Apex Form
Candidate Privacy Notice
We know that you care how we use information about you, and we appreciate your trust in us to do that carefully and sensibly. This Notice outlines how we collect and use the personal data of our candidates.
Who does this Notice cover?
This Notice covers all candidates for employment or freelance assignments with Apex
CoVantage, LLC (“Apex”) and its affiliated companies.
What personal data does Apex collect about you, and how do we use it?
The Apex company you are applying to controls what personal data is collected and how it is used. In some countries, this is referred to as the “controller”.
Generally, the personal data we collect from you helps us manage the recruiting and hiring or engagement process with you, conduct Apex’s businesses, and comply with Apex’s legal obligations.
We may collect and use the following categories of personal data about you (some or all may apply to you):
● Identification data
● Contact information
● Demographic data
● Data regarding responses to screening questions
● Background check information
● Previous employment information
● Data pertaining to work preferences and abilities
● Resume data
● Information on certain health conditions (only where required by law)
● Job interview notes
● Assessment results
● Travel-related records
● Expense data
● Cookies data
Collecting and using your data enables Apex to administer the recruiting process, including setting up an electronic job applicant file; managing your application; conducting assessments; organizing interviews, including arranging or reimbursing for your travel; providing accommodations; processing interview feedback; on-boarding; and conducting background checks and screening. Your data may also be used to notify you about other Apex employment or freelancing opportunities. We may process your personal data to meet recordkeeping and internal and external reporting responsibilities. Your data may also be used in investigations or as needed in legal proceedings. Typically, we do not use your personal data for so-called “automated decision-making”. We will inform you separately if your personal data is ever made subject to automated decision-making.
In the event of an unsuccessful application, most candidates want us to retain the data they provided so that we can contact them about other interesting job or freelancing opportunities at Apex. To make this possible, we ask you at the point of your first application whether, in the event of an unsuccessful application, you want us to keep the personal data that you provide to us for a period of time and make it available to recruiters within the Apex group. If you consent, our recruiters will be able to consider and contact you for other Apex job or freelancing opportunities. You can revoke your consent at any time by changing the consent settings in your candidate profile.
Where does Apex obtain your personal data?
Much of the personal data we process is obtained from you, but we also obtain personal data about you in the course of the application process (for example, during interviews or via job assessments). Other data types may be obtained from third parties, including, for example, from recruitment agencies.
With whom does Apex share your personal data?
Your personal data will only be shared within Apex where lawful to do so and for legitimate purposes. Apex takes appropriate steps to ensure that people who receive your data are bound to maintain confidentiality of the data.
In addition, we use third parties who provide services, including work agencies, in connection with the application and recruitment process. In providing such services, your personal data may be processed by the service provider on Apex’s behalf for the purposes of providing the required service to Apex.
We may share your personal data with third parties, who may act as controllers in their
own right, in other circumstances, including:
• HR services providers
• Insurance organizations
• Governmental organizations or agencies, including law enforcement
• External advisors (such as legal advisors, accountants)
• Employee benefits providers
Does Apex transfer your personal data to countries outside the country/region in which you apply?
We may transfer your personal data to countries outside the country/region where you work, for example, when we or one of our service providers uses employees or equipment in other countries. If you are located outside the United States, your personal data is being submitted to Apex in the United States.
How is your personal data secured?
We maintain physical, electronic, and procedural safeguards to protect the confidentiality of your personal data, including security measures to protect against unlawful or unauthorized processing of personal data, and against the accidental loss of, or damage to, your personal data.
How long does Apex store your personal data?
If your application for employment is successful and you commence employment or any freelance work with Apex, your personal data may be transferred and processed for so long as you remain engaged or employed by Apex, and thereafter for so long as necessary for Apex to operate its business, maintain records for business purposes, and comply with legal and administrative requirements.
If your application for employment is not successful, and depending on local laws, we will generally keep your personal data beyond the end of the application process for the purposes of (i) contacting you for future job vacancies, (ii) to meet recordkeeping requirements, and (iii) for potential use in legal proceedings. We will keep assessment data and master candidate data for a period of up to three years to avoid unreasonable duplications of recruiting efforts.
What are my rights under applicable data protection laws?
You have the right to request access to, correction, or deletion of your personal data, to ask for data portability and the restriction of processing, as well as – depending on the laws of your country – the right to define instructions on your personal data after your death. You are also entitled to object to the processing of your personal data in certain instances. When we process your personal data based on your consent, you may withdraw your consent for the future at any time. To make a data subject request, please contact us on
info@apexdatasciences.ai
. For other general questions and queries on privacy and the applicable privacy rights in your country/region, please contact us as outlined under “Questions and queries?” below. You can also lodge a complaint with a supervisory authority.
How are Cookies used?
Cookies are small pieces of text that are saved on your computer, mobile device, or other devices when you visit a website so that information can be saved between visits, such as your login credentials or language preferences. Apex cookies allow you to take advantage of some of Apex's essential features. We also utilize non-essential cookies and similar tools (including those used by approved third parties) in order to improve your experience on our site as further described below.
Essential:
These cookies are essential for the website to function and cannot be disabled. They are usually used to provide you our site, for example, to recognize you when you submit your information, keep track of progress on your application form, improve the security of our site, and keep track of your specified preferences (such as location and language preferences).
