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Privacy policy

This Privacy Notice was last updated on 09/03/2020

This Privacy Notice (“Privacy Notice”) explains how Employa, LLC. (“Employa”, “we” or “us”) collect, use and share personal data of visitors to our web site www.employa.com (the “Site”) and users of our on-demand recruitment application (the “Services”).

By visiting and using the Site and Services, you are deemed to have agreed to the provisions of this Privacy Notice, unless you are in the EEA or Switzerland in which case you are acknowledging that you have been provided this Privacy Notice.

Your privacy is very important to us and we are committed to protecting it. Not only do we abide by applicable laws and regulations and follow industry best practices for data security and privacy, we also never sell or share personal data except as described in this Privacy Notice.

For purposes of the Privacy Notice, ‘personal data’ means any information relating to an identified or identifiable natural person; an identifiable natural person is one who can be identified, directly or indirectly, by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Please note that neither this Privacy Notice nor the consent described applies to your interactions with our customers. Employa provides a platform that enables our customers to manage data that they collect and obtain consent subject to their own privacy policies. For information on how our customers handle the personal data you provide via their career websites or the use of our services in conjunction with theirs, please consult their privacy policies.

If you are located in the European Union, or other regions with laws governing data collection and use that may differ from U.S. law, then please note that you are transferring information and permitting the transfer of information, including personal data, to a country and jurisdiction that does not have the same data protection laws as your jurisdiction, and you consent to the transfer of information to the U.S. and the use and disclosure of information about you, including personal data, as described in this Privacy Notice. Employa complies with the Principles of the Privacy Shield Framework (see below).

In the context of this Privacy Notice and particularly with respect to non-US privacy rules, Employa is typically handling a user’s personal data at the direction of the user or one of our customers. That means that we are collecting, storing, and managing each user’s personal data in our role as a service provider and don’t have discretion around the purposes for processing. This applies to the vast majority of the personal data we hold, whether you are an individual who submits an application to a particular job or you are an employee in a recruiting position or an external recruiter. As a result of this, the rules or promises about how that data will be used, shared, and such arise from that customer organization’s privacy notice, or at the user’s instruction.

There are times, though, when we at Employa process data as a function of how we evolve our service delivery model. That means that we are collecting and using personal data not under the instruction of a customer, but rather for our own legitimate purposes - one of which is acting under the instruction of the user (i.e. a data subject). This Privacy Notice applies when we are acting in this capacity, which arises when you are visiting our Site or using our Services in a context other than applying for a singularly specific role. For example, if you have been directed to our Site to apply for a specific opportunity after you submit your application (for which we act as a data processor) we will send you an email to enable you to complete your profile. Another example would be where you are attempting to apply for an opportunity with an employer using data you have already submitted to a different employer. In this context, you are submitting personal data but not in the context of a single specific application.

Information We Collect and How We Use It

You can generally visit the Site without revealing any directly identifiable personal data about yourself. We do not collect personal data from our Site visitors without the Site visitor providing us with this information as set forth in this Privacy Notice.

If you request to receive company or product information or request an online demonstration of the Services, you will be asked to complete the online demo request form on our Site that asks for your name, title, e-mail address, company name, state or province, country, and phone number. We request this information so that we can most effectively direct your request to the proper member of our team. You can also voluntarily provide comments to Employa when submitting the request form. We use the information from the request form to deliver the requested information and/or provide you with an online demonstration of the Services.

In order to become a registered user of the Services, Employa requires you to create a user account. To register for a user account, you must provide the following personal data:

  • If you are an employer, you must provide your company’s name and e-mail address of a contact at your company
  • If you are an employee of an employer, you must provide your name, e-mail address, country and zip code
  • If you are a job seeker, you must provide your name, e-mail address, country, zip code, and password

Providing any additional information beyond what is required at registration is optional.

How We Secure Your Personal Data

We take commercially reasonable efforts to maintain security protections in accordance with industry best practices to protect data we collect from loss, alteration, destruction, misuse, and unauthorized access or disclosure.

