Palm Beach Day Academy 

Employment Applicant Privacy Policy

1. Introduction

Palm Beach Day Academy is committed to protecting the privacy and security of your personal information. This Applicant Privacy Policy describes how we collect, use, share, and protect the personal data you provide when you apply for a position with us through our online recruiting platforms.

By submitting your application, you acknowledge that you have read and understood this policy.

2. Information We Collect

We collect various types of information in connection with your application. This includes:

Personal Data: Information that identifies you as an individual, such as your full name, email address, phone number, physical address, resume/CV, cover letter, work experience, and educational background.

Social Media Data: If you choose to apply or supplement your application using a social media account (e.g., LinkedIn), we may collect information from your public profile, subject to the privacy settings you have established with that service.

Interview Data: If you participate in an interview (video, phone, or in-person), we may collect information such as video or audio recordings, interview transcripts, and written feedback from our interviewers and hiring managers. You will be notified before any recording takes place.

Sensitive Personal Data: We may collect sensitive personal data, such as racial or ethnic origin, health information, or disability status. This information is collected on a strictly voluntary basis and only where legally permitted or required. It is used for specific purposes, such as equal opportunity and diversity monitoring, or to provide necessary accommodations during the recruitment process. This information is not used in hiring decisions and is kept separate from your main application file.

3. How We Use Your Information

Your personal data is used for legitimate human resources and business management purposes, which include:

Evaluating Applications: To assess your skills, qualifications, and suitability for the role you have applied for and for other roles at Palm Beach Day Academy.

Communication: To communicate with you about your application, the interview process, and other opportunities.

Future Opportunities: To consider you for future job openings that may align with your profile, unless you request otherwise.

Analytics and Security: For internal reporting, analysis of our recruiting pipeline, and to ensure the security and integrity of our recruitment systems.

Platform Services: To provide you with technical support and manage your applicant account.

Legal Compliance: To comply with applicable legal or regulatory requirements.

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your data in the following circumstances:

Third-Party Service Providers: We may share your information with trusted third-party vendors who provide services on our behalf, such as data hosting, technical support, background check processing, and email communication services. These providers are contractually obligated to safeguard your data and are not permitted to use it for their own purposes.

Business Transfers: In the event of a merger, acquisition, reorganization, or sale of all or a portion of our assets, your information may be transferred as part of the transaction. We will ensure that the receiving entity honors the commitments made in this privacy policy.

Legal Obligation: We may disclose your information if required to do so by law or in response to a valid legal process, such as a court order or subpoena.

5. Your Rights and Choices

You have certain rights regarding your personal information:

Access and Update: You have the right to access, review, and update your personal information at any time, typically by logging into your applicant profile or by contacting us directly.

Withdraw Consent: You may withdraw your consent for the processing of your data at any time. Please note that withdrawing consent may prevent us from continuing to consider you for employment.

Opt-Out of Communications: You can opt-out of receiving non-essential communications from us, such as SMS text message alerts, by contacting the Business Office.

6. Data Security

We have implemented appropriate organizational, technical, and administrative security measures to protect your personal data from unauthorized access, disclosure, alteration, or destruction. These measures include technical tools, encryption where appropriate, and limiting access to your data to authorized personnel on a "need-to-know" basis.

7. Data Retention

We will retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law.

Generally, information from applicants who are not hired will be retained for [e.g., 2 years] after the application date to comply with legal obligations and to consider you for future opportunities. After this period, your data will be securely deleted or anonymized. Retention periods may vary based on local legal requirements.