VoidForm Recruiting & Hiring Privacy Policy
 

Purpose: 

VoidForm is committed to protecting the privacy and security of the personal information of our job applicants, candidates, and prospective employees ("Candidates"). This Privacy Policy explains how we collect, use, disclose, and protect personal information during our recruiting and hiring processes. This policy is intended to comply with the Texas Data Privacy and Security Act (TDPSA) and the Colorado Privacy Act (CPA)

Information we collect:

We collect various types of personal information from and about Candidates, which may include:

· Contact Information: Name, address, email address, phone number, and other contact details.

· Application Information: Resumes/CVs, cover letters, application forms, qualifications, work history, education, skills, and professional licenses/certifications.

· Identification Information: (Where legally permissible and necessary) Date of birth, gender, nationality, work authorization status.

· Assessment Information: Results of interviews, skills tests, aptitude tests, personality assessments, and other evaluations.

· Background Check Information: (Where legally permissible and with consent) Information from background checks, reference checks, criminal history checks, and drug screenings.

· Compensation Information: Salary expectations, previous salary history (where legally permissible).

· Publicly Available Information: Information that is publicly available on professional networking sites (e.g., LinkedIn) or other online platforms.

· Voluntary Self-Identification Information: (Where legally permissible and with explicit consent) Information regarding your race, ethnicity, veteran status, disability status, or other protected characteristics for diversity and inclusion reporting purposes. This information is always provided voluntarily and will not impact and individual’s application.

· Technical Information: If a candidate interacts with our careers website, we may collect technical information such as IP address, browser type, operating system, and website usage data through cookies and similar technologies.

How we collect information:

We collect personal information from various sources, including:

Directly from the candidate: When a candidate submits an application, participates in interviews, completes assessments, or communicates with us during the recruiting process.

From third parties: 

· Recruitment agencies/headhunters: If a candidate applies through a third-party recruiter.

· Professional networking sites: Such as LinkedIn, if a candidate has made their profile public.

· References: When a candidate provides us with contact details for references.

· Background check providers: With the candidate’s consent, for pre-employment screening.

· Publicly available sources: Where information is legitimately and legally accessible.

· Automatically: When a candidate visits our careers website, through cookies and similar tracking technologies.

How we use the information:

We use a candidate’s personal information for legitimate business purposes related to our recruiting and hiring processes, including:

· To assess qualifications and suitability for employment: Evaluating skills, experience, and education against job requirements.

· To communicate with candidates: Regarding their application, interview scheduling, and other recruitment-related matters.

· To conduct interviews and assessments: Facilitating the evaluation process.

· To conduct background and reference checks: Where legally permissible and with the candidate’s consent, to verify information and assess suitability.

· To make hiring decisions: Selecting the most qualified candidates for open positions.

· To extend job offers and facilitate onboarding: For successful candidates.

· To comply with legal and regulatory obligations: Including equal employment opportunity laws, immigration laws, and other applicable regulations.

· For internal record-keeping and reporting: Analyzing recruitment metrics and improving our hiring processes.

· To defend our legal rights: In the event of a dispute or litigation.

· To manage our talent pool: With the candidate’s consent, we may retain their information for future job opportunities that may arise.

Who we share information with:

We may share a candidate’s personal information with the following categories of recipients for the purposes outlined in this policy:

· Internal personnel: Members of our HR team, hiring managers, and other employees involved in the recruiting and hiring process who have a legitimate need to access the information.

· Service providers: Third-party vendors who assist us with recruiting activities, such as our applicant tracking system (Paylocity), assessment providers, background check providers, and HR consultants. These service providers are contractually obligated to protect a candidate’s information and only use it for the purposes for which we disclose it to them.

· Legal and regulatory authorities: When required by law or in response to a valid legal process (e.g., subpoena, court order).

· Professional advisors: Such as lawyers, accountants, or auditors, where necessary for legal, accounting, or auditing purposes.

· Affiliates/Subsidiaries: In some cases, we may share a candidate’s information with affiliated companies within our corporate group for recruitment purposes.

International data transfers:

We primarily process personal information within the United States. We do not intentionally transfer your personal information outside of the United States.

Cookies and other tracking technologies (VoidForm Careers Page):

Our careers website may use cookies and similar tracking technologies to enhance the candidate’s browsing experience, analyze site usage, and improve our services. Candidates can manage their cookie preferences through their browser settings.

Data security:

We implement appropriate technical and organizational measures to protect candidate’s personal information from unauthorized access, disclosure, alteration, and destruction. These measures include encryption, access controls, and regular security audits. However, no method of transmission over the internet or electronic storage is 100% secure.

Data retention:

We retain a candidate’s personal information for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

· For unsuccessful candidates: We generally retain a candidate’s application information for a period of 24 months after the position has been filled or they withdraw their application, to allow us to demonstrate our compliance with legal obligations, defend against legal claims, and, with their consent, to consider them for future opportunities.

· For successful candidates: An candidate’s personal information will be transferred to their employee file and retained in accordance with our employee privacy policy.

Candidate’s rights (dependent upon location and applicable laws):

Depending on a candidate’s jurisdiction and applicable data protection laws (e.g., TDPSA, CPA), they may have the following rights regarding their personal information:

· Right to access: To request a copy of the personal information we hold about them.

· Right to rectification: To request that we correct any inaccurate or incomplete personal information.

· Right to erasure (Right to be forgotten): To request the deletion of their personal information under certain circumstances.

· Right to restrict processing: To request that we limit the way we use their personal information under certain circumstances.

· Right to data portability: To receive their personal information in a structured, commonly used, and machine-readable format.

· Right to object: To object to the processing of their personal information in certain situations.

· Right to withdraw consent: Where we rely on their consent for processing, they have the right to withdraw it at any time.

· Right to lodge a complaint: To lodge a complaint with a supervisory authority if they believe their rights have been violated.

If a candidate wishes to exercise any of these rights, they may contact us using the details provided at the end of this policy. We may need to verify the applicant’s identity before fulfilling any request.

Changes to this privacy policy:

VoidForm may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will post the revised policy on our careers website with an updated "Effective Date." We encourage applicants to review this policy periodically.

Contact Us:

If you have any questions about this Recruiting & Hiring Privacy Policy or our privacy practices, please contact us at:

VoidForm Products, LLC, 6151 Cowley Road, Fort Worth, TX 76119; hr@voidform.com; (817) 429-0888