To prevent unauthorized access, maintain data accuracy, and ensure the appropriate use of the personal data we collect, we have implemented physical, electronic, and administrative procedures. We utilize hashing, encryption, and de-identification techniques to help ensure your personal data is safeguarded.

We have policies to help maintain control and physical security of the facilities used to store data and only allow access to authorized personnel, restricting access to data to only those employees, contractors, and agents that require it to provide and support our services. All our employees are bound by confidentiality obligations and may be subject to disciplinary or legal action if they fail to meet these responsibilities.

We process information in a way that is compatible with and relevant for the purpose for which it was collected. To the extent necessary for those purposes, we take reasonable steps to ensure that any information in our care is accurate, complete, current, and reliable for its intended use. For example, when you create a profile and submit information about your education, skills, and past positions, we process that personal data in response to your request that we do so.

Likewise, if you subsequently want to use profile information to apply for a specific opportunity, we will share that information in response to your request. That is how we fulfill our agreement with you.

Aggregate Information

Employa may also automatically collect and analyze information about your general usage of the Site and Services. When you perform certain actions using the Services, Employa may track your usage patterns to see what features of the Site and Services you commonly use, Site traffic volume, frequency of visits, type and time of transactions, type of browser, browser language, IP address, and operating system, and statistical information about types of jobs offered and qualifications of jobseekers submitting their resumes. Employa will collect, track, and analyze such information in an aggregate manner that does not personally identify you. This aggregate data may be used by Employa and third-party vendors to assist Employa in operating the Site and the Services and provided to other third parties to enable them to better understand the operation of Employa’s business, but such information will be in aggregate form only and will not contain personally identifiable data. Employa may also gather information about you (that you voluntarily submit to Employa) when you log in to the Services, provide feedback to Employa, and/or send or receive communications regarding the Services.

Employa may use your personal data to register you to use the Services and provide you with the Services; verify your authority to enter the Site and access the Services; notify you of Services updates; improve the content and general administration of the Site and the Services; provide you with notices regarding the Services and other services that you have purchased or may wish to purchase in the future, and to send you targeted advertising. Employa does not provide e-mail addresses to third parties for their own marketing purposes.

When you send messages through the Services, your name, and e-mail address will be identified in the message and the addressee may view your name and e-mail address. Any messages addressed to you through the Services can be sent to your personal e-mail address or to your Employa account inbox by setting your preferences on the «My Settings» page.

If you elect to use our Site or the Services to contact a job seeker or potential employer, Employa will generate an automatic e-mail that is sent to the jobseeker or potential employer, as applicable, inviting the jobseeker or potential employer to visit the Site. If the targeted recipient does not respond to the e-mail, Employa will not send any reminder e-mails or use this contact information for any other purpose.

Children

This Site is not intended for children under the age of 16 and we endeavor not to collect any personal data from children under the age of 16. Employa targets its Services and this Site to adults and not to children under 16. In the event that we learn that we have collected personal information on the Site from a child under age 16, we will delete that information promptly. If you believe that we might have any information from a child under 16, please contact us at info@employa.com.

Disclosure of Your Personal Data

We will share your personal data with third parties only in the ways that are described in this Privacy Notice. We do not sell your personal data to third parties.

Service Provider, Sub-Processors/Onward Transfer

Employa may transfer Personal Data to companies that help us provide our service. Transfers to subsequent third parties are covered by the provisions in this Privacy Notice regarding notice, choice, and the subscription agreements with our subscribers.

Information Related to Data Collected through Employa Services

Employa engages vendors and service agencies to assist us in providing the Services to you, and Employa will need to share your personal data (and data generated by cookies and beacons) with these vendors and service agencies. We may transfer personal data to these vendors and service agencies that help us provide our service. Although transfers to subsequent third parties are covered by the service agreements with our Customers, Employa is potentially liable for onward transfers to third parties of personal data of EU individuals received pursuant to Privacy Shield.» These vendors and service agencies do not receive any right to use your personal data beyond what is necessary to perform its obligations to provide the Services to you. Except as provided in this Privacy Notice, Employa will not disclose personal data to third parties, including, but not limited to, companies affiliated with Employa, without your consent.

