Privacy Policy for Job Applicants
Last updated: 4/16/2025

1. Introduction
Stephens Landscaping is committed to protecting personal data. This Privacy Policy explains how personal data is collected, used, stored, and safeguarded for individuals applying for employment (“job applicants”). Submission of an application indicates acknowledgment and understanding of this Privacy Policy.

2. Personal Data We Collect
Stephens Landscaping collects information directly from applicants when an application is submitted, as well as from third parties when required or authorized by law or based on legitimate business needs. The types of personal data that may be collected include:

  1. Contact Information: Name, email address, phone number, and postal address.
     
  2. Professional Background: CV/resume, cover letter, job history, references, skills, qualifications, and education.
     
  3. Identification Documents: Where necessary and legally permitted, copies of official identification (e.g., driver’s license, passport).
     
  4. Work Eligibility: Immigration status, work permit, or other relevant documentation.
     
  5. Assessment Data: Results of interviews, tests, or background checks (as permitted by local law).
     
  6. Additional Information: Any additional personal data an applicant chooses to provide voluntarily (e.g., portfolio, certifications, social media profiles).
     

3. How Personal Data Is Used
Personal data is used for the following purposes:

  1. Recruitment and Hiring: To evaluate qualifications, process applications, and communicate about the recruitment process.
     
  2. Verification and Background Checks: Where permitted by law, to verify information provided, conduct background checks, and assess suitability for employment.
     
  3. Compliance with Legal Obligations: To comply with applicable laws, regulations, and legal processes.
     
  4. Internal Reporting and Analysis: To improve recruitment processes, understand applicant trends, and maintain internal records.
     
  5. Communication: To provide updates regarding application status and inform about future employment opportunities.
     

4. Lawful Basis for Processing
Depending on jurisdiction, lawful bases for processing personal data may include:

  1. Consent: Where clear consent has been given for specific processing purposes.
     
  2. Contractual Necessity: Processing data to take steps prior to entering into an employment contract.
     
  3. Legal Obligations: Compliance with legal or regulatory obligations (e.g., verifying eligibility to work).
     
  4. Legitimate Interests: When processing is necessary for legitimate business interests (e.g., evaluating and selecting qualified candidates), and such interests are not overridden by data protection rights.
     

5. Data Retention
Personal data will be retained as long as necessary to evaluate an application and comply with legal requirements. If an application is successful and results in employment at Stephens Landscaping, personal data becomes part of the employee records and is retained in accordance with the Employee Data Privacy Policy. If an application is not successful, information may be retained for a reasonable period to consider for future positions or to comply with legal obligations, unless deletion is requested where applicable by law.

6. Sharing and Transfer of Data
Personal data may be shared with the following parties when necessary to achieve the purposes described in this Privacy Policy:

  1. Service Providers: Third-party vendors who support recruitment processes (e.g., applicant tracking system providers, background check services).
     
  2. Affiliates or Subsidiaries: Other companies within the corporate group (if any) to facilitate recruitment.
     
  3. Legal and Regulatory Authorities: When required to comply with a legal obligation, protect rights, or respond to legal processes.
     
  4. Potential Employers or Partners: With explicit consent, references or application details may be shared to facilitate consideration for roles outside of Stephens Landscaping.
     

Reasonable measures will be taken to ensure that any party receiving personal data implements adequate protections in line with applicable privacy regulations.

7. Data Security
Stephens Landscaping is committed to safeguarding personal data. Appropriate technical, administrative, and physical security measures are implemented to protect data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to personal data.

8. Applicant Rights
Depending on jurisdiction, applicants may have certain rights regarding personal data, which can include:

  1. Access: The right to request access to personal data held.
     
  2. Rectification: The right to request correction of any inaccuracies in personal data.
     
  3. Erasure: The right to request deletion of personal data, subject to certain legal obligations.
     
  4. Restriction: The right to request limitations on processing personal data in specific situations.
     
  5. Objection: The right to object to the processing of personal data, where applicable.
     
  6. Data Portability: The right to receive personal data in a structured, commonly used, and machine-readable format.
     

To exercise these rights, contact Stephens Landscaping using the details provided in the “Contact Us” section below. All requests will be handled in accordance with applicable laws.

9. International Data Transfers
If personal data is transferred outside the applicant’s home jurisdiction, Stephens Landscaping will ensure an adequate level of protection, for example, by using approved data transfer mechanisms (such as Standard Contractual Clauses) or by verifying that the recipient country has equivalent data protection laws.

10. Changes to this Privacy Policy
Stephens Landscaping reserves the right to update or modify this Privacy Policy at any time. The updated version will be posted on the website with a new “Last updated” date. Periodic review of this Privacy Policy is encouraged to stay informed about the protection of personal data.

11. Contact Us
For any questions, concerns, or requests regarding this Privacy Policy or the handling of personal data, please use the following contact information:

Stephens Landscaping
62 Moultonboro Neck Rd
Moultonborough, NH 03254
Phone: (603) 707-0630