Policy Name: Applicant Privacy Policy  

Effective Date: June 1, 2026 

Replaces Policy Date: New 


Policy: PACE Organization of Rhode Island ("PACE-RI") collects and processes applicant information solely for legitimate business, employment, legal, and regulatory purposes. Personal information obtained through the recruitment and hiring process will be handled in a manner consistent with applicable federal and state laws and with reasonable administrative, technical, and physical safeguards designed to protect the confidentiality of such information.


Purpose: PACE-RI is committed to protecting the privacy and confidentiality of personal information obtained during the recruitment and hiring process. The purpose of this policy is to provide applicants with notice regarding the collection, use, disclosure, retention, and protection of personal information submitted in connection with an application for employment, whether submitted directly to PACE-RI or through a third-party recruiting platform acting on PACE-RI's behalf.


Scope: This policy applies to all individuals who apply for employment, internships, volunteer opportunities, or other positions with PACE-RI through any recruitment method, including online application systems, electronic communications, paper applications, referrals, recruiting events, and third-party recruiting platforms.


Definitions:  
Applicant – Any individual who applies for employment, internship, volunteer, or contract opportunities with PACE.

Personal Information – Information that identifies, relates to, describes, or can reasonably be associated with an individual applicant. Examples include name, address, email address, telephone number, employment history, educational background, professional licenses, certifications, references, and other information submitted during the application process.

Sensitive Personal Information – Information that may receive additional legal protections under applicable law, including certain government-issued identifiers, medical information, protected demographic information, or other information designated as sensitive under applicable privacy laws.


About this Policy: 

Information We Collect

PACE may collect personal information provided by applicants, including:

  • Name, address, telephone number, and email address
  • Resume, cover letter, and employment history
  • Educational background, professional licenses, certifications, and credentials
  • Work authorization and eligibility information
  • References and reference contact information
  • Salary expectations and employment preferences
  • Interview notes and recruitment communications
  • Any other information voluntarily provided by the applicant

Applicants should provide only information that is relevant to the application process and should not provide sensitive personal information unless specifically requested or required by law.


Use of Information

Applicant information may be used to:

  • Evaluate qualifications for employment
  • Process and review employment applications
  • Communicate with applicants regarding employment      opportunities
  • Verify employment history, credentials, and references
  • Conduct background checks where permitted by law and      with appropriate authorization
  • Meet legal, regulatory, accreditation, or compliance      requirements
  • Improve recruitment and hiring processes
  • Defend legal claims or protect organizational      interests when necessary

Disclosure of Information

Applicant information may be shared with:

  • Human Resources personnel
  • Hiring managers and interview team members
  • Organizational leaders involved in the hiring decision
  • Third-party service providers supporting recruiting, onboarding, human resources, payroll, or background screening functions
  • Government agencies or other parties when required by      law

PACE does not sell applicant personal information.


Data Retention

Applicant information will be retained for as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, enforce agreements, and satisfy applicable record retention requirements.


Applicant Responsibilities

Applicants are responsible for ensuring that information submitted to PACE-RI is accurate, complete, and truthful. If an applicant provides information regarding another individual, such as a reference, the applicant is responsible for obtaining any necessary permission before providing such information.


Third-Party Recruiting Platforms

PACE may utilize third-party service providers and technology platforms to support recruiting, applicant tracking, onboarding, background screening, and other human resources functions. These service providers may collect, store, process, or transmit applicant information on behalf of PACE in accordance with contractual obligations and applicable laws.

Applicant information submitted through a third-party recruiting platform is collected for PACE's recruitment and hiring purposes and may be accessible to authorized personnel involved in the hiring process. Third-party providers are authorized to use applicant information only as necessary to provide services to PACE or as otherwise permitted or required by law.

While PACE takes reasonable steps to work with reputable service providers that maintain appropriate security safeguards, applicants are encouraged to review any applicable privacy notices provided by the third-party platform through which they submit their application.


Applicant Rights

Subject to applicable law, applicants may have rights regarding access to, correction of, or deletion of personal information maintained by PACE-RI. Requests regarding personal information should be directed to Human Resources.


Questions Regarding This Policy

Questions regarding this Applicant Privacy Policy may be directed to:

Human Resources
PACE Organization of Rhode Island
emarchand@pace-ri.org or ameyer@pace-ri.org