
Data Integrity
We endeavor to use the Personal Information that is up-to-date and accurate. If we are made aware that the Personal Information that we maintain is inaccurate, we take reasonable measures to rectify the data.
Data Transfer and Location
Personal Information we collect may be stored and processed in the United States or in any other country in which we or our affiliates, subprocessors, or agents maintain facilities, some of which have not been found by the European Commission to have an adequate level of data protection. When we transfer Personal Information to a country outside EEA, we protect that data in accordance with General Data Protection Regulation (GDPR) and all other applicable data protection laws.
If you have a question or a complaint related to our processing of Personal Information, you may contact us as indicated below. For complaints that cannot be resolved directly
we will cooperate with the relevant Data Protection Authority to resolve any issues.
Binding arbitration is available to address residual complaints not resolved by other means. We are subject to the investigatory and enforcement powers of the U.S. Federal
Trade Commission (FTC).
Data Subject Rights
Candidates may inquire about the Personal Information we maintain about them. Candidates may be provided with a copy of such Personal Information, request that such
data be corrected or amended where it is inaccurate or incomplete, or to request erasure under certain conditions, subject to any legal exceptions to such rights.
Where the collection, use, or disclosure of Personal Information is based on consent, Candidates have a right to withdraw such consent at any time. Any such withdrawal will
not affect the lawfulness of any processing that occurs before consent is withdrawn. Candidates may also have a right to object to the processing of Personal Information or
obtain a restriction of such processing under certain circumstances specified by law.
Data Security
We take reasonable and appropriate measures to protect Personal Information from loss, misuse and unauthorized access, disclosure, alteration, and destruction.
Changes to This Notice
We may occasionally update this Notice to reflect changes as required by law or by our practices or procedures. If we make material changes to this Notice, or in how we use
Candidate’s Personal Information, we will provide notice or obtain consent regarding such changes as may be required by law.
Contact Information
If you have any questions or comments about this Privacy Notice, the ways in which we collect and use your Personal Information, or your choices and rights regarding such
use, please do not hesitate to contact us at:
• By email at privacy@payscale.com
• Using this form on our Sharepoint site