Information Disclosure for Legal and Other Exceptional Reasons

We may also disclose your personal data: (a) if we are required to do so by law, regulation, or other government authority or otherwise in cooperation with an investigation of governmental authority and in response to lawful requests by public authorities, including to meet national security or law enforcement requirements, (b) to enforce the Employa Terms of Use or Master Subscription Agreement or © to protect our rights and the safety of users of our Site and our Services. In addition, we may transfer your personal data to a successor entity upon a merger, consolidation, or other corporate reorganization in which Employa participates or to a purchaser of all or substantially all of Employa’s assets to which this Site relates. You will be notified via email and/or a prominent notice on our Web site of any change in ownership or uses of your personal data, as well as any choices you may have regarding your personal data.

Data Retention

Employa retains personal data as a data controller and the personal data we process on behalf of our customers for as long as needed to provide the Services to customers, job-seekers and employees enrolled in those Services. We will retain and use this personal data as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements with customers, and/or the period required by laws in applicable jurisdictions.

Updating, Correcting and Deleting Data Controlled by Our Customers

Employa has no direct relationship with the individual employees and job-seekers whose personal data it processes on our behalf of our customers. Individuals applying for jobs with employers that are Employa customers have an account set up under their email address that associates all applications for that individual with that email address. The individual can access their account at the Site and transmit requests to the employers to correct, amend, or delete inaccurate data in an application. The employer is responsible for complying with the individual’s request. If you are an employee or job-seeker and would no longer like to be contacted by a particular employer or employers, please contact them directly to resolve your concern.

Updating, Correcting and Deleting Data Controlled by Employa

Where Employa has collected data from you on its own behalf (for example you have applied for a job with Employa, or you provided your information to Employa in your use of the Site) you may request to review, correct, or request the deletion of any of your personal data that was provided. You can make such a request by emailing us at info@employa.com or sending a letter with your requested changes, corrections, or deletions to:

Employa, Inc.
Attn: Privacy Request
Suite 300, 1309 Beacon Street
Brookline, MA 02 446

We will respond to your request within 30 days. Please note that before we act on your request we must verify your identity to ensure that the request comes from the individual whose data we hold. Further, we may retain a copy of your data to the extent allowed by applicable law.

Opt-Out Preferences

If you wish to subscribe to our newsletter (s), we will use your name and email address to send the newsletter to you. Out of respect for your privacy, if you wish to opt-out of receiving these messages, you may follow the unsubscribe procedure provided in the email. In addition, if you are a registered user of the Site, you may also opt-out of receiving marketing or similar messages by editing your communication preferences here.

Transfer of Information

Your personal data collected on this Site and through the Services is stored and processed in the United States where Employa (or its agents) currently maintains its computer systems. Your personal data will be processed by us in the United States where data protection and privacy regulations may not offer the same level of protection as in other parts of the world, such as the European Union. If you create a user account with the Site as a visitor from outside the United States, by using the Site, you agree to this Privacy Notice and you consent to the transfer of all such information to the United States, which may not offer an equivalent level of protection of that required in the European Union or certain other countries, and to the processing of that information as described in this Privacy Notice.

Tracking Technologies

Technologies such as cookies, beacons, tags, and scripts are used by Employa and our partners (e.g. marketing partners), or analytics. These technologies are used in analyzing trends, administering the site, tracking users’ movements around the site, and gathering demographic information about our user base as a whole. We may receive reports based on the use of these technologies by these companies on an individual as well as an aggregated basis.

We use cookies to remember users’ preferences (e.g. Employa search filters), for authentication, for source tracking, for analytics, or for job recommendations. Users can control the use of cookies at the individual browser level. If you reject cookies, you may still use our site, but your ability to use some features or areas of our site may be limited.

We use Local Storage Objects (LSOs) such as HTML5 or Flash to store [content information and preferences.] Third parties with whom we partner to provide certain features on our site or to display advertising based upon your Web browsing activity use LSOs such as HTML 5 or Flash to collect and store information. Various browsers may offer their own management tools for removing HTML5 LSOs. To manage Flash LSOs please click here.

