HiredScore Privacy Notice

January 2023

HiredScore is a world-leader in delivering ethical AI solutions for HR. All of our products are engineered for compliance and transparency.

Introduction

HiredScore develops and offers a talent acquisition, talent management, and diversity recruitment platform (our “Platform”)to organizations (“Businesses”).

We, at HiredScore, Inc. (the “Company”, “we”,“us”, “our”), respect the privacy and data protection rights of our website visitors, customer contacts and the users of our platform.

This Privacy Notice (the "Notice")describes the personal information we have and the policies and procedures we use regarding personal information, in each of the following contexts –

1. The data practice on our website hiredscore.com  (the “Website”)

2. The data practice relating to representatives of our existing and prospective customers and vendors (the “Representatives”),including recruiters of Businesses that use our Platform (the “Platform Users”).

This Notice may be amended from time to time. We will post any change to this Notice on our Website a reasonable time in advance of the effective date of the change, and we will also make efforts to proactively notify you by email of the changes to the Notice if we have your email address.

Contact us

If you have any questions, comments or concerns regarding this Notice or our processing of your personal information, please contact us at privacy@hiredscore.com.

What we collect and why
ScenarioPurposesCategories of Information processed
You contact us with an inquiry through the Website or request a demo of the Platform.Our business development; promoting and marketing our products and services.Name, email address, company name, phone number, the topic of your inquiry and the text of your message.
We send you newsletters and business emails.Promoting and marketing our products and services.Name, email address, company name, phone number.
We manage the contracts and relationship with Businesses.Administering the business and professional services relationship with the Business.Name, email address, company affiliation, position, phone number, country, past communications, products, and services used or expressed interest in.
We conduct training sessions on the Platform for Platform Users.Facilitating use of the Platform.Name, email address, company affiliation, position, phone number, country, training sessions taken/performed.
Platform Users use the Platform for the Business.Administering the relationship and agreement we have with the Business.  Facilitating the  provision of the Platform and support for the Platform.Name, username, email address, password, company; position; phone number; country; past communications; IP address; activities performed on the Platform.
We collect analytics about the visitors who visit our Website.Our business development.IP address, time and date of access, type of browser used, language use, links clicked, and the web  pages accessed
We manage the sale contracts and business relationship with vendors and service  providers.Administering the business relationship with vendors and service providers. Facilitating HiredScore’s use of vendors and service provider’s products and services.Name, email address,  company affiliation, position, phone number, country, past communications.
If a person abused their rights to use the Website, the Platform, or violated any applicable law while doing Business with us.Responding to, handling, and mitigating suspected violations of law in connection with our business.Any of the information mentioned above.

Methods and sources for collecting your personal information

We collect the personal information from several sources:

  • Directly from you as when you provide it to us through email communications, a registration form, or when you give us your business card in a meeting or conference. You are not legally obligated to provide us your personal information, but if you do not, we will not be able to handle or respond to your inquiry, maintain our business contact with you, or fulfill your request to register to our webinar, conference, or newsletter.
  • Through the device you use to access our Website or the Platform, such as when we collect your IP address.
  • If another representative of your Business provides us with your information

Sharing your personal information

We will not share your information with third parties, except in the events listed below or when you provide us your explicit and informed consent. We do not sell your personal information to third parties.

ScenarioPurposesExamples of Third parties involved
We will share your personal information with our service providers who assist us  with the internal operations of our business, the Platform, and the Website. These companies are authorized to use your personal information in this  context only as necessary to provide these services to us and not for their  own promotional purposes.Operating the Website, the Platform, and our businessHiredEdu, Google, Amazon Web Services, Hubspot, Loom
If  you abused your rights to use the Website or violated any applicable law in  the course of doing business with us.Responding to, handling, and mitigating suspected violations of law in connection with our business.Competent authorities, legal counsels, and advisors.
If a judicial, governmental, or regulatory authority requires us to disclose  your information.Complying with a binding request from a competent authority.Competent authorities.
If  the operation of the Website or our business is organized within a different  framework, or through another legal structure or entity (such as due to a merger or acquisition).Enabling a structural change in the operation of the Website and our business.The target entity of the merger or acquisition, legal counsels, and advisors.

