Make Security Possible

This candidate privacy notice ("Privacy Notice") explains how ReliaQuest, LLC ("ReliaQuest"), a Florida limited liability company located at 1001 Water Street, Suite 1900, Tampa, Florida 33602, United States of America, and its subsidiaries ("We," "Us" or "Our") collects, uses, shares, and otherwise processes Personal Data during the recruitment process. It also explains how to contact Us and, where applicable, exercise your privacy rights.

This Privacy Notice applies to applicants, prospective employees, interns, trainees, and other individuals who apply for opportunities with ReliaQuest ("Candidates") in the recruitment context. If you become an employee or otherwise engage with ReliaQuest in another capacity, a different privacy notice may apply, such as Our Privacy Policy located on Our website https://reliaquest.com/privacy-policy/ .

ReliaQuest is responsible for deciding how your Personal Data is used for the purposes described in this Privacy Notice and, where required by applicable law, acts as the data controller.

We may update this Privacy Notice from time to time and will post the latest version in the relevant location.

1. How We May Use Your Personal Data

In this Privacy Notice, "Personal Data" means information that identifies you or can reasonably be linked to you. It does not include anonymised information. "Special Category Personal Data" means more sensitive Personal Data, such as information about your health, racial or ethnic origin, religion, sexual orientation, trade union membership, or certain genetic or biometric data, which requires additional protection under applicable law. We process your Personal Data, in accordance with applicable law, to manage the recruitment process, evaluate your application, comply with legal obligations, protect Our business, and, where applicable, prepare for employment or engagement.

We may collect Personal Data directly from you, from people you authorize Us to contact, from publicly available sources, and from third parties involved in the recruitment process. Depending on the role and applicable law, this may include your contact details, CV or resume, employment and education history, qualifications, assessment results, interview notes, references, right-to-work and immigration information, technical information from Our recruiting systems, and other information you choose to provide.

1.1 When necessary to take steps before entering into a contract with you, or to enter into or administer a contract with you, including to:

  • Receive, review, and assess your application;
  • Evaluate your skills, qualifications, experience, and suitability for a role;
  • Communicate with you about the recruitment process, including arranging and conducting interviews;
  • Verify the information you provide, including your work history, qualifications, and references;
  • Determine the terms on which We may employ or engage you;
  • Prepare for onboarding and, if applicable, enter into an employment contract or contract for services with you; and
  • Administer compensation, benefits, payroll-related setup, and other contractual or pre-contractual arrangements.

This may include processing information such as your name, contact details, CV or resume, application materials, employment history, educational history, assessment results, interview notes, references, start date, compensation details, bank details, and related onboarding information.

1.2 Where necessary for Our legitimate interests, and where those interests are not overridden by your rights, including to:

  • Manage and improve Our recruitment and hiring processes;
  • Assess candidates for current and future opportunities;
  • Communicate with you about relevant roles and maintain recruitment records;
  • Support business operations, planning, reporting, auditing, and general HR administration;
  • Protect Our offices, people, recruiting systems, websites, communications tools, and IT infrastructure;
  • Monitor and maintain the security of Our systems, including through device, log, IP address, geolocation, and similar technical information;
  • Use CCTV in and around Our offices for security purposes where applicable;
  • Prevent fraud, misconduct, unauthorized access, and other unlawful activity;
  • Support emergency planning, including maintaining emergency contact information where you choose to provide it; and
  • Establish, exercise, or defend legal claims.

1.3 Where necessary to comply with a legal obligation, including to:

  • Confirm your identity and eligibility to work in the relevant country;
  • Comply with immigration, employment, tax, social security, health and safety, equal opportunity, and other legal or regulatory requirements;
  • Carry out legally required checks, screenings, reporting, or recordkeeping;
  • Respond to lawful requests from courts, regulators, law enforcement, or government authorities; and
  • Meet obligations related to accommodations, workplace adjustments, or other employment-law requirements.

This may include processing information such as government-issued identifiers, work authorization and immigration documentation, tax and social security information, and other information required by applicable law.

1.4 Where permitted by law, We may also process Special Category Personal Data and other sensitive information, including to:

  • Provide accommodations or adjustments during the recruitment process;
  • Meet obligations under employment, health and safety, or equality laws;
  • Conduct equal opportunity monitoring, where permitted or required by law;
  • Carry out background checks, criminal record checks, or drug screening where relevant to the role and permitted by law; and
  • Assess fitness to work or obtain occupational health advice where appropriate.

Where We process Special Category Personal Data, We do so only where permitted by applicable law and subject to appropriate safeguards.

