Candidate Privacy Notice

Last updated: September 21st, 2026 

Muse Knoxville ("we," "us," or "the Company") respects your privacy and is committed to protecting the personal information of candidates who apply for, or express interest in, employment opportunities with us. This Candidate Privacy Notice ("Notice") explains what personal information we collect during the recruitment process, how we use it, who we share it with, and the choices and rights available to you.

This Notice applies to all careers, job application, interview scheduling, and related recruitment pages operated by Muse Knoxville. It applies to candidates, applicants, and prospective employees, whether you apply directly, are referred by an employee, or are sourced by a recruiter or staffing agency on our behalf.

1. Who Is Responsible for Your Information

Muse Knoxville, located at 516 N. Beaman Street Knoxville, TN 37914, is the data controller (or equivalent) responsible for the personal information described in this Notice, unless otherwise stated. If you are applying to a specific subsidiary or regional entity, that entity may act as controller for your application; contact details are in Section 10.

2. Personal Information We Collect

Depending on how you interact with our Careers Site, we may collect:

• Identity and contact information: name, email address, phone number, mailing address, and other contact details.
• Application materials: resume/CV, cover letter, portfolio, work samples, and answers to application or screening questions.
• Professional background: work history, job titles, employers, education, certifications, skills, professional licenses, and references you provide.
• Interview and assessment data: interview notes and feedback from interviewers, responses to skills assessments or work samples, and, where used and permitted by law, interview recordings or transcripts.
• Scheduling information: availability, time zone, and calendar details provided through self-scheduling tools.
• Communications: emails, messages, or other correspondence between you and our recruiting team.
• Background check and eligibility information: where permitted by law and typically after a conditional offer, information from background checks, employment verification, education verification, and right-to-work or immigration status documentation. This is generally collected by a third-party provider on our behalf.
• Voluntary demographic information: information you choose to provide for equal opportunity monitoring purposes (e.g., gender, race/ethnicity, veteran status, disability status), where permitted by local law. Providing this information is always optional and does not affect your candidacy.
• Technical and usage data: IP address, browser type, device information, and analytics data collected automatically when you visit the Careers Site
• Information from third parties: information from recruiters, staffing agencies, professional networking sites (e.g., LinkedIn), employee referrals, and, where applicable, publicly available professional profiles.

We do not require you to provide special category or sensitive personal information except where voluntary (e.g., diversity monitoring) or legally required (e.g., certain background checks or accommodation requests).

3. How We Use Your Information

We use candidate personal information to:

• Evaluate your qualifications and suitability for a role, including reviewing applications, conducting assessments, and interviewing;
• Communicate with you about your application, including scheduling and rescheduling interviews;
• Verify your identity, employment history, education, and eligibility to work, where applicable;
• Conduct background checks after a conditional offer, where permitted by law;
• Maintain records of the recruitment process for internal reporting, auditing, and legal compliance;
• Consider you for other open roles that may match your background, if you consent or as otherwise permitted by law;
• Comply with legal obligations, respond to legal process, and protect the rights, safety, and property of the Company, candidates, and others;
• Maintain the security and proper functioning of the Careers Site.

We do not use your personal information to make employment decisions based solely on automated processing without human involvement, except where disclosed to you separately and permitted by law.

4. Legal Bases for Processing (EEA/UK Candidates)

Where the GDPR or UK GDPR applies, we rely on the following legal bases:

• Contractual necessity / pre-contractual steps: to take steps at your request prior to entering into an employment contract.
• Legitimate interests: to run an efficient, fair recruitment process, assess candidates, and maintain recruitment records, balanced against your rights.
• Legal obligation: to comply with employment, tax, immigration, or other applicable laws.
• Consent: for optional activities such as retaining your profile for future openings, or processing voluntary diversity data. You may withdraw consent at any time without affecting the lawfulness of prior processing.

5. Who We Share Your Information With

We may share your personal information with:

• Internal personnel: hiring managers, interviewers, recruiters, and HR staff involved in the hiring decision, on a need-to-know basis.
• Service providers: applicant tracking system (ATS) providers, interview scheduling tools, assessment platforms, background check providers, and IT/hosting providers, who process data on our behalf under contractual confidentiality and security obligations.
• Professional advisors: lawyers, auditors, and consultants, where necessary.
• Government or regulatory authorities: where required by law, such as immigration or tax authorities.
• Successors in a corporate transaction: if we undergo a merger, acquisition, or asset sale, candidate information may be transferred as part of that transaction.

We do not sell your personal information, and we do not share it with third parties for their own independent marketing purposes.

6. International Data Transfers

If you apply from outside the country where our servers or recruitment team are located, your information may be transferred to, and processed in, other countries. Where required, we use appropriate safeguards for such transfers, such as Standard Contractual Clauses or other approved transfer mechanisms.

7. Data Retention

We retain candidate personal information for as long as necessary to:

• Evaluate you for the role you applied for and, where you consent, for other suitable roles;
• Comply with legal, regulatory, tax, or record-keeping obligations (which may require retention for a defined period, e.g.,12 months after a hiring decision, longer in jurisdictions requiring extended equal-opportunity recordkeeping);
• Defend against or bring legal claims.

If you are hired, your candidate information becomes part of your employment record, subject to our Employee Privacy Notice. If you are not hired, we will delete or anonymize your information at the end of the applicable retention period, unless you consent to us retaining it longer for future opportunities.

8. Security

We use administrative, technical, and physical safeguards designed to protect candidate personal information from unauthorized access, disclosure, alteration, or destruction. No system is completely secure, and we encourage you to avoid sending highly sensitive information (e.g., government ID numbers) unless specifically requested through a secure channel.

9. Your Rights

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

• Access the personal information we hold about you;
• Correct inaccurate or incomplete information;
• Request deletion of your information, subject to legal retention requirements;
• Object to or restrict certain processing;
• Request a portable copy of your information;
• Withdraw consent, where processing is based on consent;
• Lodge a complaint with a data protection authority (for EEA/UK candidates) or, where applicable, a state attorney general or privacy regulator (for US candidates).

For US state privacy law rights (e.g., California, Colorado, Connecticut, Virginia, and similar laws), you may have additional rights described in our [State Privacy Rights Notice / CCPA Notice], including the right to know, delete, correct, and opt out of certain processing. We do not sell or share candidate personal information as those terms are defined under applicable law.

To exercise any of these rights, contact us using the details in Section 10. We may need to verify your identity before fulfilling your request.

10. Contact Us

If you have questions about this Notice or wish to exercise your privacy rights, contact:

Muse Knoxville - Talent Acquisition Email: careers@themuseknoxville.org Address: 516 N Beaman Street Knoxville, TN 37914

11. Changes to This Notice

We may update this Notice from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. The "Last updated" date at the top indicates when this Notice was last revised. Material changes will be communicated as required by applicable law.