Last updated April 8, 2024
This notice provides information on how CapIntel processes personal information that it receives when you apply for a position, refer a candidate or are being considered for a role at CapIntel.
1. What information we collect about you
Information you provide
This policy covers the types of personal information that CapIntel may receive directly from you (which may include sensitive personal information, depending on the jurisdiction where you reside) including:
| Types of Information | Example |
|---|---|
| Contact Information | Name, postal address, email address, and telephone number. |
| Date of Birth | Date of Birth. |
| Employment History | Copy of resume or CV, references from previous employers, cover letter, details of professional accomplishments and current or previous roles. |
| Identity Verification Documents | Birth certificate or passport, residence history. |
| Information on Right to Work in Country of Hire | Copy of passport and/or other national identity documents, government identification number such as Social Security Number in the USA, work authorization documents, or visas. |
| Education History | Copy of education degrees or certificates obtained, university or other educational institution transcripts, and membership in professional bodies. |
| Preferences | Your preferences in respect of being contacted in the future regarding other job positions, which may be of interest to you. |
| National ID/Tax ID Number | Social Security Number, National Tax ID Number, or similar ID numbers. |
| Demographic Information | Race/ethnicity, gender identity, sexual orientation, and disability. |
| Any special needs or health condition and information relating to accommodations | Auditory or visual assistance needs. |
Information CapIntel may be collecting from other sources
The following lists the types of personal information that CapIntel may receive from other sources (which may include sensitive personal information, depending on the jurisdiction where you reside) including:
| Types of Information | Example | Source |
|---|---|---|
| Background Check Information | Previous employment, extended education review, sanctions check, bankruptcy history, criminal history and public profiles (including any social media or other online platforms—whether professional or personal—where you have a profile that is publicly accessible). | Law enforcement agencies, educational institutions, third-party service providers, and social media or other online platforms where you have a publicly accessible profile. |
| When voluntarily supplied to a third party by the Candidate, Contact Information, Employment History, Education History | Candidate’s resume, recruiters’ notes from initial interview with a Candidate. | Recruitment agencies |
| Information that is publicly available, such as work experience information and other data online | Work experience information and other information, such as your activity on professional or personal social media accounts or other sites that are publicly accessible. | Public-facing sites |
| Referral information | If you're being referred, we process information that the person referring you provides about you. | Referrer |
2. How do we use this information?
In the table below we explain the business purposes for which CapIntel processes your personal information, what information is processed, and the lawful basis CapIntel relies on to do so (to the extent applicable law requires a lawful basis to process personal information).
| Types of Information | Example |
|---|---|
| Contact Information | Name, postal address, email address, and telephone number. |
| Date of Birth | Date of Birth. |
| Employment History | Copy of resume or CV, references from previous employers, cover letter, details of professional accomplishments and current or previous roles. |
| Identity Verification Documents | Birth certificate or passport, residence history. |
| Information on Right to Work in Country of Hire | Copy of passport and/or other national identity documents, government identification number such as Social Security Number in the USA, work authorization documents, or visas. |
| Education History | Copy of education degrees or certificates obtained, university or other educational institution transcripts, and membership in professional bodies. |
| Preferences | Your preferences in respect of being contacted in the future regarding other job positions, which may be of interest to you. |
| National ID/Tax ID Number | Social Security Number, National Tax ID Number, or similar ID numbers. |
| Demographic Information | Race/ethnicity, gender identity, sexual orientation, and disability. |
| Any special needs or health condition and information relating to accommodations | Auditory or visual assistance needs. |
Candidates may optionally choose to self-identify their race/ethnicity, gender identity, sexual orientation, age, and disability. These answers will help us evaluate our diversity and belonging efforts. You do not have to answer these questions—and if you do, your answers will not be linked to your name or job application, will not be visible to the hiring manager reviewing your application, and will in no way affect your job application. If you have any questions about the collection or use of this information, please contact tande@capintel.com.