1.5 Other Lawful Bases

In limited cases, We may also process your Personal Data where necessary to protect your vital interests or those of another person, or where processing is necessary for reasons of public interest, to the extent permitted by applicable law. Some of the legal bases above may overlap, and more than one basis may apply to the same processing activity.

2. Information You Provide to Us

You may need to provide certain Personal Data so that We can review your application, communicate with you, verify your qualifications and right to work, comply with legal requirements, and, where applicable, take steps to employ or engage you.

For example, We may need information such as your contact details, work history, qualifications, and work authorization information in order to consider your application or make you an offer. If you do not provide Personal Data that is required for these purposes, We may be unable to move forward with your application or comply with Our legal obligations.

We generally do not rely on your consent to process your Personal Data for recruitment purposes. If We do need your consent, We will explain what information We want, why We need it, and whether providing it is optional. Where you have given consent, you may withdraw it at any time, subject to applicable law.

We will generally use your Personal Data only for the purposes described in this Privacy Notice. If We need to use it for another purpose, We will do so only where permitted by law and, where required, notify you.

3. Who May Have Access to Your Data

3.1 Within ReliaQuest & Service Providers

We may share your Personal Data with people inside ReliaQuest and with third parties who need it for recruitment, legal, compliance, security, administrative, or business purposes.

This may include:

  • ReliaQuest personnel involved in recruiting, interviewing, hiring, legal, compliance, HR, finance, IT, and security functions;
  • other ReliaQuest group companies involved in recruitment administration, reporting, system support, hosting, compliance, or business operations;
  • service providers that support Our recruitment process, such as applicant tracking system providers, recruitment agencies, assessment providers, background check providers, payroll or benefits support providers, security providers, and legal or other professional advisers; and
  • regulators, courts, law enforcement, government authorities, or other third parties where disclosure is required or permitted by law or needed to protect Our legal rights.

We may also share Personal Data in connection with a corporate transaction, such as a business sale, merger, restructuring, financing, or reorganization, subject to appropriate confidentiality protections. We require service providers and other parties handling Personal Data on Our behalf to protect it and use it only for authorized purposes.

We do not sell Personal Data for monetary consideration, and We do not share Personal Data for cross-context behavioral advertising purposes.

3.2 International Transfers

ReliaQuest operates globally, and your Personal Data may be transferred to and processed in countries other than the country where you live, including the United States, where data protection laws may differ from those in your home country.

Where required by applicable law, We use appropriate safeguards for these transfers, including approved contractual protections such as standard contractual clauses.

ReliaQuest also complies with the EU-U.S. Data Privacy Framework, the UK Extension to the EU-U.S. Data Privacy Framework, and the Swiss-U.S. Data Privacy Framework (together, the DPF) for relevant Personal Data transfers. If there is any conflict between this Privacy Notice and the applicable DPF Principles, the DPF Principles will govern. To learn more or view ReliaQuest's certification, visit: https://www.dataprivacyframework.gov/ .

If you are in the European Union, United Kingdom, or Switzerland and have a question or complaint about ReliaQuest's handling of Personal Data under the DPF, you should contact Us first using the details below. If We do not resolve your concern, you may be able to contact your local data protection authority or, in limited circumstances, pursue binding arbitration as described in the DPF Principles.

ReliaQuest is subject to the investigatory and enforcement powers of the U.S. Federal Trade Commission. In certain circumstances, ReliaQuest may remain responsible for onward transfers of Personal Data to third parties under the DPF.

4. Data Security & Retention

We use administrative, technical, and physical safeguards designed to protect Personal Data from accidental loss and from unauthorized access, use, alteration, or disclosure. We also limit access to Personal Data to those who need it for legitimate business purposes.

We retain Personal Data only for as long as reasonably necessary for the purposes described in this Privacy Notice, including to manage the recruitment process, comply with legal, tax, accounting, reporting, and recordkeeping requirements, resolve disputes, and protect Our legal rights.

If your application is unsuccessful, We may retain your Personal Data for a period of time where permitted by law, including to consider you for future opportunities, comply with legal obligations, or establish, exercise, or defend legal claims.

In some cases, We may anonymise Personal Data so that it can no longer be linked to you. If you join ReliaQuest, your Personal Data will also be subject to any employee or workforce privacy notice that applies to your role.

5. Automated Decision Making

Automated decision-making takes place when an electronic system uses Personal Data to make a decision without human intervention.

The laws on automated decision making vary by country. If We use automated decision making with any of the Personal Data We have about you, We will comply with the relevant laws where you live.

Generally, We do not foresee that decisions about your application will be made solely by automated means without appropriate human involvement. However, We will notify you in writing if this position changes where required by law.