Analytics:
We also use cookies to understand how users use our site so we can measure the site’s performance and make improvements. For example, we use cookies to: 1) collect statistical data about how you use our site, including pages viewed on our site, clicks, and browser type; 2) conduct research and diagnostics to improve the content, features, and tools on our site, and; 3) measure and analyze the performance of our services.
Supplemental terms for residents of California
These additional disclosures are provided for residents if California:
1.
Categories of Personal Information Collected
. The personal information that Apex collects, or has collected from candidates in the 12 months prior to the effective date of this Policy falls into the following categories established by the
California Consumer Privacy Act:
• Identifiers such as a real name, alias, postal address, unique personal identifier, i.e., cookies, online identifier, IP address, email address, social security number, driver’s license number, state identification number, immigration or citizenship information, passport number or similar identifiers;
• Account log-in information, financial account, debit card or credit card numbers, security or access codes, passwords, or credentials;
• Information that may reveal characteristics of protected classes, such as age, gender, race, sexual orientation, religious or philosophical beliefs, union membership, or other protected classifications;
• Biometric information;
• Internet, other electronic network information, including but not limited to information regarding use of Apex’s equipment, systems and resources (e.g., browsing history), information about your interaction with products, content and services available through Apex, contents of mail, email, and text messages, other information you store on Apex’s equipment or systems, information collected from security systems or other monitoring, building access records, and device and other asset numbers;
• Geolocation data, which may constitute precise geolocation data;
• Audio, electronic, visual information (e.g., photograph), or similar information;
• Professional or employment-related information;
• Education information;
• Health information;
• Genetic data;
• Sex life or sexual orientation;
• Inferences drawn from any of these categories of information.
2.
Categories of Personal Information Disclosed for a Business Purpose
. The personal information that Apex disclosed to the categories of third parties identified in the “With whom does Apex share your personal data” section[s] of this Candidate Privacy Notice about candidates for a business purpose in the 12 months prior to the effective date of this Policy falls into the following categories established by the California Privacy Rights Act:
• Identifiers such as a real name, alias, postal address, unique personal identifier, i.e. cookies, online identifier, IP address, email address, social security number, driver’s license number or similar identifiers;
• Account log-in information, financial account, debit card or credit card numbers, security or access codes, passwords, or credentials;
• Information that may reveal age, gender, race, sexual orientation, religious or philosophical beliefs, union membership, or other protected classifications;
• Biometric information;
• Internet or other electronic network information such as browsing history and search history;
• Geolocation data, which may constitute precise geolocation data;
• Audio, electronic, or similar information;
• Professional or employment-related information;
• Education information;
• Health information;
• Inferences drawn from any of these categories of information.
3.
Your Data Rights
. You may have certain rights under the California Privacy Rights Act, including to request information about the collection of your personal information by Apex, to access your personal information in a portable format, and to correct or delete your personal information. If you, or an authorized agent under the California Privacy Rights Act, wish to do any of these things, please contact
info@apexdatasciences.ai
. Depending on your data choices, certain services may be limited or unavailable.
For security purposes, we will generally ask you, or your authorized agents, for information to verify your request.
4.
No Sale of Personal Information
. Apex has not sold any personal information, as this term is defined under the California Privacy Rights Act, about candidates in the 12 months prior to the effective date of this Policy.
5.
Share of Personal Information
. The personal information Apex shares, or has shared from candidates as defined under the California Privacy Rights Act, in the 12 months prior to the effective date of this Policy falls into the following categories established by the California Consumer Privacy Act:
Unique personal identifiers, i.e., cookies.
For more information about cookies, how and the purposes for which we use them, with whom information is shared, and how to manage cookie preferences, please refer to the How are Cookies used? section of this Candidate Privacy Notice. To opt-out of the sharing of cookie information, you may decline to accept them. Apex also processes opt-out preference signals without charge or change to the experience with Apex.
6.
California Privacy Rights Act Sensitive Personal Information Statement
. The categories of data that Apex collects and discloses for a business purpose include “sensitive personal information” as defined under the California Privacy Rights Act. Apex does not use or disclose sensitive personal information for any purpose not expressly permitted by the California Privacy Rights Act.
7.
California Privacy Rights Act Non-Discrimination Statement
. Apex will not discriminate against candidates for exercising their rights under the California Consumer Privacy Act.
8.
Annual Reporting for 2024
. Access Requests: In 2024, Apex did not receive requests from candidates to initiate the data access process.
Correction Requests: In 2024, Apex did not receive any correction requests from candidates.
Opt-Out of Sale/Sharing Requests: Information about our candidates is an important part of our business, and we are not in the business of selling candidate's personal information to others.
Limit Use of Sensitive Information Requests: In 2024, Apex did not receive any requests by candidates to limit the use of sensitive information.
Questions and queries?
If you have any questions or concerns about privacy or want to contact one of our data controllers, please send an email to
info@apexdatasciences.ai
.
Our business changes constantly, and our Privacy Notice will change also. You should check this Notice frequently to see recent changes. Unless stated otherwise, our current Notice applies to all information that we have about you. We stand behind the promises we make, however, and intend not to materially change our policies and practices to make them less protective of candidate personal information collected in the past.