Behavioral Targeting / Re-Targeting

We partner with a third party to either display advertising on our Web site or to manage our advertising on other sites. Our third-party partner may use technologies such as cookies to gather information about your activities on this site and other sites in order to provide you with advertising based upon your browsing activities and interests. If you wish to not have this information used for the purpose of serving you interest-based ads, you may opt out by clicking here. Please note this does not opt you out of being served ads. You will continue to receive generic ads.

Security

The security of your personal data is important to us. Employa employs procedural and technological measures to protect your personal data. These measures are reasonably designed to help protect your personal data from loss, unauthorized access, disclosure, alteration, or destruction. Employa may use software, secure socket layer technology (SSL) encryption, password protection, firewalls, internal restrictions, and other security measures to help prevent unauthorized access to your personal data. When you enter sensitive information (such as your login information), we encrypt the transmission of that information using secure socket layer technology (SSL). However, Employa cannot guarantee that unauthorized third parties will never be able to defeat these measures or use your personal data for improper purposes. Therefore, you should be aware that when you voluntarily display or distribute personal data, that information could be collected and used by others. Employa is not responsible for the unauthorized use by third parties of information you post or otherwise make available publicly.

Links to Other Websites

The Site may provide links to third-party websites or resources not associated with Employa and over which Employa does not have control («External Web Sites»). Such links do not constitute an endorsement by Employa of the External Web Sites, the content displayed therein, or the persons or entities associated therewith. You acknowledge that Employa is only providing these links as a convenience, and you agree that Employa is not responsible for the content of such External Web Sites. Your use of External Web Sites is subject to the respective terms of use and privacy policies located on the linked to External Web Sites. Employa does not store any information (user name, password) used to access these External Web Sites.

Our Blog

Our Web site offers publicly accessible blogs or community forums. You should be aware that any information you provide in these areas may be read, collected, and used by others who access them. To request the removal of your personal data from our blog or community forum, contact us at info@employa.com. In some cases, we may not be able to remove your personal data, in which case we will let you know if we are unable to do so and why.

Testimonials

We display personal testimonials of satisfied customers on our site in addition to other endorsements. With your consent, we may post your testimonial along with your name. If you wish to update or delete your testimonial, you can contact us at info@employa.com.

Referrals

If you choose to use our «Refer a Friend» service to tell a friend about our site, we will ask you for your friend’s information such as name and email address. We will automatically send your friend a one-time email inviting him or her to visit the site. Employa stores this information for the sole purpose of sending this one-time email and tracking the success of our referral program.

Single Sign-On

You can log in to our site using sign-in services such as LinkedIn Connect. These services will authenticate your identity and provide you the option to share certain personal data with us such as your name and email address to pre-populate our sign-up form. Services like LinkedIn Connect give you the option to post information about your activities on this Web site to your profile page to share with others within your network.

Other Social Media Features and Web-Apps

Our Web site includes Social Media Features, such as the Facebook Like button, Twitter, and «Share This» widget. These Features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the Feature to function properly. Social Media Features and Widgets are either hosted by a third party or hosted directly on our Site. Your interactions with these Features are governed by the privacy policy of the company providing it.

Material Changes

Employa reserves the right to change this Privacy Notice from time to time. Employa will post the revised Privacy Notice on this Site located here and will either send a notice to the e-mail address that you specified in your registration and/or post notice of the change so it is visible when users log on for the first time prior to said changes taking effect so that you are always aware of what personal data Employa may collect and how Employa may use this information. We encourage you to review this Privacy Notice regularly for any changes. Your continued use of the Site and/or Services will be subject to the then-current Privacy Notice.

Contact Us

We welcome your comments or questions concerning our Privacy Notice. If you would like to contact Employa regarding this Privacy Notice, please contact us by emailing us at info@employa.com, using our Contact Us form, or using the information below:

If you are in the US or elsewhere outside the EEA:

Employa, LLC.
Attn: Privacy Officer
Suite 300, 1309 Beacon Street
Brookline, MA 02446
Phone: 800-662-8196

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