Recruiting Privacy Policy

Introduction

This Recruiting Privacy Policy explains how [Your Company Name] ("we," "us," or "our") collects, uses, protects, and discloses personal information from candidates during the recruitment process. This policy applies to all candidates who interact with our public-facing recruiting pages, including our careers landing page, job application pages, and interview self-scheduling pages. We are committed to protecting your privacy in compliance with applicable laws, including the New Hampshire Privacy Act (NHPA) and the proposed Massachusetts Data Privacy Act.

1. Information We Collect

We collect personal information you provide during the recruitment process to evaluate your candidacy and communicate with you. This includes:

  • Contact Information: Name, email address, phone number, and mailing address.
  • Application Details: Resume, cover letter, work history, education, skills, certifications, and references.
  • Voluntary Disclosures: Information you choose to provide, such as demographic data (e.g., gender, race/ethnicity) for diversity and inclusion purposes, where permitted by law.
  • Automated Data: Information collected through cookies or similar technologies on our recruiting pages, such as IP address, browser type, device information, and browsing behavior, to enhance user experience and analyze website performance.
  • Sensitive Data: Where applicable and with your consent, we may collect sensitive information such as geolocation data (e.g., for scheduling interviews) or other data required for specific roles, in compliance with Massachusetts and New Hampshire laws.

We limit the collection of personal information to what is adequate, relevant, and reasonably necessary for the recruitment process.

2. How We Use Your Information

We use your personal information for the following purposes:

  • Recruitment and Evaluation: To assess your qualifications, process your application, and make hiring decisions.
  • Communication: To contact you regarding job opportunities, interview scheduling, and application status updates.
  • Compliance: To comply with legal obligations, including equal opportunity laws and diversity reporting, where applicable.
  • Website Functionality: To improve the functionality and performance of our recruiting pages using cookies and analytics tools.
  • Security: To protect your personal information and maintain the integrity of our recruitment process.

We do not use your personal information for targeted advertising, profiling for automated decision-making with legal or significant effects, or selling your data for monetary or other valuable consideration.

3. Your Rights Under New Hampshire and Massachusetts Laws

As a candidate, you have rights regarding your personal information under the New Hampshire Privacy Act (NHPA) and the proposed Massachusetts Data Privacy Act:

  • Right to Know: Confirm whether we are processing your personal data and access that data.
  • Right to Correct: Request corrections to inaccuracies in your personal data, considering the nature and purpose of the data.
  • Right to Delete: Request deletion of personal data provided by or obtained about you, subject to legal retention requirements.
  • Right to Data Portability: Obtain a copy of your personal data in a portable and accessible format.
  • Right to Opt-Out: Opt out of processing for targeted advertising, data sales, or profiling for significant automated decisions (though we do not engage in these activities for recruitment).
  • Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

To exercise these rights, please contact us at 603-224-1234. We will respond within 45 days, with a possible extension of an additional 45 days if reasonably necessary, and we will notify you of any such extension.

4. How to Appeal a Decision

If we deny your request to exercise your rights, you may appeal the decision. We will respond to appeals within 60 days. If your appeal is denied, you may submit a complaint to the New Hampshire Attorney General or the Massachusetts Office of Consumer Affairs and Business Regulation (OCABR), as applicable. Please contact us at the number above for information regarding our appeal process. 

5. Sharing Your Information

We may share your personal information with:

  • Service Providers: Third-party vendors (e.g., applicant tracking systems, scheduling platforms) that assist in the recruitment process, bound by contracts to protect your data.
  • Legal Authorities: When required by law, subpoena, or court order.
  • Internal Teams: Relevant departments (e.g., HR, hiring managers) for recruitment purposes.

We do not sell your personal information or share it with third parties for purposes unrelated to recruitment.

6. Data Security

We implement reasonable administrative, technical, and physical security measures to protect your personal information from unauthorized access, use, or disclosure. These measures are designed to comply with New Hampshire and Massachusetts data security requirements.

7. Cookies and Tracking Technologies

Our recruiting pages use cookies and similar technologies to enhance functionality, analyze traffic, and improve user experience. You may manage cookie preferences through your browser settings, but disabling cookies may affect the functionality of our pages. 

8. Data Retention

We retain your personal information only as long as necessary for the recruitment process or as required by law. If you are not hired, we may retain your information for future job opportunities unless you request deletion, subject to legal obligations.

9. Location Privacy (Massachusetts)

If you are a Massachusetts resident and we collect geolocation data (e.g., for interview scheduling), we will provide a Location Privacy Policy and obtain your consent before collecting or processing such data, as required by the proposed Massachusetts Data Privacy Act.

10. Exemptions

This policy does not apply to data exempt under New Hampshire or Massachusetts laws, such as data subject to the Health Insurance Portability and Accountability Act (HIPAA), the Gramm-Leach-Bliley Act (GLBA), or other federal regulations.

11. Contact Us

For questions about this policy or to exercise your privacy rights, please contact us at:

  • Mailing Address: 9 Dover Rd Chichester, NH 03258 

12. Updates to This Policy

We may update this policy to reflect changes in legal requirements or our recruitment practices. Updates will be posted on our public-facing recruiting pages, and we will notify you of significant changes via email or a prominent notice on our website.

13. Compliance with State Laws

This policy complies with the New Hampshire Privacy Act (effective January 1, 2025) and the proposed Massachusetts Data Privacy Act. For New Hampshire residents, enforcement is handled by the New Hampshire Attorney General, with a 60-day cure period for violations until December 31, 2025. For Massachusetts residents, data brokers must register with the OCABR, and we ensure compliance with any applicable location privacy requirements.

Last Updated: August 1, 2025