As part of any recruitment process, ShapeShift US, Inc. (“ShapeShift”; “we”) collects and processes personal data relating to job applicants. Data protection and security are important to ShapeShift, as is your trust in our company and services. ShapeShift is committed to processing your personal data responsibly and in compliance with legal requirements.
What information do we collect?
ShapeShift collects a range of information about you, mostly from what you provide during the application process. This may include, but is not limited to:
· your name, address and contact details, including email address and telephone number;
· details of your qualifications, skills, experience and employment history;
· information about your current level of remuneration, including benefit entitlements;
· whether or not you have a disability for which we need to make reasonable adjustments during the recruitment process;
· information about your entitlement to work in the United States.
ShapeShift may collect this information in a variety of ways. For example, data might be contained in applications forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment. We may also collect personal data about you from third parties, such as references supplied by former employers.
Data will be stored primarily in our HR management and recruitment systems, including Greenhouse Software, Inc. (http://www.greenhouse.io/privacy-policy) and BambooHR (https://www.bamboohr.com/privacy.php), and potentially other IT systems such as email. In addition, we use the services of Inflection Risk Solutions, LLC doing business as GoodHire to perform background checks if we have offered you a position and you have accepted. Further information on data protection and your options in connection with the services of GoodHire can be found here: https://www.goodhire.com/privacy.
Why does ShapeShift process personal data?
We need to process data to take steps at your request prior to entering into a relationship with you. We may also need to process your data to actually enter into a relationship with you. In some cases, we need to process data to ensure that we are complying with certain legal obligations.
ShapeShift has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.
ShapeShift may process special categories of data, such as information about ethnic origin, to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. We process such information to carry out our obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, ShapeShift may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before keeping your data for this purpose and you are free to withdraw your consent at any time.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment process. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles. We will only share your data with other third parties to obtain references that you have provided contact information for.
How does ShapeShift protect data?
We take the security of your data seriously. We have robust internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
How long does ShapeShift keep data?
If your application for employment is unsuccessful, we will hold your data on file for one (1) year after the end of the relevant recruitment process. If you agree to allow us to keep your personal data on file, we will hold your data for one (1) more year for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your electronic HR file on Bamboo and retained during your employment.
As a data subject, you have a number of rights regarding your data. For instance, you can:
· access and obtain a copy of your data on request;
· require ShapeShift to change incorrect or incomplete data;
· require ShapeShift to delete or stop processing your data; and
· object to the processing of your data where ShapeShift is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact firstname.lastname@example.org.
If you believe that ShapeShift has not complied with your data protection rights, you can file a complaint with the appropriate supervisory authority.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to ShapeShift during the recruitment process; however, if you do not provide the information, we may not be able to process your application properly or at all.