6. Your Rights

Depending on where you live, you may have certain rights in relation to your Personal Data, including the right to:

  • Request access to the Personal Data We hold about you;
  • Request correction of inaccurate or incomplete Personal Data;
  • Request deletion of your Personal Data in certain circumstances;
  • Object to or request restriction of certain processing;
  • Request portability of your Personal Data, where applicable; and
  • Withdraw consent, where We rely on consent.

If you are a California resident, under the California Consumer Privacy Act (CCPA), you have the right to make the first three types of requests listed above or your authorized agent can make such a request on your behalf using the email address below. You have the right not to be discriminated against for exercising your rights. California law places certain obligations on businesses that "sell" personal information to third parties or "share" personal information with third parties for cross-context behavioral advertising. Please see Our Privacy Notice ( https://reliaquest.com/privacy-policy/ ) for more information. For additional information for California residents, please see the "Additional Information for California Residents" section below.

In certain instances, applicable local laws may allow Us legitimately and properly to refuse some of these requests; for instance, to comply with applicable legal obligations, to protect the legitimate rights of third parties, or to preserve the confidentiality of management deliberations. Where local law provides, you may have the right to make a complaint at any time to a data protection authority or regulator about Our collection and use of your personal information. However, before doing so, We would encourage you to first contact Us directly to allow Us an opportunity to resolve any concerns you may have.

To protect your information, We may need to verify your identity before responding to a request. Where permitted by law, you may also authorize an agent to submit a request on your behalf, and We may ask for proof of that authority.

We will not discriminate against you for exercising any privacy rights available to you under applicable law. It is important that the Personal Data We hold about you is accurate and current. Please let Us know if your information changes during the recruitment process.

7. Contact Information

To ask questions about or comment on this Privacy Notice and Our privacy policies and practices or to submit a complaint with respect to Our policies and practices for handling Personal Data as described in this Privacy Notice, users may contact Us by:

  • Sending an email to privacy@reliaquest.com
  • Calling Us at 1-(800)-925-2159
  • Sending a letter to ReliaQuest, LLC, 1001 Water Street, Suite 1900, Tampa, Florida, 33602, United States of America, Attention: Legal Department.

8. Additional Information for California Residents

If you are a California resident, this section supplements the rest of this Privacy Notice and describes Our collection, use, and disclosure of Personal Data in the recruitment context, as required by California law, including the CCPA.

Some of the Personal Data We collect may be considered sensitive personal information under California law. We do not use sensitive personal information to infer characteristics about you beyond what is necessary for the recruitment process and other purposes described in this Privacy Notice. We use and disclose sensitive personal information only as permitted by applicable law.

The categories below describe the Personal Data We may collect about California resident Candidates. We use this information for the purposes described in this Privacy Notice.

Category Examples Sources
Identifiers Real name, alias, postal address, unique personal identifier, online identifier, email address, account name, Social Security number, driver's license number, passport number, or other similar identifiers Directly from you; in some cases, from your device or from service providers involved in the recruitment process
Personal information described in California Civil Code section 1798.80(e) Name, signature, Social Security number, physical characteristics or description, address, telephone number, passport number, driver's license or state identification card number, education, employment, employment history, medical information, or health insurance information Primarily directly from you
Protected classification characteristics under California or federal law Race, color, religion, sex/gender, pregnancy and related conditions, gender identity, gender expression, sexual orientation, marital status, medical condition, military or veteran status, national origin, ancestry, disability, genetic information, age, and accommodation-related information where protected by law Directly from you
Audio, electronic, visual, thermal, olfactory, or similar information Visual information such as CCTV footage in and around Our premises; audio or video information where part of the recruiting process, if applicable From you, your device, or Our premises and systems
Professional or employment-related information Job title, work history, qualifications, references, compensation expectations, professional memberships, interview records, and other recruiting-related employment information Directly from you; from recruiters, references, former employers, or service providers involved in recruitment
Education information Education records that are not publicly available personally identifiable information under FERPA, such as transcripts or academic history Directly from you, educational institutions, or service providers involved in the recruitment process
Inferences Inferences drawn from the information above to help evaluate qualifications, preferences, abilities, aptitudes, or suitability for a role Created by Us or Our service providers during the recruitment and evaluation process
Sensitive personal information Social Security number, driver's license, state identification card, or passport number; account log-in; racial or ethnic origin; citizenship or immigration status; religious or philosophical beliefs; union membership; contents of communications where We are the intended recipient; health information; and sexual orientation Directly from you, your device, or service providers involved in the recruitment process