3. When and with whom we share your information
CapIntel uses a number of third party tools and service providers to help us operate and carry out the business purposes listed above. We may share your information with those service providers to support these efforts, as well as with other third parties. For example, we may share your information with:
| Service Provider | Purpose | Types of Data |
|---|---|---|
| Other Entities of the CapIntel Group | To provide services and support across the CapIntel group for recruitment and onboarding purposes. | Contact Information, Right to Work in Country of Hire |
| Greenhouse | When you apply for a position, refer a candidate, or are being considered for a role at CapIntel, your information is stored in Greenhouse, in accordance with Greenhouse’s Candidate Privacy Policy. We use this information to evaluate your candidacy for the posted position. We also store this information, and may use it in relation to future positions to which you apply, or which we believe may be relevant to you given your background. | Contact Information, Employment History, Information on Right to Work in Country of Hire, Education History, Potential of salary expectations, Reference notes, Interview notes, Job application history (internal/external applicants), Diversity data (anonymised/restricted access - collected on/after application and stored in Greenhouse) |
| Fetcher | To source candidates. We use this information to evaluate your candidacy for the posted position. We also store this information, and may use it in relation to future positions to which you apply, or which we believe may be relevant to you given your background. | Contact Information, Employment History, Information on Right to Work in Country of Hire, Education History |
| Other Third Parties | CapIntel might also share your information described in the ‘Information CapIntel May Collect About You’ Section above with regulators, law enforcement, other government agencies, industry partners, our advisors if we have a good-faith belief that it is necessary to: respond pursuant to applicable law or regulations, court orders, legal process, or government requests. For example, sharing with regulators, law enforcement, or other government agencies in response to legal requests or sharing with civil litigants pursuant to court orders; protect the rights, property and safety of our company, our employees, or others, including to prevent death or imminent bodily harm. For example, sharing with law enforcement, in emergency situations where we learn that a person’s life is at risk. | Contact Information, Employment History, Education History, SIN, Address history (Provided for social/background checks through Certn) - Collected and seen through third party but not received by CapIntel |
When we share your information with third party service providers, we try to ensure, both technically and contractually, that they will protect your information like we do.
We may also be legally required in certain circumstances to share information with third parties, for example if we receive a court order or subpoena requiring us to share information with law enforcement.
CapIntel does not sell the personal information of applicants, nor do we share it for purposes of cross-context behavioral advertising.
4. How long we retain your personal information
We store your personal information for as long as necessary for the purposes outlined in this privacy policy, including to fulfill our contractual obligations to you, to comply with our legal obligations and where it is in our legitimate interests to do so. When we have no ongoing legitimate business purpose to process your information, we will either delete or anonymize it.
5. Right to rectification and deletion
You have rights to:
- correct, update, and request access to your personal information and information about our processing of your personal information;
- request rectification of your personal information held by us;
- request that we cease or suspend the processing your personal information;
- request that we delete your personal information;
- request that we port your personal information to another service provider;
- request that we restrict our processing of your personal information (including limiting the use of sensitive personal information, as applicable);
- object to certain processing activities (e.g. profiling activities based on our legitimate interests, automated decision making, etc.);
- lodge a complaint with the relevant data protection supervisory authority in your jurisdiction.
When CapIntel has obtained your consent to process your personal information, under applicable law your consent may be withdrawn at any time with future effect. If this applies and you withdraw consent, it will not invalidate (1) the lawfulness of any processing CapIntel conducted prior to the withdrawal, or (2) CapIntel’s continued processing of some or all of your personal information under other legal bases, where applicable.
Please note that we may need to verify your identity before facilitating or enabling you to exercise your personal information rights, and thus may request certain information from you when you submit any such requests. Under applicable law, you may also submit personal information requests through an authorized agent, in which case, we may request further information to verify the authenticity of the request and the agent’s authorization to act on your behalf.
If you have any questions about how we use or process your information, or if you would like to exercise your personal information rights (where applicable), please contact tande@capintel.com.
6. How you can reach us
If you would like to ask about, make a request relating to, or complain about how we process your personal information, please contact tande@capintel.com.
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