Data retention and security

We retain your information for the duration we need it to operate the Website and our business, and interact with customers and suppliers, and thereafter as needed for record-keeping matters.

We retain personal data for the duration needed to support our ordinary business activities operating the Website and interacting with customers. If you have indicated that you are from the EEA, we will retain your Inquiry Information for a limited period of 9 months after we’ve completed interacting with you (provided we do not reasonably expect the interaction to resume later on).

Thereafter, we will still retain your personal information as necessary to comply with our legal obligations, resolve disputes, establish and defend legal claims and enforce our agreements..

We implement measures to secure your information

We implement measures to reduce the risks of damage, loss of information and unauthorized access or use of information. For instance, our Website use TLS and HTTPS and all traffic from/to the Website is encrypted. However, these measures do not provide absolute information security.

Additional information for individuals in the EU or UK

HiredScore, Inc., is the controller for the personal data described in this policy. HiredScore is headquartered in the United States, and is best reachable at privacy@hiredscore.com. If you prefer to contact us by postal mail, please use this address:

Savastano Kaufman & Company c/o HiredScore
21-00 Route 208 South Suite 120
Fair Lawn, NJ 07410
United States

HiredScore’s EU GDPR representative is reachable at hiredscore@symmetrygroup.ie.
FAO HiredScore EU Rep
Symmetry Solutions Ltd.
The Tara Building, 11-15 Tara Street,
Dublin 2, D02RY83, Ireland

International data transfers

To facilitate processing your information within the companies in our corporate group and by our service providers, we will transfer your information to countries such as the United States, United Kingdom, and Israel. We do so under the terms of a data transfer agreement which contain standard data protection contract clauses with adequate safeguards determined by the EU Commission and UK Information Commissioner’s Office.

Legal basis for processing your personal data

Purpose or ScenarioLegal Basis
Responding  to your inquiry or request for a demo of the PlatformLegitimate interests in developing potential leads and responding to business inquiries.
Sending  you newsletters and business emailsLegitimate interests in developing potential leads, where the data subject has contacted us.
  • Manage contracts and relationship with Business
  • Platform Users use the Platform for the Business
  • Facilitating the provision of support to the Business and the Platform Users
  • Facilitating the provision of support to the Business and the Platform Users
Legitimate interests in administering and performing the contractual obligations with, and provision of the Platform to, Businesses and Platform Users.
  • Administering the business relationship with vendors and service providers
  • Facilitating HiredScore’s use of vendors and service provider’s products and services
Legitimate interests in administering contractual obligations with vendors.
Analytics about the visitors who visit our WebsiteLegitimate interests in our business development.
Responding  to, handling, and mitigating suspected violations of law in connection with  our businessLegitimate interests in defending and enforcing against violations and breaches that are  harmful to our business.
Complying with a binding request from a competent authorityLegitimate interests in complying with mandatory legal requirements imposed on us.
Enabling a structural change in the operation of the Website and our businessLegitimate interests in our business continuity.

Data subject rights

If you are in the EU or the UK, you have the following rights under the GDPR:

Right to Access and receive a copy of your personal information that we process.

Right to Rectify inaccurate personal information we have concerning you and to have incomplete personal information completed.

Right to Data Portability, that is, to receive the candidate personal information that you provided to us, in a structured, commonly used, and machine-readable format. You have the right to transmit this data to another person or entity. Where technically feasible, you have the right to have your candidate personal information transmitted directly from us to the person or entity you designate.

Right to Object to our processing of your candidate personal information based on our legitimate interest. However, we may override the objection if we demonstrate compelling legitimate grounds, or if we need to process such candidate personal information for the establishment, exercise, or defense of legal claims.

