Job Applicant Privacy Policy

Last Updated: 8/2025

Introduction

Get Spiffy, Inc.  ("Company," "we," "us," or "our") is committed to protecting the privacy of job applicants and candidates. This Privacy Notice describes how we collect, use, store, and disclose personal information about individuals who apply for employment with us, express interest in employment opportunities, or participate in our recruitment process.

This notice applies to all job applicants, candidates, and individuals who interact with our recruitment process, regardless of whether you are ultimately hired.

Information We Collect

We may collect the following categories of personal information from job applicants:

Contact and Identification Information

• Full name and preferred name
• Email address and phone number
• Home address
• Date of birth (where legally permitted)
• Government-issued identification numbers (where required by law)

Professional Information

• Resume/CV and cover letter
• Work history and employment records
• Education history and credentials
• Professional references and recommendations
• Salary expectations and compensation history (where legally permitted)
• Professional licenses and certifications

Application-Specific Information

• Responses to application questions
• Portfolio samples or work examples
• Interview notes and assessments
• Background check results (if applicable)
• Drug screening results (if applicable)

Technical Information

• IP address and device information when using our online application system
• Application tracking and usage data

Sensitive Information (where legally permitted)

• Diversity and inclusion survey responses (voluntary)
• Disability accommodation requests
• Veteran status (where applicable)

How We Collect Information

We collect personal information through:

• Online job application systems and career portals
• Email communications and direct submissions
• Recruitment agencies and third-party platforms
• Professional networking sites (LinkedIn, etc.)
• Background check and reference verification services
• Interviews (phone, video, or in-person)
• Assessment tools and testing platforms

How We Use Your Information

We process your personal information for the following purposes:

Recruitment and Hiring

• Evaluating your qualifications and suitability for positions
• Conducting interviews and assessments
• Verifying information provided in your application
• Performing background checks and reference verification
• Making hiring decisions

Legal Compliance

• Complying with employment laws and regulations
• Meeting equal employment opportunity requirements
• Maintaining records as required by law
• Responding to legal requests and proceedings

Business Operations

• Communicating with you about your application status
• Managing our recruitment process
• Improving our hiring practices
• Building talent pools for future opportunities

Information Sharing and Disclosure

We may share your personal information with:

Internal Stakeholders

• Hiring managers and interview panels
• HR personnel and recruitment staff
• Legal and compliance teams
• Senior management (for certain positions)

External Service Providers

• Background check companies
• Reference verification services
• Recruitment agencies and headhunters
• Technology vendors supporting our application systems
• Legal advisors and consultants

Legal Requirements

• Government agencies and regulators when required by law
• Law enforcement agencies when legally obligated
• Courts and legal proceedings when necessary

We do not sell your personal information to third parties for monetary consideration.

Data Retention

We retain your personal information for different periods depending on the purpose:

• Successful Candidates: Information becomes part of employee records
• Unsuccessful Candidates: Typically retained for 1-2 years after the conclusion of the recruitment process
• Legal Requirements: Some information may be retained longer to comply with applicable laws

You may request deletion of your information, subject to our legal obligations and legitimate business interests.

Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

Access and Portability

• Request access to personal information we hold about you
• Receive a copy of your personal information in a portable format

Correction and Updates

• Request correction of inaccurate personal information
• Update your contact information and application materials

Deletion

• Request deletion of your personal information (subject to legal requirements)
• Withdraw your job application

Restriction and Objection

• Object to certain types of processing
• Request restriction of processing in specific circumstances

Non-Discrimination

• We will not discriminate against you for exercising your privacy rights

California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

• Right to Know: Request information about the categories and specific pieces of personal information we collect
• Right to Delete: Request deletion of personal information (with certain exceptions)
• Right to Correct: Request correction of inaccurate personal information
• Right to Opt-Out: We do not sell personal information, so opt-out rights do not apply
• Right to Non-Discrimination: We will not discriminate for exercising CCPA rights

Security Measures

We implement appropriate technical and organizational security measures to protect your personal information, including:

• Encryption of data in transit and at rest
• Access controls and authentication systems
• Regular security assessments and updates
• Employee training on data protection
• Incident response procedures

Changes to This Policy

We may update this Privacy Notice from time to time. We will notify you of material changes by posting the updated notice on our website and updating the "Last Updated" date.

Contact Information

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

Privacy Officer/HR Department: hr@getspiffy.com

By submitting your job application, you acknowledge that you have read and understood this Privacy Notice and consent to the collection, use, and disclosure of your personal information as described herein.