Last Updated: January 31, 2026


The Dallas Arboretum and Botanical Garden (“we,” “us,” or “the Company”) is committed to protecting the privacy and security of your personal information. This Candidate Privacy Notice (“Notice”) describes how we collect and use personal data about you during the recruitment and hiring process in accordance with applicable data protection laws (including, where applicable, GDPR and CCPA).This notice applies to all candidates, applicants, and prospective employees who submit their information via our Careers Site, HRIS, or third-party platforms (e.g., LinkedIn, Indeed, ZipRecruiter) for recruitment purposes.


1. The Information We Collect

We collect, store, and use the following categories of personal information to manage the recruiting process:

  • Identifiers: Name, address, telephone number, email address, and other contact details.
  • Application Documents: CV/résumé, cover letter, and previous employment records.
  • Professional Background: Employment history, job titles, salary history/expectations, references, and educational qualifications.
  • Background Information: Where permitted by law, this may include criminal records, credit checks, and screening results.
  • Internal Notes: Interview notes, interview scheduling details, and evaluations conducted by our hiring team.
  • Candidate Profile Data: Information created when you set up a candidate profile in our HRIS, including usernames and passwords.
  • Voluntary Data: Information you choose to provide in your application, such as portfolio links or voluntary diversity/equal opportunity information.

2. How We Collect Data

We collect this data directly from you when you apply, through our HRIS recruiting module, or via third-party job boards. We may also collect data from third parties, such as references provided by you or background check providers.


3. How We Use Your Information

We use your information for the following legitimate business purposes:

  • Evaluation: To assess your skills, qualifications, and suitability for the role you applied for.
  • Communication: To contact you regarding your application, interviews, and candidate status.
  • Verification: To conduct background checks, verify employment history, and check references.
  • Legal Compliance: To comply with equal employment opportunity, health and safety, and immigration laws.
  • Record Keeping: To maintain records of our hiring process and manage our recruiting operations.
  • Future Opportunities: To keep your profile in our talent pool for future, similar positions, if you have consented to this.

4. Data Sharing and Transfer

We do not sell your personal data. We may share your information with:

  • Affiliates/Subsidiaries: Other members of our corporate group to support the recruitment process.
  • Service Providers: Third-party service providers (e.g., ATS providers, background checking agencies, recruiters) who assist us in the hiring process.
  • Legal Obligations: To law enforcement, regulatory bodies, or in connection with legal claims.

5. Data Security

We have implemented appropriate technical and organizational security measures to prevent your personal data from being accidentally lost, used, accessed in an unauthorized way, altered, or disclosed. Access to your data is restricted to HR personnel, recruiters, and hiring managers involved in your application.


6. Data Retention

We will retain your data only for as long as is necessary to fulfill the purposes for which it was collected, including for satisfying any legal, accounting, or reporting requirements.

  • Unsuccessful Candidates: If you are not hired, we typically retain your records for [e.g., 1–2 years] to demonstrate fair hiring practices or consider you for future opportunities, unless you ask us to delete it earlier.
  • Successful Candidates: If you are hired, relevant recruitment data will become part of your employee file and retained according to our employee privacy policy.

7. Your Rights

Depending on your location, you may have the right to:

  • Access/Copy: Request a copy of the data we hold about you.
  • Rectify: Request correction of incomplete or inaccurate data.
  • Erasure: Request that we delete your data (the "right to be forgotten").
  • Withdraw Consent: Withdraw consent for processing (where we rely on consent).

To exercise these rights, please contact: dabshr@dallasarboretum.org


8. Changes to This Policy

We reserve the right to update this privacy notice at any time. Any changes will be posted on this page with an updated revision date.