Right to Restrict us from processing your candidate personal information (except for storing it): (a) if you contest the accuracy of the candidate personal information (in which case the restriction applies only for a period enabling us to determine the accuracy of the candidate personal information); (b) if the processing is unlawful and you prefer to restrict the processing of the candidate personal information rather than requiring the deletion of such data by us; (c) if we no longer need the candidate personal information for the purposes outlined in this Notice, but you require the candidate personal information to establish, exercise or defend legal claims; or (d) if you object to our processing based on our legitimate interest(in which case the restriction applies only for the period enabling us to determine whether our legitimate grounds for processing override yours).

Right to be Forgotten. Under certain circumstances, such as when you object to our processing of your candidate personal information based on our legitimate interest and there are no overriding legitimate grounds for the processing, you have the right to ask us to erase your candidate personal information. However, notwithstanding such request, we may still process your candidate personal information if it is necessary to comply with our legal obligations, or for the establishment, exercise, or defense of legal claims. If you wish to exercise any of these rights, please contact us through the channels listed in this Notice.

When you contact us, we reserve the right to ask for reasonable evidence to verify your identity before we provide you with information. Where we are not able to provide you with information that you have asked for, we will explain the reason.

Subject to applicable law, you have the right to lodge a complaint with your local data protection authority. If you are in the EU, then according to Article 77 of the GDPR, you can lodge a complaint to the supervisory authority, in the MemberState of your residence, place of work or place of alleged infringement of the GDPR. For a list of supervisory authorities in the EU, click here.

If you are in the UK, you can lodge a complaint to the Information Commissioner’sOffice (ICO) pursuant to the instructions provided here.

Additional information for individuals in  California

If you are an individual residing in  California, we provide you with the following information pursuant to the  California Privacy Rights Act (CPRA). This is also the information we have  collected in the past 12 months.

We do not sell your personal  information and have not done so in the past 12 months.

We also do not share your personal  information for online behaviorally targeted ads and have not done so in the  past 12 months. We also do not use or disclose sensitive personal  information.

Categories of personal information  (under the CPRA)Specific types of personal  information collectedSpecific business or commercial  purpose for collecting personal information from consumers
IdentifiersName, email address.
  • Business development
  • Administering the business relationship with Businesses and facilitating the provision of support to Platform Users
  • Facilitating the provision of the Platform and support for the Platform
  • Administering the business relationship with vendors and service providers and facilitating HiredScore’s use of vendors’ and service providers’ products and services.
  • Responding to, handling, and mitigating suspected violations of law in connection with our business
Other information that identifies,  relates to, describes, or is capable of being associated with, the individualCompany affiliation, position, phone  number, past communications with you and content of your inquiry.
Commercial information, including records  of personal property, products or services purchased, obtained, or  considered, or other purchasing or consuming histories or tendenciesProducts and services used or  expressed interest in, training  sessions taken/performed.
Internet or other electronic network  activity informationIP address; activities performed on  the Platform;  time and date of access,  type of browser used, language use, links clicked and the web pages accessed

Disclosing your information to third parties

The chart below explains about the personal information we disclosed for a business purpose to third parties in the preceding 12 months.

Categories of personal information  (under the CPRA)Categories of third parties to whom  we disclose your information and the specific business or commercial purpose  for the disclosure
Identifiers
  • With outside legal counsels and authorities, for the purpose of responding to, handling, and mitigating suspected violations of law in connection with our business.
  • With third parties to which a law or binding order requires us to disclose your information to. Our purpose in doing so complying with our obligations under the law or the binding order.
  • With the target entity ofour merger, acquisition or reorganization, and legal counsels, and advisors,for the purpose of facilitating the structural change in the operation of ourbusiness within a different framework, or through another legal structure orentity (such as due to a merger or acquisition).
Other information that identifies,  relates to, describes, or is capable of being associated with, the individual
Commercial information, including records  of personal property, products or services purchased, obtained, or  considered, or other purchasing or consuming histories or tendencies
Internet or other electronic network  activity information

Your rights under the CCPA if you are a resident of California

Knowing the personal information we collect about you

You have the right to know:

●     The categories of personal information we have collected about you.

●     The categories of sources from which the personal information is collected.

●     Our business or commercial purpose for collecting personal information.

●     The categories of third parties with whom we share personal information, if any.

●     The specific pieces of personal information we have collected about you.

Right to deletion

Subject to certain exceptions set out below, on receipt of a verifiable request from you, we will:

●     Delete your personal information from our records; and

●     Direct any service providers to delete your personal information from their records.

Please note that we may not delete your personal information if it is necessary to:

●     Complete the transaction for which the personal information was collected, fulfill the terms of a written warranty or product recall conducted in accordance with federal law, provide a good or service requested by you, or reasonably anticipated within the context of our ongoing business relationship with you, or otherwise perform a contract between you and us.

●     Detect security incidents, protect against malicious, deceptive, fraudulent, or illegal activity; or prosecute those responsible for that activity.

●     Debug to identify and repair errors that impair existing intended functionality.

●     Exercise free speech, ensure the right of another consumer to exercise his or her right of free speech, or exercise another right provided for by law.

●     Comply with the California Electronic Communications Privacy Act.

●     Engage in public or peer-reviewed scientific, historical, or statistical research that conforms or adheres to all other applicable ethics and privacy laws, when our deletion of the information is likely to render impossible or seriously impair the ability to complete such research, provided we have obtained your informed consent.

●     Enable solely internal uses that are reasonably aligned with your expectations based on your relationship with us and compatible with the context in which you provided the information.

or

●     Comply with an existing legal obligation.

We also will deny your request to delete if it proves impossible or involves disproportionate effort, or if another exception to the CPRA applies. We will provide you a detailed explanation that includes enough facts to give you a meaningful understanding as to why we cannot comply with the request to delete your information.

Right to correct inaccurate personal information

If we receive a verifiable request from you to correct your information and we determined the accuracy of the corrected information you provide, we will correct inaccurate personal information that we maintain about you.

In determining the accuracy of the personal information that is the subject of your request to correct, we will consider the totality of the circumstances relating to the contested personal information.

We also may require that you provide documentation if we believe it is necessary to rebut our own documentation that the personal information is accurate.

We may deny your request to correct in the following cases:

●     We have a good-faith, reasonable, and documented belief that your request to correct is fraudulent or abusive.

●     We determine that the contested personal information is more likely than not accurate based on the totality of the circumstances.

●     Conflict with federal or state law.

●     Other exception to the CPRA.

●     In adequacy in the required documentation

●     Compliance proves impossible or involves disproportionate effort.

We will provide you a detailed explanation that includes enough facts to give you a meaningful understanding as to why we cannot comply with the request to correct your information.

Protection against discrimination

You have the right to not be discriminated against by us because you exercised any of your rights under the CCPA.

Exercising your CCPA rights

If you would like to exercise any of your CPRA rights as described in this Notice, please contact us by e-mail at privacy@hiredscore.com.            

We will ask you for additional information to confirm your identity and for security purposes, before disclosing to you the personal data requested, by using a two or three points of data verification process, depending on the type of information you require and the nature of your request.

You may also designate an authorized agent to make a request under the CPRA on your behalf.To do so, you need to provide the authorized agent written permission to do so and the agent will need to submit to us proof that they have been authorized by you. We will also require that you verify your own identity, as explained below.

Disclosures to third parties

CaliforniaCivil Code Section 1798.83 (and other, similar state statutes) permits our customers who are California residents (or residents of states with similar legislation)to request certain information regarding our disclosure of Personal Data to third parties for their direct marketing purposes. To make such a request, please send an email to privacy@hiredscore.com. Please note that we are only required to respond to one request per customer each year.